bussines services – Business Services Online

>> HI, I’M TIFFANI CODE. >> AND I’M JAMES BURJA. >> WE’RE WITH THE SOCIAL SECURITY ADMINISTRATION, OFFICE OF EARNINGS OPERATION, DIVISION OF BUSINESS SERVICES. WELCOME, AND THANK YOU FOR JOINING US FOR TODAY’S WEBCAST: BUSINESS SERVICES ONLINE, THE JOY OF USING BSO PART 2. YOU KNOW JAMES, THE BEST THING ABOUT A WEBCAST IS THAT YOU CAN WATCH IT OVER AND OVER, GO BACK AND FORTH, FAST FORWARD, WELL BASICALLY, EVERYTHING YOU CAN DO FROM A DVR OR DVD PLAYER AT HOME. >> YOU’RE RIGHT, TIFFANY. MOST FEATURES MAY COME IN HANDY TODAY AS THIS WEBCAST IS GOING TO PROVIDE STEP-BY-STEP INSTRUCTIONS ON HOW TO USE ONE OF THE MOST POPULAR ONLINE FEATURES OF BSO, THE SOCIAL SECURITY NUMBER VERIFICATION SERVICE, OR SSNVS. OF COURSE, AS WITH ANY OF THE BSO SERVICES YOU HAVE TO BE REGISTERED FIRST. AND WE COVERED THAT IN PART 1 OF THIS SERIES. BUT IN CASE YOU MISSED IT, IT’S STILL AVAILABLE AT OUR WEBSITE WWW.SOCIALSECURITY.GOV.

ON THE RIGHT SIDE OF THE PAGE, YOU’LL SEE WEBINARS. HERE, YOU WILL FIND WEBCASTS ABOUT SOCIAL SECURITY ADMINISTRATION’S PROGRAMS AND SERVICES, INCLUDING PART 1 OF THIS SERIES. TODAY WE’RE GOING TO TALK ABOUT ACCESSING BSO’S SSNVS USING YOUR ACTIVATION CODE; COMPLETING THE ONLINE SSN VERIFICATION USING THE DATA ENTRY METHOD; COMPLETING THE ONLINE SSN VERIFICATION USING THE UPLOADING METHOD; AND GETTING YOUR SSN VERIFICATION RESULTS. FOR SSNVS, SPECIFICALLY, YOU WILL NEED THE ACTIVATION CODE THAT WAS SENT TO YOUR EMPLOYER BY MAIL ABOUT 10 DAYS AFTER YOU COMPLETED THE ONLINE BSO REGISTRATION. WITHOUT IT, YOU CAN’T USE BSO’S SSNVS. >> SSA POSTS EMPLOYEE WAGES BASED ON THE INPUT FROM EMPLOYERS AND OTHER SUBMITTERS WHO REPORT WAGES. THAT MEANS, CORRECT REPORTING BEGINS WITH YOU. IF WE HAVE THE CORRECT NAME AND SOCIAL SECURITY NUMBER, YOU CAN BE SURE THAT THE WAGES YOU REPORT WILL BE POSTED CORRECTLY. AND CORRECT INFORMATION CAN SEVERELY IMPACT YOUR EMPLOYEE’S FUTURE ELIGIBILITY AND PAYMENT OF SSA RETIREMENT, DISABILITY, AND SURVIVORS BENEFITS. SO YOU CAN SEE, ENSURING WE HAVE THE CORRECT PERSON ASSOCIATED WITH THE CORRECT SOCIAL SECURITY NUMBER IS VERY IMPORTANT.

>> SSNVS ALLOWS REGISTERED USERS WHO ARE PROVIDED ACTIVATION CODES TO VERIFY THE NAMES AND SSNs OF EMPLOYEES AGAINST SSA’S RECORDS. BY USING SSNVS YOU CAN VERIFY UP TO 10 NAMES AND SSNs ONLINE AND RECEIVE IMMEDIATE REPLY, AND THERE IS NO LIMIT TO THE NUMBER OF TIMES SSNVS WEBPAGE MAY BE USED WITHIN THE SESSION. PLUS, FOR VERY LARGE REQUESTS, ELECTRONIC FILES OF UP TO 250,000 NAMES AND SOCIAL SECURITY NUMBERS CAN BE UPLOADED AND THE RESULT CAN GENERALLY BE PROVIDED WITHIN ONE GOVERNMENT BUSINESS DAY. >> WOW, THAT’S PRETTY FAST SERVICE. >> YES, IT IS. BUT OF COURSE, ALONG WITH USING SSNVS COMES AN APPROPRIATE LEVEL OF ETHICAL AND LEGAL RESPONSIBILITY ON THE USER’S PART. LET’S TALK ABOUT SOME OF THE RULES. IT CAN ONLY BE USED FOR THE PURPOSE IT IS INTENDED, TO VERIFY SOCIAL SECURITY ADMINISTRATION’S RECORDS AGAINST NAMES AND OTHER INFORMATION PROVIDED.

IT CAN ONLY BE USED TO ENSURE THAT THE RECORDS OF CURRENT OR FORMER EMPLOYEES ARE CORRECT SOLELY FOR THE PURPOSE OF COMPLETING WAGE AND TAX STATEMENTS. IT’S ONLY APPROPRIATE TO USE SSNVS ONCE AN OFFICIAL EMPLOYER/EMPLOYEE RELATIONSHIP HAS BEEN ESTABLISHED. THIS MEANS AFTER AN OFFER OF EMPLOYMENT HAS BEEN MADE AND ACCEPTED BY THE EMPLOYEE. EVEN IF THE EMPLOYEE HASN’T BEGUN WORKING YET, IT CAN ALSO BE USED TO COMPLETE PAPERWORK FOR FUTURE EMPLOYEE TO ESTABLISH THE PAYROLL RECORD. COMPANIES SHOULD ESTABLISH A CONSISTENT USE POLICY FOR SSNVS. THIRD-PARTY USE OF SSNVS IS STRICTLY LIMITED TO ORGANIZATIONS THAT CONTRACT WITH EMPLOYERS TO HANDLE THEIR WAGE REPORTS OR PERFORM ADMINISTRATIVE ROLES IN ANNUAL WAGE REPORTS. SSA RECOMMENDS THAT CONTRACTS BETWEEN THE THIRD-PARTY AND THE EMPLOYER STIPULATE THAT THE FUNCTIONS BEING PERFORMED BY THE THIRD-PARTY ADHERE TO THE PROPER USE OF SSNVS. >> SSA RETURNS ALL NAMES AND SOCIAL SECURITY NUMBERS SUBMITTED.

