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Social Security Online
Social Security Number Verification
Service (SSNVS)
Social Security Number Verification Service
(SSNVS) Handbook
Employer
Information
Directory
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Social Security Administration
Office of Systems Electronic Services
6401 Security Boulevard
Baltimore, Maryland 21235
Employer W2 Filing Page
Revised September 2007
How to File
W-2s
Verify Social
Security
Numbers
Online
Forms &
Publications
Information
for Software
Developers
Vendor List
Table of Contents
Employer
Reconciliation
Process
Contact Information
General W-2
Filing
Information
System Requirements
Tax Forums
and Speaking
Engagements
What is SSNVS and BSO?
Security
SSNVS / BSO Availability
Registration
Access to SSNVS
Logging into SSNVS
Other Sites
Frequently
Asked
Questions
Customer
Support
Using SSNVS
Submission File Format
Returned File Format
SSN Verification Results
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Feedback
Status and Retrieval Options
Status and Retrieval Results
What to Do If an SSN Fails to Verify
Logging Out
SSNVS News
Getting Help
Employer Reporting Information
Maintaining Your Registration Information
Glossary of Terms
Appendix A
Additional Verification Options
CONTACT INFORMATION
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Social Security Number Verification Service (SSNVS)
www.ssa.gov/bso/bsowelcome.htm
Employer Reporting Assistance
For help with registering or annual wage reporting, call
1-800-772-6270 (toll free)
or 1-410-965-4241
Monday - Friday
7:00 a.m. to 7:00 p.m. Eastern Standard Time
Or e-mail Social Security at [email protected]
TDD/TYY call 1-800-201-7165 (toll free)
BSO Technical Assistance
For technical help with using BSO, call
1-888-772-2970 (toll free)
Monday - Friday
8:30 a.m. to 4:00 p.m. Eastern Standard Time
Fax: 1-410-597-0237
E-mail: [email protected]
Caution: Social Security recommends that you not include
private information, such as your Social Security Number, in
Internet
e-mail messages.
General Information
For information about Social Security programs and benefits,
call
1-800-772-1213 (toll free)
Monday - Friday
7:00 a.m. to 7:00 p.m. Eastern Standard Time
For General Information TDD/TTY, call 1-800-325-0778 (toll
free)
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WHAT IS SSNVS AND BSO?
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The Social Security Number Verification Service (SSNVS) is one of the services offered by
Social Security Administration's (SSA) Business Services Online (BSO). It allows registered
users (employers and certain third-party submitters) to verify the names and Social Security
Numbers (SSNs) of employees against SSA records.
With SSNVS, you may:
Verify up to 10 names and SSNs online and receive immediate results. There is no
limit to the number of times the SSN Verification web page may be used within a
session.
Upload electronic files of up to 250,000 names and SSNs and usually receive results
the next government business day.
In addition to SSNVS, the BSO suite consists of Registration Services and Employer
Services. Registration Services offer a User Identification Number (User ID) assignment,
password selection and various registration maintenance functions. Employer Services
offer W-2 file upload, W-2 and W-2c online key-in functions (no special software or forms
required) and the ability to track files and view processing results and notices.
THE IMPORTANCE OF CORRECT SSNs
SSA can post employee wages correctly only when employers and submitters report
employee wages under the correct name and SSN. Recording names and SSNs correctly
is the key to successful processing of annual wage reports. It saves the employer and the
administration processing costs and allows SSA to properly credit your employees'
earnings record. Credits to your employees' earnings record are important in determining
their future eligibility and payment of SSA's retirement, disability and survivor benefits.
PROPER USE OF SSNVS
SSNVS should only be used for the purpose for which it is intended.
SSA will verify SSNs and names solely to ensure that the records of current or
former employees are correct for the purpose of completing Internal Revenue
Service (IRS) Form W-2 (Wage and Tax Statement).
It is illegal to use the service to verify SSNs of potential new hires or contractors or in
the preparation of tax returns.
Company policy concerning the use of SSNVS should be applied consistently to all
workers; for example:
If used for newly hired workers, verify information on all newly hired workers.
If used to verify information on other workers, verify the information for all
other workers.
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Third-party use of SSNVS is strictly limited to organizations that contract with
employers to either handle the wage reporting responsibilities or perform an
administrative function directly related to annual wage reporting responsibilities of
hired employees. It is suggested that contracts between the third-party and the
employer stipulate that the functions being performed by the third-party contractor
adhere to the proper use of SSNVS. It is not proper to use SSNVS for non-wage
reporting purposes such as identity, credit checks, mortgage applications, etc.
Anyone who knowingly and willfully uses SSNVS to request or obtain information
from SSA under false pretenses violates Federal law and may be punished by a fine,
imprisonment or both.
SSA may ban you and/or the company you represent from the use of SSNVS if SSA
determines there has been misuse of the service.
