Verifying social security numbers

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Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

The SSN tab of the Verify SSN/TIN screen enables you to create a text (.txt) file that you can send to the Social Security Administration (SSA) to verify that employee social security numbers and names entered in the application match those on file with the Social Security Administration (SSA).

  1. Choose Actions > Verify SSN/TIN and click the SSN tab.
  2. In the SSN tab, click the plus signs next to the client IDs in the SSN grid to expand it and display employee level information.

    Note: You can filter the list of clients in the SSN grid using the filter and search features.

  3. Mark the checkboxes for any employees whose Social Security number you want to verify with the SSA. To select all of a client's employees, mark the checkbox next to the client ID.
  4. To compress the file, mark the Compress File checkbox. The SSA will accept both compressed and uncompressed files.
  5. Click the Create File button to create the SSN verification file.
  6. Upload your internet files to the Social Security Administration (SSA).

Notes

  • When you create the files, they are stored in the location shown at the bottom of the screen. To change the default location, choose Setup > File Locations, click the File Creation tab, and modify the path in the SSN verification field.
  • If a verification file already exists in the selected location, the application prompts you to overwrite or append the existing file. If you choose to append the file, the application will check for duplicate employee records and will verify that you want to overwrite the existing employee information.
  • When the verification file is created, the application automatically marks the Verified checkbox in the Main tab of the Employees screen. If any SSNs are reported by the SSA to be invalid, you need to unmark this checkbox to indicate that the employee information is unverified in the Verify SSN/TIN screen.
  • To remove employee records from the created verification file, click the Manage Files button in the Verify SSN/TIN screen to open the Manage SSN/TIN Verification Files dialog, select the employee, and click the Unverify button. The application displays employees that have been removed from the file as unverified in both the Verify SSN/TIN screen and the Employees screen.

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