IF THE NAME AND SSN DOES NOT MATCH OUR RECORDS, WE WILL RESPOND BY SAYING SO. SSA’S RESPONSE DOES NOT IMPLY THAT YOU OR YOUR EMPLOYEE INTENTIONALLY PROVIDED INCORRECT INFORMATION. AND IT DOES NOT MAKE ANY STATEMENT ABOUT THE EMPLOYEE’S IMMIGRATION STATUS. OUR RESPONSE IN AND OF ITSELF IS NOT A BASIS FOR YOU AS THE EMPLOYER TO TAKE ANY ADVERSE ACTION AGAINST THE EMPLOYEE, SUCH AS FIRING, LAYING OFF, SUSPENDING, OR DISCRIMINATING AGAINST THAT EMPLOYEE. IT IS ALSO ILLEGAL TO USE THE SSNVS TO VERIFY SSNs OF POTENTIAL NEW HIRES, CONTRACTORS, OR FOR THE PREPARATION OF TAX RETURNS. IT IS IMPROPER TO USE SSNVS FOR NON-WAGE REPORTING PURPOSES, SUCH AS VERIFYING IDENTITY, CREDIT CHECKS, MORTGAGE APPLICATIONS, AND SO FORTH. ANYONE WHO KNOWINGLY AND WILLFULLY USES SSNVS TO REQUEST OR OBTAIN INFORMATION FROM SSA UNDER FALSE PRETENSES VIOLATES FEDERAL LAW AND MAY BE SUBJECT TO PUNISHMENT BY A FINE, IMPRISONMENT, OR BOTH.

THIS USE OF SSNVS MAY RESULT IN YOU AND THE COMPANY YOU REPRESENT BEING BANNED FROM ITS USE. >> IF YOU’RE SERVING AS A THIRD-PARTY VERIFIER OR WAGE REPORTING ENTITY YOU SHOULD KEEP THE FOLLOWING GENERAL RULES IN MIND: BE CAUTIOUS NOT TO SUGGEST TO YOUR CLIENTS THAT THIS SERVICE IS ONLY AVAILABLE THROUGH YOU; ADVISE ALL YOUR CLIENTS THAT THIS SERVICE IS AVAILABLE AT NO COST FROM SSA AND IS NOT A UNIQUE OR EXCLUSIVE ARRANGEMENT BETWEEN SSA OR YOUR COMPANY; DO NOT GIVE THE IMPRESSION THAT YOU OR YOUR COMPANY HAVE AN ARRANGEMENT THAT ALLOWS DIRECT ACCESS TO SSA DATABASES OR PROGRAMS.

BSO, INCLUDING THE SSNVS IS AVAILABLE DURING A WIDE RANGE OF HOURS, SEVEN DAYS A WEEK. ALL TIMES ARE IN THE EASTERN TIME ZONE AND ARE: MONDAY THROUGH FRIDAY, 5 A.M. TO 1 A.M.; SATURDAY, 5 A.M. TO 11 P.M.; AND SUNDAY, 8 A.M. TO P.M. NOW THAT WE KNOW THE RULES, TIFFANY, WHY DON’T YOU TELL US WHAT WE’LL NEED TO GET STARTED? >> SURE, JAMES. THE BSO WEBSITE HAS RESTRICTED ACCESS, MEANING THAT ONLY AUTHORIZED USERS CAN ACCESS THE SECURE WEBSITE BY USING THEIR ASSIGNED USER ID AND PASSWORD.

SO MAKE SURE YOU HAVE YOUR USER ID AND THE PASSWORD THAT YOU ESTABLISHED WHEN YOU WENT THROUGH THE REGISTRATION PROCESS. YOU’LL ALSO NEED YOUR EQUALLY IMPORTANT ACTIVATION CODE, YOUR WEB BROWSER, INTERNET EXPLORER, FIREFOX, OR ANY OTHER INTERNET BROWSER SHOULD BE SET TO ACCEPT WHAT ARE KNOWN AS COOKIES, WHICH ARE FILES THAT ARE TEMPORARILY STORED ON YOUR COMPUTER DURING THE BSO SESSIONS. MOST WEB BROWSERS ARE SET UP BY DEFAULT TO ACCEPT COOKIES. ALSO, DATA TRANSMISSION IS PROTECTED BY EMPLOYING 128 BIT OR HIGHER SECURE SOCKET LAYER ENCRYPTION, WHICH IS THE INDUSTRY ENCRYPTION STANDARD FOR PROVIDING NETWORK SECURITY.

AND ONE FINAL NOTE, IN ORDER TO VIEW AND PRINT FORMS USING BSO’S SERVICES YOU WILL NEED ADOBE READER. WE RECOMMEND VERSION OR HIGHER. YOU CAN DOWNLOAD A FREE COPY OF ADOBE READER AT WWW.ADOBE.COM. >> OKAY. SO LET’S GET LOGGED IN. FROM OUR BROWSER WE’LL GO DIRECTLY TO THE MAIN BSO WELCOME PAGE BY ENTERING THE FOLLOWING WEB ADDRESS: WWW.SOCIALSECURITY.GOV/BSO/ BSOWELCOME.HTM. NOW WE’RE AT THE BSO WELCOME PAGE. SELECT “LOG-IN” LOCATED TOWARD THE BOTTOM OF THE PAGE. THIS WILL TAKE YOU TO THE LOG-IN SCREEN FOR BSO SERVICES. SINCE YOU’VE ALREADY REGISTERED AND CREATED A LOG-IN ACCOUNT DURING PART 1 OF THE SERIES, YOU’RE NOT CONSIDERED A NEW USER. YOU CAN SIMPLY ENTER YOUR UNIQUE USER ID YOU WERE GIVEN AT REGISTRATION IN THE USER ID FIELD. THEN EITHER HIT THE TAB KEY OR PLACE YOUR CURSOR IN THE PASSWORD FIELD AND ENTER YOUR 8 CHARACTER PASSWORD. NOW IF FOR SOME REASON YOU HAVE FORGOTTEN EITHER YOUR USER ID OR PASSWORD, THIS IS WHERE THOSE QUESTIONS THAT YOU ANSWERED AT REGISTRATION WILL COME IN HANDY.

