OFFICE OF STATE UNIFORM PAYROLL MEMORANDUM #98-28



November 13, 1997

To: All UPS Agencies
From: Ronald S. Mitchell, Director
Subject: Verifying Employees' Names and Social Security Numbers

The Social Security Administration (SSA) has recently started the Social Security's Enumeration Verification System (EVS). EVS matches employee names and Social Security numbers (SSNs) with the SSA's records. Ensuring that names and SSNs reported on W-2s match Social Security's records is important because unmatched records can result in additional processing costs for the state and uncredited earnings for employees. In upcoming tax years, the IRS will be assessing a $50 charge on any W-2 that does not match an employee's SSA permanent record. If your agency is notified by SSA or IRS of discrepancies between employee names as registered with SSA and employee names appearing on W-2s, please notify OSUP immediately.

OSUP is researching the automated version (tape/cartridge) of EVS to periodically verify all employee names and SSNs in UPS. In the interim, OSUP would like to ensure that agency personnel who enter employees in the Uniform Payroll System (UPS) are aware of some guidelines. Employee name and SSN entered in UPS must be the same as the name and SSN on the employee Social Security card.

To verify information for current employees, agency personnel should have employees verify their names and SSNs on the preliminary W-2 Detail Report to be run November 17, 1997 (see OSUP Memorandum #98-19, dated September 11, 1997). Another verification procedure is to have employees compare their name as printed on their social security card to their name as printed on their check or earnings statement. Employees must notify their payroll office if there are any differences.

To ensure that accurate information is entered in UPS for new employees, OSUP encourages agencies to require a copy of an employee's Social Security Card which should be used to enter the correct name and SSN on the Employee Basic Data screen (M201 and M211). Agencies should also contact SSA for EVS phone verification (1-800-772-1213) of new employees.

Employees must report name changes to SSA by calling toll free, 1-800-772-1213. Agency personnel should not change an employee's name in UPS until the employee has obtained a new Social Security card with the new name (i.e. , marriage or divorce). When entering names in UPS do not use titles, such as Mr., Ms., Dr., Capt. and suffixes, such as RN, MD, Ph.D. Suffixes such as Jr. and Sr. should be avoided after the last name. Titles, prefixes and suffixes make it difficult for SSA's computers to match the name with the permanent record.

Attached is an Enumeration Verification System booklet and a Critical Links insert provided by SSA. Both provide important information regarding this topic, as well as, telephone numbers to call for assistance in verifying SSNs and names.

If you have any questions, please contact a member of the User Services Unit at (504):

Stacey Guilbeau 342-5377
Frank Roberts 342-5357
Colette Anderson 342-5344
Cheryl Bunch 342-5950

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