Verifying employee Social Security numbers

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Important reminder!

Licenses for Payroll CS, Trial Balance CS, and Write-Up CS (but not Engagement CS) permanently expired on March 1, 2017. CSA will not include 2017 tax rates or payroll forms, so, for 2017 and beyond, you will need to process payroll in another application. We recommend Accounting CS Payroll and myPay Solutions. For more information, see the following topics.

To verify the social security numbers for your client's employees you must first register with the Social Security Administration (SSA). For more information about registering, please contact the SSA at (410) 965-7140 or visit their website at http://www.ssa.gov/employer/ssnv.htm.

All social security number verification files are created in the \CSASYS\TINTEST folder and use the following naming conventions: EVSREQ2K.DAT (if you have a single-user site license) OR EVSREQ2K.<userID> (if you have a network license)

If such a file does not yet exist, it is automatically created by the application when you create your verification file. If the file already exists, the new information is appended to the existing file.

Note: When employee SSN verification files are created, they are automatically encrypted for security and stored in the \CSASYS\TINTEST folder. Before submitting these files to the appropriate agency you must use the Save to Submittable Media command, at which point the files are decrypted. Using the Restore from Submittable Media option will encrypt the files once again. You can use the preview function to view the file decrypted.

The following commands are accessible from the File menu of the Employee SSN Verification dialog.

See also: Employee SSN Verification dialog

Procedure

Once you have registered with the SSA to use their verification service, you can follow these steps to verify that employee names match their corresponding Social Security number.

  1. From the main CSA window, choose Setup > Employees.
  2. While in browse mode in the Employees window, choose Edit > Employee SSN Verification.
  3. In the Employee SSN Verification dialog, select the employees you want to include in the verification file; All employees, Unverified employees (those with the SSN Verified checkbox unmarked on the Personal/W-2 tab of the Employees dialog).
  4. Enter your four-digit requester code into the Requester Identification Code field. This code is provided to you by the SSA once you have registered with them. If you registered automatically and never received a 4-digit code, enter OEVS in the Requester Identification Code field.
  5. If you want to overwrite any existing EVSREQ2K files that exist in the TINTEST folder, mark the Delete existing file and create new file checkbox. If you want to append the information to the existing file, leave this checkbox unmarked.
  6. Click Create File to create the verification file and save it in the CSASYS/TINTEST folder. Upon file creation, the SSN Verified checkbox on the Personal/W-2 tab of the Employees window is automatically marked for all employees included in the file.
  7. If you want to view your file on screen, choose File > Preview file. You can use other commands from the File menu, explained in the overview above, to modify the file, save to or restore from submittable media, or generate a transmittal worksheet, for example.
  8. Choose File > Save to submittable media to save your information to a diskette.

    When you submit your verification files to the SSA, no other files can exist on the diskette other than EVSREQ2K. If other files are present, the SSA will reject your file.

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