SIMPLY SELECT THE “FORGOT USER ID” LINK OR THE “FORGOT USER PASSWORD” LINK AND YOU WILL NOW BE GIVEN INSTRUCTIONS ON HOW TO RETRIEVE THEM FROM THE SYSTEM. AFTER YOU’VE ENTERED YOUR USER ID AND PASSWORD, CREATE THE USER CERTIFICATION COMPLETELY BY SCROLLING THROUGH IT, AND THEN CLICK ON THE BOX NEXT TO THE “I HAVE READ AND AGREED TO THESE TERMS” STATEMENT. THIS WILL PLACE A CHECKMARK IN THAT BOX FOR YOU. NOW SELECT “LOG-IN” UNDERNEATH. >> NOW YOU’VE ARRIVED ON THE BSO MAIN MENU PAGE WHICH DISPLAYS THE SERVICES FOR WHICH YOU ARE ALREADY REGISTERED. IN THIS INSTANCE, REPORT WAGES TO SOCIAL SECURITY IS THE ONLY ACTIVE SERVICE AVAILABLE. YOU MAY NOT HAVE ANY AVAILABLE SERVICES AT THIS TIME, AND THAT’S OKAY. LET’S LOOK FOR THE ENTER ACTIVATION CODES LINK.

THIS CAN BE FOUND ON THE LEFT SIDE OF THE PAGE UNDER THE TITLE MANAGED SERVICES. SELECT THE LINK FOR “ENTER ACTIVATION CODES.” REMEMBER, YOUR ACTIVATION CODE IS ONLY VALID FOR 60 DAYS FROM THE DATE IT WAS ISSUED. SO YOU’LL NEED TO USE IT WITHIN THAT PERIOD OR YOU’LL HAVE TO REQUEST A NEW ONE. SIMPLY TYPE IN YOUR ACTIVATION CODE IN THE ENTER ACTIVATION CODE FIELD. AND THEN SELECT “ACTIVATE SERVICES.” THIS WILL TAKE YOU TO THE CONFIRMATION PAGE INDICATING THAT YOU HAVE SUCCESSFULLY ACTIVATED SSNVS. SELECT “GO TO THE MAIN MENU.” AS YOU CAN SEE, NOW OUR MENU INCLUDES SSNVS AS AN ACTIVE SERVICE. LET’S SEE HOW IT WORKS. SELECT THE SOCIAL SECURITY NUMBER VERIFICATION SERVICE LINK. JAMES IS GOING TO SHOW YOU A FEW THINGS ABOUT INFORMATION CONCERNING SSNVS ATTESTATION. >> DON’T BE ALARMED BY THE FINE PRINT. THESE IMAGES ARE ONLY TO ILLUSTRATE TO YOU THE LENGTH OF THE ATTESTATION PAGES AND WHERE YOU’LL SELECT TO ACCEPT OR NOT ACCEPT THE USER CERTIFICATION AT THE BOTTOM OF THE SECOND PAGE.

WE OF COURSE ENCOURAGE YOU TO READ THE ATTESTATION PAGES THOROUGHLY BEFORE ACCEPTING THESE TERMS. FOR THIS EXAMPLE WE WILL CLICK “ACCEPT.” AFTER ACCEPTING, WE’RE TAKEN TO THE SSNVS MAIN MENU. AS WE SAID EARLIER THERE ARE TWO DIFFERENT METHODS FOR USING THE SSNVS. THE ONLINE METHOD ALSO KNOWN AS DATA ENTRY, AND THE ELECTRONIC FILE SUBMISSION, ALSO KNOWN AS UPLOADING. WHEN WE REFER TO THE DATA ENTRY METHOD, WE SIMPLY MEAN THAT YOU CAN KEY IN YOUR EMPLOYEE’S INFORMATION DIRECTLY ON THE WEBPAGE. YOU CAN GET IMMEDIATE RESPONSE FOR UP TO 10 VERIFICATIONS AT A TIME. AND THE GOOD NEWS, THERE IS NO LIMIT TO HOW MANY TIMES YOU CAN USE THIS METHOD DURING THE BSO SSNVS SESSION.

LET’S GO THROUGH THAT PROCESS. SELECT THE REQUEST ONLINE, SSN VERIFICATION LINK. THIS WILL TAKE YOU TO THE SSN VERIFICATION PAGE, WHICH IS IN A TABLE FORMAT FOR YOU TO ENTER YOUR DATA DIRECTLY IN THE FIELDS. KEEP IN MIND THAT NO PUNCTUATION OR SPACES ARE PERMITTED IN ANY FIELDS. >> THE FIRST FIELD THAT WE NEED TO COMPLETE IS THE EMPLOYER IDENTIFICATION NUMBER. THIS IS THE EIN UNDER WHICH WAGES ARE REPORTED FOR THE NAMES AND SSNs BEING VERIFIED. THIS IS A MANDATORY FIELD. IT MUST CONTAIN 9 NUMERIC CHARACTERS. THE NEXT FIELD, SOCIAL SECURITY NUMBER, IS MANDATORY ALSO. AND THEY CAN ONLY CONTAIN 9 NUMERIC CHARACTERS. NEXT WE COME TO THE FIRST NAME FIELD. THIS IS ALSO MANDATORY AND MUST BE BETWEEN 1 AND 10 CHARACTERS IN LENGTH. IF THE FIRST NAME IS LONGER THAN 10 CHARACTERS, JUST ENTER THE FIRST 10 CHARACTERS OF THE EMPLOYEE’S FIRST NAME. THE MIDDLE NAME FIELD IS OPTIONAL. BUT, IF USED IT MUST BETWEEN 1 AND 7 CHARACTERS IN LENGTH. IF THE MIDDLE NAME IS LONGER THAN 7 CHARACTERS, ENTER ONLY THE FIRST 7 CHARACTERS OF THE MIDDLE NAME. THE LAST NAME FIELD IS MANDATORY AND MUST BE BETWEEN 1 AND 13 CHARACTERS IN LENGTH. FOR NAMES LONGER THAN 13 CHARACTERS, SIMPLY ENTER THE FIRST 13 CHARACTERS.