SSA returns all names and SSNs submitted. If the name and SSN does not match
our records, SSA advises the following:
This response does not imply that you or your employee intentionally
provided incorrect information about the employee's name or SSN.
This response does not make any statement about your employee's
immigration status.
This response is not a basis, in and of itself, to take any adverse action
against the employee, such as laying off, suspending, firing or discriminating
against the employee.
NOTE: If you rely only on the verification information SSA provides to justify
adverse action against a worker, you may violate State or Federal law and be
subject to legal consequences.
THIRD-PARTY VERIFICATIONS
If an employer has hired you to handle his/her company's annual wage reporting
responsibilities, a fee-based approach can be used when offering SSNVS to your clients.
However, caution should be taken. SSA offers services such as SSNVS free of charge.
Some companies in the private sector offer those same services for a fee and develop
misleading brochures and advertisements. To discourage the use of misleading mailings
about Social Security and Medicare, Congress enacted specific prohibitions in Section 312
of the Social Security Independence and Program Improvements Act of 1994 that
broadened the existing deterrents. The prohibitions are listed in Title 42 of the U.S. Code,
Section 1320b-10. To ensure that you conform to these legal requirements, be careful to
adhere to the following:
Be cautious not to suggest to your clients that this service is only available through
you,
Advise all customers that this service is available at no cost from SSA and that this
service is not a unique or exclusive arrangement between SSA and your company,
and
Be sure not to give any impression when describing your SSN verification service to
your clients that your company has an arrangement that allows direct access to SSA
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databases, program software, etc.
NEW USERS
If you are a new employee or newly self-employed, you will not be able to complete the
online registration process if:
Your current employer did not file a Form W-2 for you with SSA for Tax Year 2006,
or
You are currently self-employed but did not submit self-employment earnings to the
IRS for Tax Year 2006.
If either of the above statements applies to you, begin the online registration process as
described in the REGISTRATION section of this handbook. BSO will display a message
asking you to call the Employer Reporting Assistance number at 1-800-772-6270. Call this
number to complete the registration process and receive your User ID.
There are several steps that must be completed before you can use SSNVS. You must:
1. Register for BSO
2. Login to BSO
3. Request access to SSNVS
4. Receive an Activation Code (mailed to your employer)
5. Login to BSO
6. Activate access
Every BSO user must register separately. You may not register on behalf of another
person.
SYSTEM REQUIREMENTS
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To use SSNVS, you will need:
Internet access,
A web browser, such as Internet Explorer, FireFox or Netscape Navigator. Your
browser version must allow 'cookies' (files stored temporarily on your computer) and
have 128-bit encryption.
NOTE: In order to use BSO, your browser version must be set to accept
cookies and support 128-bit encryption. This is the default setting for most
browsers. If you receive a request to store a file on your computer, select Yes.
BSO cookies will be deleted when you close your browser.
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Adobe Acrobat Reader (version 5.0 or higher is recommended). You will need this
software to view and print your forms. For a free copy of Acrobat Reader go to
www.adobe.com.
SECURITY
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SSNVS and all applications within the BSO Suite of Services use Secure Sockets Layer
(SSL) communications protocol and 128-bit line encryption to protect your privacy. These
technologies prevent eavesdropping and ensure the security of data transmitted over the
Internet.
These security features do not apply to Internet e-mail. SSA recommends that you not
include private information, such as your SSN, in Internet e-mail messages.
SSNVS / BSO AVAILABILITY
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SSNVS normally operates during the following hours, including holidays and may be
available at other times as well:
SSNVS Hours of Operation
Day
Monday - Friday
Saturday
Sunday
Time
5:00 a.m. to 1:00 a.m. Eastern Standard Time
5:00 a.m. to 11:00 p.m. Eastern Standard Time
8:00 a.m. to 11:30 p.m. Eastern Standard Time
NOTE: SSNVS/BSO is not available when SSA is in the process of
implementing changes to their system. This usually occurs around the end of
the calendar year. Advance notice is provided on the BSO website. Also,
during website down times, informational messages are displayed when a
user attempts to access the system.
REGISTRATION
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INFORMATION NEEDED TO REGISTER
NOTE: Self-employed BSO users may use SSNVS only if they provided an
Employer Identification Number (EIN) at the time of registration. To apply for
an EIN, go to the IRS website: www.irs.gov/businesses/small.
The information you provide when you register allows SSA to confirm your identity before
issuing a User ID or to contact you, if necessary. You will be asked to provide the following:
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Type of employer/employee,
Company EIN,
Company or business name,
Company phone number,
Indication if you are a third-party submitter registering to do business on behalf of
another company,
Name as it appears on your Social Security card,
SSN,
Date of birth,
Your preferred mailing address,
Work phone number,
Fax number (optional), and
E-mail address.
You will also be asked to enter a unique password of your choice.