THE SUFFIX FIELD IS OPTIONAL. IF USED, HOWEVER, IT MUST BE JR, SR OR ROMAN NUMERALS I, II, AND SO FORTH. THE DATE OF BIRTH FIELD IS OPTIONAL. HOWEVER, IF YOU DECIDE TO USE IT, IT CAN ONLY BE 8 NUMERIC CHARACTERS IN LENGTH USING THE MONTH, DAY, AND YEAR FORMAT. FOR INSTANCE, 01 TO 12 MUST BE USED TO INDICATE THE MONTH.

A ZERO MUST BE INCLUDED IN MONTHS FROM 01 TO 09 TO REPRESENT JANUARY THROUGH SEPTEMBER. FOR THE DAYS OF THE MONTH USE 01 TO 31. A ZERO MUST BE INCLUDED IN THE DAYS OF THE MONTH FROM 01 TO 09. AND LASTLY, THE YEARS INDICATED BY USING FOUR DIGITS. SO FOR EXAMPLE, MARCH 5TH, 1979 WOULD BE ENTERED AS 03051979. AND JUST A REMINDER, NO PUNCTUATION MARKS ARE ALLOWED IN ANY OF THE FIELDS. >> HERE’S AN EXAMPLE OF A COMPLETED VERIFICATION REQUEST READY TO BE SUBMITTED. IN OUR EXAMPLE, WE’RE USING 9s IN SOME MANDATORY FIELDS TO PREVENT DISCLOSURES OF ANY PERSONAL INFORMATION. YOU CAN NOW SELECT “SUBMIT” TO PROCESS OUR REQUEST. IF YOU SELECT “SUBMIT” AND DATA ENTRY ERRORS ARE IDENTIFIED, YOU WILL BE PROMPTED TO CORRECT THOSE ERRORS.

SSA MAY NOT BE ABLE TO PROCESS THE REQUEST WITH EITHER IDENTICAL SSNs OR IDENTICAL FIRST AND LAST NAME INFORMATION. IT’S ALWAYS A GOOD IDEA TO REVIEW YOUR INFORMATION BEFORE SUBMITTING. >> THE RESULTS PAGE IS SHOWN IN THE TABLE FORMAT, AND IN FACT, WILL LOOK VERY SIMILAR TO YOUR SUBMISSION WITH A COUPLE OF NOTABLE EXCEPTIONS. TWO COLUMNS ARE ADDED ENTITLED, RESULTS AND VERIFICATION RESULTS. THE RESULTS COLUMN SHOWS ONE OF THREE RESPONSES FOR EACH REQUESTED VERIFICATION. THEY ARE: VERIFIED, INDICATING A NAME AND SSN MATCH; FAILED, MEANING THE INFORMATION SUBMITTED DOES NOT MATCH SSA’S RECORDS; AND DECEASED, INDICATING THAT THE NAME AND SSN COMBINATION SUBMITTED FOR VERIFICATION MATCH SSA’S RECORDS, BUT OUR RECORDS ALSO INDICATE THAT THE NUMBER HOLDER HAS BEEN REPORTED TO US AS DECEASED. THE VERIFICATION RESULTS COLUMN INCLUDES THE CODE FOR EACH REQUEST THAT FAILED. THE FAILURE CODES ARE SHOWN IN THE TABLE BELOW THE RESULTS. SO LET’S TALK ABOUT THE RESULTS FOR EACH SUBMISSION IN OUR EXAMPLE. THE FIRST LINE VERIFIED. NOTICE THE FIRST FIVE NUMBERS OF THE SSN ARE MATCHED, MEANING THE NUMBERS ARE REPLACED WITH Xs. THE SECOND LINE FAILED.

THE VERIFICATION CODE IS 1. THIS MEANS THAT THE SSN SUBMITTED HAS NEVER BEEN ISSUED BY SSA. THE ENTIRE SSN SUBMITTED IS DISPLAYED. THE NEXT LINE FAILED, AND HAS A VERIFICATION CODE OF 3. THIS MEANS THE NAME MATCHES THE SSN, BUT THE DATE OF BIRTH DOES NOT. THE FIRST FIVE NUMBERS OF THE SSN SUBMITTED ARE MATCHED. THE NEXT LINE ALSO FAILED AND HAS A VERIFICATION CODE OF 5. THE NAME DOES NOT MATCH THE SSN AND THE DATE OF BIRTH WAS NOT CHECKED. THE ENTIRE SSN SUBMITTED IS DISPLAYED. THE NEXT LINE, VERIFIED. AGAIN, THE FIRST FIVE NUMBERS OF THE SSN SUBMITTED ARE MATCHED. THE NEXT LINE SHOWS THE RESULT IS DECEASED.

AND AS WE MENTIONED BEFORE, THIS INDICATES THAT THE NAME AND SSN COMBINATION SUBMITTED FOR VERIFICATION MATCHED SSA’S RECORDS, BUT OUR RECORDS ALSO INDICATE THAT THE NUMBER HOLDER HAS BEEN REPORTED TO US AS DECEASED. THE ENTIRE SSN SUBMITTED IS SHOWN. THE LAST TWO LINES BOTH FAILED. THE VERIFICATION RESULT CODE IS 6. THIS MEANS THE SSN DID NOT MATCH THE NAME SUBMITTED; THEREFORE, THE FIRST FIVE NUMBERS OF THE SSN SUBMITTED ARE MATCHED. >> LOOKS LIKE A LOT OF OUR EXAMPLES FAILED VERIFICATION. IS THIS COMMON? >> WELL, KEEP IN MIND THERE ARE MANY REASONS WHY AN SSN AND NAME MAY FAIL TO VERIFY.

HERE ARE SOME STEPS TO TAKE SHOULD THAT HAPPEN. COMPARE THE FAILED SSN TO YOUR EMPLOYMENT RECORDS. TYPOGRAPHICAL AND DATA ENTRY ERRORS ARE THE MOST COMMON REASONS FOR VERIFICATION FAILURES. DOUBLE-CHECK AND RESUBMIT. IF THE NAME IS HYPHENATED, TRY USING A DIFFERENT VERSION OF THAT SAME NAME. ASK THE EMPLOYEE TO PHYSICALLY CHECK THEIR SOCIAL SECURITY CARD TO MAKE SURE IT MATCHES WHAT YOU HAVE ON FILE, AND THEN RESUBMIT WITH THE CORRECTED INFORMATION. IT MAY BE NECESSARY TO ASK AN EMPLOYEE TO GO TO THEIR LOCAL SSA FIELD OFFICE TO RESOLVE THE ISSUE. MANY TIMES IT’S BECAUSE THE SSA RECORD MIGHT NOT HAVE BEEN UPDATED DUE TO MARRIAGE, DIVORCE OR EVEN ADOPTION. EMPLOYEES ARE ALSO ENCOURAGED TO BE — TO CALL OUR NATIONAL TOLL-FREE NUMBER AT 1-800-772-1213. BE SURE TO ASK THE EMPLOYEE TO INFORM YOU OF ANY CHANGES SO YOU CAN UPDATE YOUR RECORDS AND RESUBMIT THE CORRECTED INFORMATION. IF YOU ARE UNABLE TO CONTACT THE EMPLOYEE OR THE EMPLOYEE IS UNABLE TO PROVIDE A VALID SSN, YOU SHOULD DOCUMENT YOUR EFFORTS TO OBTAIN THE CORRECT INFORMATION AND RETAIN THAT DOCUMENTATION FOR THREE YEARS.

ALSO, IF YOU HAVE ALREADY SENT A FORM W-2 WITH AN INCORRECT NAME OR SSN, YOU MUST SUBMIT A FORM W-2C, WHICH IS THE CORRECTED WAGE AND TAX STATEMENT FORM, TO CORRECT THE MISMATCH FOR THAT NUMBER HOLDER. >> WELL, WE’VE SEEN HOW EASY IT IS TO PROCESS UP TO TEN SSN VERIFICATIONS AT A TIME. NOW WHAT ABOUT THOSE TIMES WHEN YOU MAY NEED TO PROCESS LARGE VOLUMES OF VERIFICATIONS. WE HAVE ANOTHER PROCESS, AGAIN, KNOWN AS UPLOADING, AND IT’S A BIT MORE DETAILED, BUT AN IDEAL WAY TO HANDLE LARGE REQUESTS. SSA HAS ESTABLISHED A GOAL OF PROVIDING RESPONSES BY THE NEXT GOVERNMENT BUSINESS DAY, AND WE ROUTINELY MEET THAT GOAL. >> I THINK AT THIS POINT, EVERYONE SHOULD BE COMFORTABLE WITH LOGGING IN AND NAVIGATING TO THE SSNVS MAIN MENU. IF NOT, YOU CAN ALWAYS REWIND AND GO BACK TO THOSE DISCUSSIONS.

SO FROM THE SSNVS MAIN MENU, WE’LL SELECT THE “SUBMIT AN ELECTRONIC FILE FOR SSN VERIFICATION” LINK. THE SUBMIT A FILE FOR SSN VERIFICATION BEFORE YOU START WEB PAGE WILL PROVIDE YOU WITH HELPFUL TIPS AND LINKS FOR PREPARING AND UPLOADING YOUR VERIFICATION REQUEST, INCLUDING THE SUBMISSION FILE FORMAT AND HELP FOR EXCEL USERS LINKS. IT’S IMPORTANT TO POINT OUT THAT WE CAN’T ACCEPT FILES IN AN XL FORMAT. HOWEVER, WE CERTAINLY REALIZE THAT MANY EMPLOYERS MAINTAIN IMPORTANT EMPLOYEE DATA IN XL SPREADSHEETS. XL FILES SIMPLY HAVE TO BE CONVERTED BY USING THE SAVE-AS METHOD AND CHANGING THE FILE EXTENSION FROM A .XLS TO A .PRN FILE EXTENSION. THIS IS A FORMATTED TEXT SPACE-DELIMITED FILE EXTENSION, AND WE’LL CONVERT YOUR FILES INTO THE PROPER FORMAT FOR UPLOADING TO OUR SYSTEM. >> BUT FOR TODAY’S EXAMPLE, WE WILL USE ANOTHER METHOD, AND THAT IS TO CREATE A TEXT FILE IN MICROSOFT NOTEPAD, WHICH WILL GIVE YOUR UPLOADED FILE A .TXT FILE EXTENSION FOR SUBMISSION.

SO LET’S TAKE A LOOK AT THE REQUIRED SUBMISSION FILE FORMAT FOR CREATING A TEXT FILE. AND, OF COURSE, IF YOU HAVE ANY QUESTIONS WHILE CREATING YOUR FILES OR CONVERTING THEM FROM EXCEL, YOU CAN CALL BSO TECHNICAL SUPPORT AT 188-772-2970. AS YOU CAN SEE, EACH FIELD CONTAINS SPECIFIC INSTRUCTIONS. SOME OF THE FIELDS ARE REQUIRED FOR YOU TO ENTER YOUR EMPLOYEE’S INFORMATION AND SOME ARE FOR SSA’S USE ONLY. THEY GIVE YOU THE DATA FOR THOSE FIELDS ON THE SLIDE, OR YOU CAN LOCATE IT ON THE SUBMISSION FILE FORMAT LINK.

PAY PARTICULAR ATTENTION TO THE DATE OF BIRTH FIELD. AGAIN, IT’S OPTIONAL. HOWEVER, IF YOU DECIDE TO USE IT, IT CAN BE ONLY EIGHT NUMERIC CHARACTERS IN LENGTH USING THE MONTH/DAY/YEAR FORMAT. FOR INSTANCE, 01 TO 12 MUST BE USED TO INDICATE THE MONTH. A ZERO MUST BE INCLUDED IN MONTHS FROM 01 TO 09 TO REPRESENT JANUARY THROUGH SEPTEMBER. FOR DAYS OF THE MONTH, USE 01 TO 31. A ZERO MUST BE INCLUDED IN THE DAYS OF THE MONTH FROM 01 TO 09.