Your full name, SSN, date of birth, and EIN will be verified against SSA records.
If you have been hired on behalf of an employer, you should provide information about your
own company when you register through BSO for SSNVS.
If you have a reason to use BSO but are not a citizen of the United States (and you live
outside the United States), leave the U.S. SSN field blank. You will be allowed to continue
without providing this information. If you register without providing a United States SSN,
additional authentication will be required before you can use BSO services.
REGISTERING
When you have the above information ready, follow these steps to register online:
1. Go to the BSO Welcome web page.
NOTE: Do not use your browser's Back, Forward, or Refresh buttons while
completing the registration form. This could clear the form unintentionally.
2. Select the Register button on the BSO Welcome web page. This will open the
Registration Attestation web page, an important user certification statement.
3. Select the I Accept button to indicate that you have read and understand the user
certification statement and agree to its contents. This will open the registration
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form.
4. Provide the requested information on the registration form. Assistance and tips
for completing the registration form can be found by clicking the BSO Help
button.
NOTE: The SSN and EIN fields cannot be updated. You must re-register to
enter new information in these fields.
5. Select the Register button when you have completed the registration form. BSO
will verify your identity against SSA records and display your User ID.
NOTE: Make a note of your User ID because you will need it to log in to BSO.
Immediately after registering, you will be able to maintain/update your registration
information, request access to BSO services, and contact SSA electronically.
YOUR BSO PASSWORD
At the time of registration, you must enter a unique password of your choice. Your
password must contain a combination of eight (8) letters and numbers (e.g., 9580859A or
frog2828). Passwords are NOT case sensitive. No special characters are allowed. Secure
your password and do not share it with anyone. Your User ID and password are required to
log in to BSO.
NOTE: Here is a list of password instructions:
Your password must be eight (8) characters long and must be a
combination of letters and numbers.
There must be at least one letter and at least one number in your
password.
Passwords are NOT case sensitive.
Do not use special characters.
You must change your password at least once every 365 days to
prevent your User ID from expiring.
CHANGING YOUR PASSWORD
It is mandatory to change your password at least once every 365 days to keep your User ID
from expiring. If your User ID expires, you will need to re-register.
The email address you provided during registration allows SSA to send you a notice when
it is time to change your password. In addition, you will receive BSO News which provides
important wage and tax reporting updates.
IF YOU FORGET YOUR PASSWORD
If you forget your password, you may request a new one by following these steps:
1. Select the Forgot Your Password link on the Business Services Online Login web
page. This will open a password request form.
2. Type your First and Last Name, SSN, Date of Birth and EIN.
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3. Select the Request New Password button. BSO will display a message indicating
that your password has been reissued successfully. SSA will mail you a temporary
password, usually within two (2) weeks.
After you request a new password, your old password will no longer be valid. You will not
be able to use BSO until you receive your temporary password in the mail.
When you have logged in with your temporary password, you will be prompted to enter a
unique password of your choice. Your password must contain a combination of eight (8)
letters and numbers (e.g., 9580859A or frog2828). Passwords are NOT case sensitive.
NOTE: Your password is for your use only and may not be disclosed to
anyone else, including other employees. Exercise caution in disclosing your
User ID. Your User ID is the equivalent of your electronic signature and is
assigned to you personally - not generically to your company. You are
responsible for all actions taken using your User ID.
COMPLETE YOUR PHONE REGISTRATION
New users may have to complete their online registration by speaking with an Employer
Reporting Branch (ERB) representative. After speaking with an ERB your next step would
be to select the Complete Your Phone Registration button from the BSO Welcome web
page and enter the following information:
User Identification Number (User ID) provided by ERB personnel,
First and Last Name,
SSN (if applicable),
Date of Birth,
EIN, and
Password (For more information, see "Your BSO Password" section above).
Once your personal and company information has been authenticated against SSA
records, you can request access to SSNVS.
ACCESS TO SSNVS
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Before you can verify names and SSNs, you will need to request access to SSNVS. Once
access has been requested you will receive an activation code from SSA. You are required
to enter the SSNVS activation code prior to your first use.
REQUEST ACCESS TO SSNVS
NOTE: Self-employed BSO users may use SSNVS only if they provided an
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Employer Identification Number (EIN) at the time of registration. To apply for
an EIN, go to the IRS website: www.irs.gov/businesses/small.
To request access to SSNVS, after you have registered to use BSO, complete the following
steps:
1. Login to BSO.
2. From the BSO Main Menu, select Account Maintenance and then select Request
Access to BSO Services. The Request Access to BSO Services web page will open
with a description of the available suites of services.
3. Check the Electronic Wage Reporting Service box and select the Next button.
4. Continue navigating through the wizard by selecting the Next button until the Verify
Social Security Numbers Online web page displays. Click on the Yes button to
request access to this function.
5. Select the Next button until reaching the Request Summary web page and then
select the Confirm button to view the Request Access to BSO Services Confirmation
web page.