AND LASTLY, THE YEAR IS INDICATED BY USING FOUR DIGITS. SO FOR EXAMPLE, MARCH 5TH, 1979 WILL BE ENTERED AS 03/05/1979. ANOTHER FIELD WE SHOULD MENTION IS THE USER CONTROLLED DATA FIELD, POSITIONS 90 THROUGH 103. THIS FIELD IS FOR YOUR USE AND ALLOWS YOU TO ENTER ANYTHING THAT WILL HELP YOU TO KEEP TRACK OF YOUR SUBMISSIONS. >> HERE’S AN EXAMPLE OF A TEXT FILE VERIFICATION REQUEST USING THE REQUIRED SUBMISSION FILE FORMAT. IN OUR EXAMPLE, WE’RE USING 9s IN SOME MANDATORY FIELDS TO PREVENT DISCLOSURE OF ANY PERSONAL INFORMATION. ONCE YOU ARE DONE WITH YOUR FILE AND SAVED IT, CHECK YOUR FILE AGAINST THE PROPER FORMAT ONE LAST TIME AND SHOWING THE RECORD LENGTH FOR EACH ENTRY IS 130 CHARACTERS IN LENGTH, AND THAT ALL FIELDS ARE PROPERLY PLACED IN THEIR RESPECTIVE POSITIONS. >> SO NOW THAT OUR FILE HAS BEEN CREATED AND CHECKED, WE’RE READY TO UPLOAD. FROM THE “SUBMIT A FILE FOR SSN VERIFICATION BEFORE YOU START” PAGE, SELECT “CONTINUE” AT THE BOTTOM OF THE PAGE. NOW WE’RE AT THE SUBMIT A FILE FOR SSN VERIFICATION, SUBMIT YOUR FILE PAGE. HERE YOU’LL ENTER THE EIN OF THE EMPLOYER FOR WHICH WAGES ARE TO BE REPORTED FOR THE NAMES AND SSNs BEING VERIFIED.

AFTER YOU’VE ENTERED THE EIN, AND IF YOU KNOW THE EXACT NAME OF THE FILE YOU WISH TO UPLOAD, TYPE IN THE “SELECT FILE” FIELD. OTHERWISE, YOU CAN USE A BROWSE BUTTON TO SEARCH FOR THE FILE IN YOUR COMPUTER. WHEN THE FILE SUBMISSION BOX APPEARS, SELECT THE LOCATION AND THE NAME OF THE FILE YOU WANTED TO UPLOAD, CLICK “OK,” AND YOU WILL BE RETURNED TO THIS WEB PAGE. YOUR FILE NAME WILL AUTOMATICALLY BE ENTERED IN THE SELECT FILE FIELD, YOU’RE NOW READY TO SUBMIT YOUR FILE. KEEP IN MIND THAT MANY FACTORS CAN IMPACT THE LENGTH OF THIS TIME IT TAKES TO UPLOAD A FILE. FOR EXAMPLE, IF YOU HAVE MORE THAN 500 NAMES AND SSNs TO VERIFY IN YOUR FILE, THE FILE IS CONSIDERED A LARGE AND MAY SLOW THE PROCESS. WE RECOMMEND YOU COMPRESS YOUR FILE USING THE WINZIP OR PKZIP APPLICATIONS. ALSO, IF YOU HAVE A SLOW INTERNET CONNECTION, THIS COULD DELAY THE UPLOAD.

NOT TO WORRY, SSA ALLOWS UP TO FOUR HOURS FOR A SINGLE FILE SUBMISSION, BUT IF FOR SOME REASON YOUR CONNECTION IS LOST DURING THE SUBMISSION, YOU’LL HAVE TO SUBMIT THE FILE AGAIN. >> ONCE THE UPLOAD IS COMPLETE, THE CONFIRMATION WEB PAGE IS DISPLAYED INFORMING YOU THAT YOUR FILE SUBMISSION WAS SUCCESSFUL. WE RECOMMEND YOU SAVE OR PRINT THE CONFIRMATION, IT PROVIDES IMPORTANT INFORMATION FOR YOU, INCLUDING YOUR 16-CHARACTER ALPHANUMERIC CONFIRMATION CODE ASSIGNED BY SSA. YOU CAN USE THIS CODE TO RETRIEVE THE RESULTS FROM YOUR SUBMISSION. ALSO INCLUDED ON THIS PAGE IS THE DATE AND TIME YOU SUBMITTED YOUR FILE, THE FILE NAME YOU CREATED, AND THE SIZE OF YOUR FILE. IF THE SIZE OF YOUR FILE DOESN’T MATCH WHAT’S SHOWN ON THE CONFIRMATION PAGE, YOU SHOULD CONTACT THE S.O. TECHNICAL ASSISTANCE AT 1-888-772-2970. >> OKAY. LET’S TAKE A LOOK AT OUR RESULTS.

REMEMBER, YOUR RESULTS WILL NOT APPEAR UNTIL AT LEAST THE NEXT GOVERNMENT BUSINESS DAY, SO YOU NEED TO GO THROUGH THE LOG-IN PROCESS AGAIN AND NAVIGATE TO THE SSNVS MAIN MENU. FROM THE SSNVS MAIN MENU, SELECT THE “VIEW STATUS AND RETRIEVAL INFORMATION” LINK. WE’RE NOW AT THE STARTING POINT FOR VIEWING THE STATUS OF OUR ELECTRONIC FILES YOU SUBMITTED. >> FROM HERE, WE HAVE SEVERAL OPTIONS FOR CHECKING THE STATUS OF THE FILES. THE FASTEST WAY IS TO USE THE CONFIRMATION NUMBER, THAT’S THE 16-CHARACTER ALPHANUMERIC CONFIRMATION CODE YOU RECEIVED AFTER YOUR FILE WAS SUCCESSFULLY UPLOADED. ENTER IN THE CONFIRMATION NUMBER FIELD AND SELECT “SUBMIT.” YOU CAN ALSO SEARCH FOR YOUR FILE USING THE DATE RANGE OPTION. THIS ALLOWS YOU TO SEARCH BY A BROAD RANGE OF DATES. SIMPLY ENTER THE 8-DIGIT BEGINNING DATE AND 8-DIGIT ENDING DATE OF THE RANGE YOU WISH TO CHECK. AGAIN, THE DATE MUST BE ENTERED IN MONTH/DAY/YEAR FORMAT. IT CANNOT GO BACK ANY FURTHER THAN TWO YEARS FROM THE CURRENT DATE.

ANOTHER CHOICE IS USING THE ALL SUBMISSIONS OPTION. SELECT “SUBMIT” AND THE MOST RECENT 100 SUBMISSIONS WILL BE MADE AVAILABLE. >> WE’VE USED THE ALL SUBMISSIONS OPTION FOR THIS EXAMPLE TO DISPLAY THE FILES ON THE STATUS AND RETRIEVAL RESULTS PAGE. THERE ARE A NUMBER OF STATUSES AND RELATED EXPLANATIONS THAT MAY BE INCLUDED WITH YOUR RESULTS. LET’S DISCUSS WHAT THEY ARE. AT A GLANCE, NOTICE THAT THE SUBMISSION DATE, CONFIRMATION NUMBER AND FILE SIZE ARE THE SAME INFORMATION PREVIOUSLY PROVIDED TO YOU. THERE’S ALSO SOME NEW THINGS ON THIS PAGE WE WANT TO BRING TO YOUR ATTENTION. THE FIRST IS RECORDS SUBMITTED. THIS COLUMN SHOWS THE NUMBER OF EMPLOYEE RECORDS THAT YOU SEND FOR VERIFICATION IN EACH FILE. THE NEXT IS FAILED VERIFICATION WHICH TELLS YOU HOW MANY OF THOSE RECORDS FAILED THE VERIFICATION PROCESS. IN A FEW MINUTES, WE’LL TALK ABOUT WHY THEY MAY HAVE FAILED. THE NEXT IS DECEASED, WHICH SHOWS THE NUMBER OF RECORDS REPORTED TO SSA AS DECEASED. VERIFIED SHOWS THE NUMBER OF RECORDS THAT NAME AND SSN YOU PROVIDED MATCHES SSA’S RECORDS. STATUS COLUMN IS IMPORTANT, AND WE’LL EXPAND UPON THAT IN A FEW MINUTES AS WELL.

THE RETRIEVAL OPTIONS COLUMN ALLOWS YOU TO VIEW OR DOWNLOAD YOUR COMPLETED FILES. VIEWING IS ONLY AVAILABLE FOR FILES THAT HAVE TEN OR LESS RECORDS. IF YOU DOWNLOAD THE FILE, YOU MAY HAVE TO ASSOCIATE THE DOWNLOADED FILE WITH YOUR DEFAULT TEXT EDITOR OR SAVE THE DOWNLOADED FILE AS A TEXT FILE. THEN YOU CAN SIMPLY GO TO YOUR FILE ON YOUR COMPUTER AND OPEN IT TO SEE YOUR RESULTS. NOW LET’S TAKE A LOOK AT THE STATUS COLUMN AND DISCUSS THE RESULTS SHOWN HERE.

OUR EXAMPLE ONLY SHOWS A FEW OF THE STATUS OPTIONS, BUT WE WANT TO SHARE THEM ALL WITH YOU, BECAUSE YOU MAY HAVE TO COMBINATION WHEN YOU SUBMIT YOUR FILES. >> THE FIRST STATUS IS AVAILABLE, MEANING READY FOR VIEWING OR DOWNLOADING. DOWNLOADED, THE FILE IS AVAILABLE AND HAS ALREADY BEEN DOWNLOADED. FORMAT ERRORS, THE FILE WAS REJECTED. FAILED UNZIPPED, THE FILE WAS EITHER INCOMPATIBLE WITH PKZIP, WINZIP, OR THE PKZIP OR WINZIP APPLICATION CONTAINED MULTIPLE FILES WITH YOUR UPLOAD. AND PROCESS, THE FILE IS BEING PROCESSED BUT IS NOT YET COMPLETE. NOT AVAILABLE, THE PROCESSED FILE IS MORE THAN 30 DAYS OLD. UNABLE TO PROCESS RESUBMIT, THE FILE COULD NOT BE PROCESSED AND MUST BE RESUBMITTED. VIEWED, THE FILE IS AVAILABLE AND HAS ALREADY BEEN VIEWED. >> SO YOU’VE DOWNLOADED YOUR FILES AND YOU’RE PROBABLY INTERESTED IN WHAT’S IN THEM. SSA RETURNS YOUR REQUEST IN A TEXT FILE. AS YOU CAN SEE ON THIS EXAMPLE, MOST OF THE INFORMATION YOU PROVIDED TO US. HOWEVER, INCLUDED WITH THIS INFORMATION ARE YOUR RESULTS. AGAIN, HE WE’RE GOING TO USE ALL 9s IN OUR EXAMPLE, AND AS BEFORE, IF THE RECORDS RESULT HAS A SPECIFIC VERIFICATION FAILURE CODE, THE SSN IS MASKED.