SSA will mail an activation code for SSNVS to your employer at the address the IRS has on
file from the Form 941, Employer's Federal Tax Return or SS-4, Application for Employer
Identification Number.
If you are already registered to use BSO services, you may request access to SSNVS by
selecting Account Maintenance from the BSO Main Menu web page and then selecting the
Request Access to BSO Services link.
ACTIVATION CODE
The activation code is an alphanumeric code sent by SSA to the employer or registered
User ID holder when access to certain services are requested. This code must be entered
on the Activate Access to BSO Services web page in order to grant the user access to the
requested service.
The activation code mailed to your employer is usually received within two (2) weeks. The
letter to your employer with the activation code instructs him or her to provide you with the
activation code. The activation code is an added layer of security. You will not have access
to SSNVS until you have activated the service by entering the activation code.
ACTIVATE ACCESS TO SSNVS
SSNVS requires the activation code that was mailed to your employer to be entered to
activate your access to the SSNVS service prior to your first use.
Once you have received your activation code from your employer:
1. Login to BSO.
2. From the BSO Main Menu, select Account Maintenance and then select Activate
Access to BSO Services link. The Activate Access to BSO Services web page will
open.
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3. Enter the activation code.
4. Select the Activate button. A Confirmation web page will display indicating that SSA
has approved your request.
You may then begin using your SSNVS services immediately.
RE-REQUEST ACTIVATION CODE
NOTE: The activation code for SSNVS is sent directly to your employer.
Please check with your employer to verify that the activation code has been
received.
If it has been 10 days or more since you requested access to SSNVS and your employer
has not received your activation code from SSA:
1. From the BSO Main Menu, select Account Maintenance and then select the ReRequest Activation Codes link. The Re-Request Activation Codes web page will
open.
2. Check the box corresponding to SSNVS.
3. Select the Re-Request button. A Re-Request Activation Codes Confirmation web
page will display confirming SSA received your request.
Restrictions:
If it has been 60 days or more since you requested access:
Your activation code is invalid.
You may not re-request an activation code.
You must request access to SSNVS again using the Request Access to BSO
Services web page.
NOTE: Once an activation code has been re-requested, the original activation
code is de-activated and is no longer valid.
REMOVE ACCESS TO SSNVS
1. From the BSO Main Menu, select Account Maintenance and then select the Remove
Access to BSO Services link. The Remove Access to BSO Services web page will
open.
2. Check the box Verify Social Security Numbers Online.
3. Select the Remove button. A Confirmation web page will display indicating that SSA
has approved your request.
If you remove access to any service(s) in error, you must re-request access via the Request
Access to BSO Services web page.
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LOGGING INTO SSNVS
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To access SSNVS, you must first log in to BSO:
Open the BSO Welcome web page.
Select Login on the BSO Welcome web page. This will open the General Login
Attestation web page containing an important user certification statement.
NOTE: If your browser does not support 128-bit encryption, an authorization error
message will be displayed when you select the Login link. See the SYSTEM
REQUIREMENTS section of this handbook for system requirements.
Select the I Accept button to indicate that you have read the user certification
statement and agree to its contents. This will open the Business Services Online
Login web page.
Enter your User ID and password.
Enter your User ID and password.
If you have received a temporary password in the mail, log in with your User
ID and temporary password. You will then need to change your temporary
password. When the BSO Change Password web page is displayed, enter
the temporary password and then enter your own unique password twice.
If you registered for BSO with the ERB personnel by telephone, but have not
yet selected your password, select the Complete Your Phone Registration link
from the Business Services Online Login web page. This will open the BSO
Registration web page. For more information, see the Complete Your Phone
Registration section of this handbook.
Select the Login button from the Business Services Online Login web page. This will
open the BSO Main Menu web page. The BSO Main Menu web page is your point of
entry for SSNVS and all other BSO services.
NOTE: The use of the browser's Back, Forward and Refresh buttons may
unintentionally log you out of BSO.
NOTE: If you forgot your password, please refer to Your BSO Password section
of this handbook under REGISTRATION.
USING SSNVS
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Back to Table of Contents
SSNVS allows you to submit names and SSNs for verification both online and through
electronic file submission.
REQUEST ONLINE SSN VERIFICATION
The SSN Verification web page enables you to submit up to 10 names and SSNs for
verification and obtain immediate results. There is no limit to the number of times the SSN
Verification web page may be used within a session.
The SSN Verification web page contains the following data entry fields:
Employer Identification Number (EIN) - The EIN of the employer under which wages are
to be reported for the names and SSNs being verified.
The Employer's EIN field is mandatory.
The Employer's EIN must be nine (9) numerical characters only.
Spaces, alphabetic characters, hyphens, slashes or any other special characters are
not allowed.
Social Security Number (SSN)
The SSN field is mandatory.
The SSN must be nine (9) numerical characters only.
Spaces, alphabetic characters, hyphens, slashes or any other special characters are
not allowed.
First Name
The First Name field is mandatory.
The First Name must be between one (1) and 10 characters in length.
If the First Name is longer than 10 characters, enter the first 10 characters of the
First Name.
Enter the First Name using alphabetic characters only.
Spaces, numbers, hyphens, slashes or any other special characters are not allowed.
Middle Name
The Middle Name field is optional.
If entered, the Middle Name must be between one (1) and seven (7) characters in
length.
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If the Middle Name is longer than seven (7) characters, enter the first seven (7)
characters of the Middle Name.
Enter the Middle Name using alphabetic characters only.
Spaces, numbers, hyphens, slashes or any other special characters are not allowed.
Last Name
The Last Name field is mandatory.
The Last Name must be between one (1) and 13 characters in length.
If the Last Name is longer than 13 characters, enter the first 13 characters of the
Last Name.
Enter the Last Name using alphabetic characters only.
Spaces, numbers, hyphens, slashes or any other special characters are not allowed.
Suffix
The Suffix field is optional.
If entered, the Suffix must be Jr, Sr, or a Roman Numeral I through X.
Numbers, hyphens, slashes or any other special characters are not allowed.
Date of Birth (DOB)
The DOB field is optional.
If entered, the DOB must contain eight (8) digits.
Enter the employee's DOB using the format MMDDYYYY where:
MM is the month; enter a value of 01 through 12.
DD is the day; enter a value of 01 through 31.
YYYY is the year; enter the first two (2) digits of the century followed by a
value of 00 through 99.
Spaces, letters, hyphens, slashes or any other special characters are not allowed.
The DOB cannot be before 1800 or after the current date.
Gender
The Gender field is optional.
F = Female
M = Male
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NOTE: SSA may not be able to process your request if you enter identical
SSNs or identical First and Last Names multiple times.
The First, Middle and Last Name fields provide links to the help guide for entering complex
names. To access the SSNVS Help web page, you must be logged into SSNVS. The Help
button is in the left-hand corner of each SSNVS web page and opens in a new browser
window.
NOTE: If data entry errors are found, you will be prompted to correct your
errors.
UPLOAD AN ELECTRONIC FILE FOR VERIFICATION
SSNVS allows you to request name and SSN verifications via electronic file submissions.
1. The Submit a File for SSN Verification - Before You Start web page contains the
following information.
Review your file for correct formatting to ensure that the file is error-free. A
properly formatted file will avoid rejection. See the Submission File Format
section of the handbook for the correct file format. Files containing more than
100 records are scanned for format errors. If more than 50% of the records
contain format errors, the file is not processed.
Excel Users To ensure that your electronic file submission processes
successfully, the file must NOT be in an *.xls format. If you are using
Excel, you must save the file in the appropriate format.
To properly save an Excel file for processing:
1. On the File Menu, select Save As.
2. In the Save As dialog box, select the drop-down box Save as
type.
3. Select Formatted text (Space delimited) (*.prn).
4. Insert your filename and click Save.
Once you have saved your file, check your file against the Submission File
Format. Please ensure that the record length is 130 characters and all fields
are properly placed in their respective positions.
Zip your file if you have over 500 name and SSN verification requests or you
have a slow connection. The transmission time required will be substantially
reduced if the file is zipped (compressed).
When the file is ready for upload, select the Continue button.
2. The Submit a File for SSN Verification - Submit Your File web page contains the
following data entry fields.
Employer's EIN
The EIN of the employer under which wages are to be reported for the names
and SSNs being verified.
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Select File
If you know the name of the file you wish to upload, type the file name
in the Select File data entry field.
or
Select a file from your local or network directory by selecting the
Browse button. When the file submission box appears, select the
location and name of the file you want to upload. When you select OK
and return to Submit a File for SSN Verification - Submit Your File web
page, the file name is automatically entered in the Select File data
entry field.
Once the Select File data entry field is complete, select the Submit
button to begin uploading your file. Your file submission is complete
when the Submit a File for SSN Verification - Confirmation web page is
displayed.
After the Submit button has been selected, you will see a dialog box
showing the process of your file being uploaded. When the file upload
is complete, you will receive a pop-up box stating "Your file submission
was successful" and a recommendation to save or print the
acknowledgement.
Submission times depend on many factors. SSA allows up to four (4) hours for a
single file submission. If your connection is lost during file submission, you will have
to submit the file again.
NOTE: Please do not exit SSNVS or log out until you receive your
confirmation number.
3. The Submit a File for SSN Verification - Confirmation web page contains the
following information.
This web page acknowledges that your file was received and provides other
submitted related information.
Confirmation number, a 16-position alphanumeric number, assigned by SSA,
that you will need to retrieve the results of your submission. Make a note of
this number; you need it to check the status of your file.