STARTING WITH THE SSN, LAST NAME, FIRST NAME, MIDDLE NAME AND INITIAL IF USED, AND THE DATE OF BIRTH IS IN THE INFORMATION YOU SUBMITTED. THE NEXT DATA DISPLAYED IS A CONFIRMATION NUMBER THAT WAS ASSIGNED TO THE FILE BY SSA. IF YOU USE USER CONTROL DATA WITH YOUR FILE, IT WILL BE DISPLAYED. FOR OUR EXAMPLE, THESE POSITIONS ARE BLANK. THE NEXT DATA SHOWN IS YOUR VERIFICATION RESULTS CODE, ONE OF THE MOST IMPORTANT POSITIONS TO NOTICE WHEN REVIEWING YOUR RESULTS. IF THE CODE IS PRESENT, THEN YOUR VERIFICATION FAILED. IF THE NAME AND SSN MATCH, THEN IT WILL BE PLANK. LET’S DISCUSS THE FAILURE CODES AGAIN. CODE 1 INDICATES THE SSN SUBMITTED HAS NEVER BEEN ISSUED BY SSA. THE SSN SUBMITTED WILL BE ENTIRELY DISPLAYED. CODE 3 IN THE CASE, THE NAME MATCHES THE SSN, BUT THE DATE OF BIRTH DOES NOT. THE FIRST FIVE NUMBERS OF THE SSN ARE MASKED. CODE 5 MEANS THAT THE NAME DOES NOT MATCH THE SSN AND THE DATE OF BIRTH WAS NOT CHECKED.

THE SSN SUBMITTED IS ENTIRELY DISPLAYED. AND CODE 6 MEANS THE SSN DID NOT VERIFY AND THE FIRST FIVE NUMBERS IN THE SSN ARE MASKED. THE NEXT TEN CHARACTERS, STARTING WITH THE NUMBERS 214 IS THE SAME INFORMATION YOU PROVIDED. THIS BRINGS US TO THE LAST PIECE OF IMPORTANT DATA AND YOUR RESULTS, THE DEATH INDICATOR. YOU SEE A Y WHICH MEANS SSA’S RECORDS INDICATE THAT THE NUMBER HOLDER IS DECEASED, OR AN N, WHICH MEANS THE SSA’S RECORDS INDICATE THE NUMBER HOLDER IS NOT DECEASED. >> KEEP IN MIND THAT THERE ARE MANY REASONS WHY AN SSN AND NAME MAY FAIL TO VERIFY. COMPARE THE FAILED SSN TO YOUR EMPLOYMENT RECORDS. AGAIN, TYPOGRAPHICAL AND DATA ENTRY ERRORS ARE THE MOST COMMON REASONS FOR VERIFICATION FAILURES. DOUBLE-CHECK AND RESUBMIT. IF THE NAME IS HYPHENATED, TRY USING A DIFFERENT VERSION OF THAT SAME NAME. ASK THE EMPLOYEE TO PHYSICALLY CHECK THEIR SOCIAL SECURITY CARD TO MAKE SURE IT MATCHES WHAT YOU HAVE ON FILE. AND THEN RESUBMIT WITH THE CORRECTED INFORMATION. IT MAY BE NECESSARY TO ASK AN EMPLOYEE TO GO TO THEIR LOCAL SSA FIELD OFFICE TO RESOLVE THE ISSUE.

MANY TIMES IT’S BECAUSE THE SSA RECORD MIGHT NOT HAVE BEEN UPDATED DUE TO MARRIAGE, DIVORCE OR EVEN ADOPTION. EMPLOYEES ARE ALSO ENCOURAGED TO CALL OUR NATIONAL TOLL-FREE NUMBER AT 1-800-772-1213. BE SURE TO ASK THE EMPLOYEE TO INFORM YOU OF ANY CHANGES SO YOU CAN UPDATE YOUR RECORDS AND RESUBMIT THE CORRECTED INFORMATION. IF YOU ARE UNABLE TO CONTACT THE EMPLOYEE OR THE EMPLOYEE IS UNABLE TO PROVIDE A VALID SSN, YOU SHOULD DOCUMENT YOUR EFFORTS TO OBTAIN THE CORRECT INFORMATION AND RETAIN THAT DOCUMENTATION FOR THREE YEARS. ALSO, IF YOU HAVE ALREADY SENT A FORM W-2 WITH AN INCORRECT NAME OR SSN, YOU MUST SUBMIT A FORM W-2C, WHICH IS THE CORRECTED WAGE AND TAX STATEMENT FORM, TO CORRECT THE MISMATCHED INFORMATION FOR THAT NUMBER HOLDER. >> WE COVERED THIS EARLIER, BUT WE CAN’T EVER EMPHASIZE THE IMPORTANCE OF USING SSNVS FOR VERIFYING SSNs AND NAMES ONLY. SO REMEMBER THAT A FAILED VERIFICATION IS NOT A BASIS BY ITSELF FOR YOU TO TAKE ANY ADVERSE ACTION AGAINST AN EMPLOYEE, SUCH AS FIRING, LAYING OFF, SUSPENDING OR DISCRIMINATING.

YOUR COMPANY’S POLICIES SHOULD BE APPLIED CONSISTENTLY TO ALL EMPLOYEES. USING FAILED VERIFICATION DATA AS A REASON FOR AN INAPPROPRIATE ADVERSE ACTION MAY BE A VIOLATION OF STATE OR FEDERAL LAWS. THE INFORMATION YOU RECEIVE FROM SSNVS DOES NOT MAKE ANY STATEMENT REGARDING A WORKER’S IMMIGRATION STATUS. >> WELL, THAT CONCLUDES OUR WEBCAST FOR TODAY. JUST A REMINDER, THE BSO WEBSITE OPERATES SEVEN DAYS A WEEK, MONDAY THROUGH FRIDAY, FROM 5 A.M. TO 1 A.M., SATURDAY FROM 5 A.M. TO 11 P.M., AND SUNDAY FROM 8 A.M. TO P.M., ALL TIMES IN EASTERN. OF COURSE, IF YOU EVER HAVE ANY QUESTIONS, WE’RE ONLY A PHONE CALL AWAY.

WE ENCOURAGE YOU TO USE OUR EXCLUSIVE EMPLOYERS-ONLY CALL CENTER WHICH IS OPEN FOR YOUR CALLS MONDAY THROUGH FRIDAY, 7 A.M. TO 7 P.M. EASTERN AT 1-800-772-6270, OR TTY 1-800-325-0778. AND REMEMBER TO LOOK OUT FOR PART 3 OF OUR BSO SERIES WHICH WILL ASSIST YOU IN USING ELECTRONIC WAGE REPORTING IN BSO. >> ON BEHALF OF THE COMMISSIONER OF THE SOCIAL SECURITY ADMINISTRATION, ALL OF US AT SSA THANK YOU, AND HAVE A GREAT DAY!.