Date of submission,
Time of submission,
Your file name (For information only, not to be used for tracking the status of
your file.),
File size,
What you should do next and
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What to expect.
Once a file is successfully submitted and you have noted its confirmation number, you can
process more files by selecting the Submit Another File button; this returns you to the
Submit a File for SSN Verification - Submit Your File web page.
SUBMISSION FILE FORMAT
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To ensure your electronic file submission processes successfully, the file must be a text file
(.txt) in the following format:
NOTE: Record delimiters are not to be used (i.e., do not place a comma or
any other character after any field).
NOTE: If a field marked "May not be left blank." does not contain an entry, the
item is automatically considered a non-verified record.
NOTE: In order to sort the return file to your specifications, we recommend
using the User Control Data field to create a unique identifier for each record.
This unique identifier would be placed in positions 90-103 in your submission
file and returned to you in positions 84-97 in the return file.
Field Name
SOCIAL SECURITY
NUMBER
Instruction
ENTRY CODE
“TPV”
PROCESSING
CODE 214
LAST NAME
FIRST NAME
MIDDLE
NAME / INITIAL
Must include all 9 digits
including lead zeros.
May not be left blank.
Must insert "TPV."
May not be left blank.
Must insert "214."
May not be left blank.
Do not use hyphens,
apostrophes, spaces,
periods, suffixes (Jr) or
prefixes (Dr).
Must contain at least
one character.
May not be left blank.
Do not use hyphens,
apostrophes, spaces,
periods, suffixes (Jr) or
prefixes (Dr).
Must contain at least
one character.
May not be left blank.
Do not use hyphens,
apostrophes, spaces,
periods, suffixes (Jr) or
prefixes (Dr).
Optional
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1-9
Field
Size
9
10-12
3
Alpha
13-15
3
Numeric
16-28
13
Alpha
29-38
10
Alpha
39-45
7
Alpha
Position
Field Type
Numeric
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DATE OF BIRTH
(MMDDYYYY)
46-53
8
Numeric
54
1
Alpha
55-89
35
Blanks
Free form text for employer.
90-103
14
Alphanumeric
SSA use only.
104-123
20
Blanks
Enter OEVS.
May not be left blank.
124-127
4
Alpha
Must insert "000".
May not be left blank.
128-130
3
Numeric
GENDER CODE
BLANK
USER CONTROL
DATA
BLANK
REQUESTER
IDENTIFICATION
CODE
MULTIPLE
REQUEST
INDICATOR
If unknown, leave
blank.
Optional
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Must contain one of the
following:
M=Male or
F=Female
Optional
SSA use only.
RETURNED FILE FORMAT
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The returned text file is formatted as defined in the following table:
Field Name
Instruction
SOCIAL SECURITY For security reasons, if the
NUMBER
record has a verification code
of 2, 3, 4, 6 or is blank, the
first five (5) positions will be
masked with an "X."
LAST NAME
Data identical to input
provided by the requester.
Position
1-9
Field
Field Type
Size
9
Alphanumeric
10-22
13
Alpha
Data identical to input
provided by the requester.
Data identical to input
provided by the requester.
23-32
10
Alpha
33-39
7
Alpha
DATE OF BIRTH
(MMDDYYYY)
GENDER CODE
Data identical to input
provided by the requester.
Data identical to input
provided by the requester.
40-47
8
Numeric
48
1
Alpha
CONFIRMATION
16-position number assigned
to a file submitted after
08/25/07
49-83
35
Alphanumeric
84-97
14
Alphanumeric
FIRST NAME
MIDDLE
NAME/INITIAL
OR
or
TRACKING
NUMBER
USER CONTROL
Eight (8)-position number
assigned to a file submitted
prior to 08/25/07.
Data identical to input
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DATA
VERIFICATION
CODE
provided by the requester.
Blank = Verified.
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98
1
Blank or
Numeric
99-101
3
Numeric
102-105
4
Alphanumeric
1 = SSN not in file (never
issued).
2 = Name and DOB match;
gender code does not match.
3 = Name and gender code
match; DOB does not match.
4 = Name matches; DOB
and gender code do not
match.
5 = Name does not match;
DOB and gender code not
checked.
6 = SSN did not verify; other
reason.
PROCESSING
CODE 214
REQUESTER
IDENTIFICATION
CODE
Data identical to input
provided by the requester.
Data identical to input
provided by the requester.
MULTIPLE
REQUEST
INDICATOR
BLANK
Data identical to input
provided by the requester.
106-108
3
Numeric
SSA use only.
109-120
12
Blanks
121
1
Alpha
122-130
9
Blanks
DEATH INDICATOR Y = SSA records indicate the
number holder is deceased.
N = SSA records indicate the
number holder is not
deceased.
BLANK
SSA use only.
SSN VERIFICATION RESULTS
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On the SSN Verification Resultsweb page, a table is displayed with the results for name
and SSN verification requests submitted online. In addition, a tally is displayed showing the
total number of:
Records submitted,
Failed,
Deceased and
Verified.
VERIFIED
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The SSN submitted for verification matches SSA's records.
A "blank" Verification Results field = a verified SSN.
For security reasons, if the record has a "blank" Verification Results field, the first five (5)
positions of the SSN will be masked with an "X."
FAILED VERIFICATION
For security reasons, if the record has a verification code of 2, 3, 4 or 6, the first five (5)
positions of the SSN will be masked with an "X."
Verification Results Code - The following is the list of FAILED verification codes.
1 = SSN not in file (never issued).
2 = Name and DOB match; gender code does not match.
3 = Name and gender code match; DOB does not match.
4 = Name matches; DOB and gender code do not match.
5 = Name does not match; DOB and gender code not checked.
6 = SSN did not verify; other reason.
DECEASED (PER SSA RECORDS)
The SSN submitted for verification matches SSA's records, but our records indicate that the
individual is deceased.
STATUS AND RETRIEVAL OPTIONS
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To view the Status and Retrieval web page, select the View Status and Retrieval
Information link on the BSO Main Menu web page. The Status and Retrieval web page
enables users to view the status of electronic files submitted for overnight processing.
There are three (3) options for checking file status:
Option 1: Confirmation or Tracking Number
To view the status of an individual file:
Type the 16-position alphanumeric confirmation number or the eight (8)-position
alphanumeric tracking number you received when your file was submitted.
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Select the Submit button.
Option 2: Date Range
To view the status of all files you submitted within a date range:
Type the beginning and ending dates into the Range Start Date and Range End
Date fields.
The Date Range must:
Contain eight (8) digits in the MMDDYYYY format, where:
MM is the month; enter a value 01 through 12.
DD is the day; enter a value 01 through 31.
YYYY is the year; enter the first two (2) digits of the century followed
by a value of 00 through 99.
Be within two (2) years of the current date.
Not be later than the current date.
Select the Submit button.
Option 3: All Submissions
To view the status of the most recent 100 submissions within the last two (2) years, select
the Submit button.
If the file you are searching for is not displayed, focus your search by using Option 1 or 2.
STATUS AND RETRIEVAL RESULTS
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When your file has been processed, you may download and/or view the results on the
Status and Retrieval Results web page.
The status and retrieval results are displayed in a table; for a full explanation of each
column, click on the column header. This opens a new browser to the SSNVS Help web
page, which is only accessible when logged into SSNVS.
For 10 or less SSNs submitted, the results may be downloaded or viewed online.
For more than 10 SSNs submitted, the results may be downloaded only.
NOTE: For security reasons, if the record has a verification code of 2, 3, 4, 6
or if the Verification Results field is "blank", the first five (5) positions of the
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SSN will be masked with an "X".
If the file is in process or was not processed due to a format error or failed unzip, the
Record Submitted and Available Through fields will be blank.
STATUS
EXPLANATION
AVAILABLE
The file is ready for viewing or downloading.
DOWNLOADED
The file is available and already has been downloaded.
FORMAT OR
SURFACE ERRORS
The file was rejected. At least one (1) record in the file did not
have the correct length of 130 characters or more than 50% of
the Name and SSN records in the file failed edits.
FAILED UNZIP
The file either was not compatible with PKZip or contained
multiple files.
IN PROCESS
Except for peak submission periods, file results will usually be
available the next government business day.
NOT AVAILABLE
The file is more than 30 days old and can no longer be viewed
or downloaded. See Available Through explanation below.
UNABLE TO
PROCESSRESUBMIT
The file could not be processed and must be resubmitted.
VIEWED
The file is available and has already been viewed.
Depending on the number of results returned, select the Download or View link in the
Retrieval Option(s) column.
RETRIEVAL
OPTION(S)
DOWNLOAD
EXPLANATION
Select to download your file results.
IMPORTANT: You may have to associate the downloaded file with
your default text editor or save the downloaded file as a text file.
VIEW
Select to view your file results.
NOTE: This option is available only if there are 10 or less SSNs
submitted for verification.
AVAILABLE THROUGH- Users are able to view or download the results for 30 days from
the day they become available. After 30 days and up to two (2) years, users can only view
the status of their files. During the period files are available, users can download or view
them an unlimited number of times.
Other links that appear on this screen allow you to display context-related help.
WHAT TO DO IF AN SSN FAILS TO VERIFY
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Follow these steps for each SSN that failed verification:
1. Compare the failed SSN with your employment records. If you made a typographical
error, correct the error and resubmit the corrected data.
2. If your employment records match your submission, ask your employee to check
his/her Social Security card and inform you of any name or SSN difference between
your records and his/her card. If your employment records are incorrect, correct your
records and resubmit the corrected data.
3. If your employment record and the employee's Social Security card match, ask the
employee to check with any local SSA Office to resolve the issue. Once the
employee has contacted the SSA Office, he/she should inform you of any changes.
You should correct your records accordingly and resubmit the corrected data.
4. If the employee is unable to provide a valid SSN, you are encouraged to document
your efforts to obtain the correct information. (Documentation should be retained
with payroll records for a period of three (3) years.)
5. If you are unable to contact the employee, you are encouraged to document your
efforts.
6. If you have already sent a Form W-2 with an incorrect name and/or SSN, then
submit a Form W-2c (Corrected Wage and Tax Statement) to correct the mismatch.
W-2c services are available through BSO Wage Reporting. There is no need to reregister for your BSO User ID.
Remember
A mismatch is not a basis, in and of itself, for you to take any adverse action
against an employee, such as laying off, suspending, firing or discriminating.
Company policy should be applied consistently to all workers.
Any employer that uses the failure of the information to match SSA records to take
inappropriate adverse action against a worker may violate State or Federal law.
The information you receive from SSNVS does not make any statement regarding
a worker's immigration status.
LOGGING OUT
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To log out of SSNVS:
Select the Logout link at the top or bottom of any SSNVS web page.
The BSO Logout web page will display.
Select Yes to exit and return to the BSO Welcome web page.
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SSNVS NEWS
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The SSNVS News web page provides important updates and information regarding SSN
verification.
GETTING HELP
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HELP LINK
To access the SSNVS Help web page, you must be logged into SSNVS. The Help button is
in the left hand corner of each SSNVS web page and opens in a new browser window.
CONTACT SSA
You may either speak with or e-mail an SSA representative. To speak with a
representative, refer to the Contact Information section at the beginning of this handbook.
To e-mail a representative:
Select the Contact SSA link at the top or bottom of any SSNVS web page. This will
open the Contact SSA web page in a new browser window.
Select "Social Security Number Verification Service Support Team" from the dropdown menu of the Recipient field.
Enter your message in the Message field. Please be as specific as possible, and
include:
The question or problem,
Web page details (e.g., title, URL, etc.),
Any error messages received,
A telephone number where we may contact you, and
Any other relevant information.
EMPLOYER REPORTING INFORMATION
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Visit the Employer Reporting Instructions & Information web page for additional information.
Select the Business Services Online Tutorial link for an online tour of BSO. You need
Adobe Acrobat Reader (version 5.0 or higher recommended) to view the BSO Tutorial. For
a free copy of Acrobat Reader, go to www.adobe.com.
MAINTAINING YOUR REGISTRATION INFORMATION
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Back to Table of Contents
Use the Account Maintenance link on the BSO Main Menu web page to:
Update your contact information,
Change your password, and
Deactivate your User ID.
These features are described below.
UPDATING YOUR CONTACT INFORMATION
Select the Update your Registration Information link on the Account Maintenance web page
to change or add to the contact information you provided during registration. The e-mail
address you provided during registration allows SSA to send you an e-mail notice when it is
time to change your password. In addition, SSA you will receive BSO News, which provides
important wage and tax reporting updates.
NOTE: The SSN and EIN fields cannot be updated. You must re-register to enter
new information in these fields.
CHANGING YOUR PASSWORD
For information on how to change your password, see the section "Changing Your
Password" under the REGISTRATION section of this handbook.
DEACTIVATING YOUR USER ID
Select the Deactivate Your User ID link from the Account Maintenance web page to
deactivate your User ID in the event that you leave the company, your User ID is disclosed
to an unauthorized party or for any other reason. The prompt User ID deactivation helps to
ensure the security of the information you provide to SSA.
If you require help with deactivating your User ID, or if you wish to deactivate an obsolete
User ID belonging to another person, call the Employer Reporting Assistance number at
the beginning of this handbook.
Deactivating your own User ID does not prevent you from obtaining a new User ID.
GLOSSARY OF TERMS
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Activation Code - an alphanumeric value code sent by SSA to the employer or registered
User ID holder when access to certain services is requested. This code must be entered on
the Activate Access to BSO Services web page the first time the user attempts access to
the requested service.
Authentication - the act of proving the identity of an individual.
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BSO - Business Services Online; a suite of Internet services for businesses and employers
to exchange information with SSA.
BSO News - an electronic newsletter that provides important updates and information
regarding SSA Business Services Online.
Business Services Online Tutorial - an online training lesson that instructs the user on
how to use BSO. It is for employers and submitters who would like to explore the business
services available through BSO.
Confirmation Number - a 16-position alphanumeric number used to uniquely identify each
name and SSN verification request submitted after 8/25/07.
EIN - Employer Identification Number; a nine (9)-digit number the IRS assigns to an entity
to identify businesses as taxpayers.
Electronic File - a specifically formatted file submitted electronically for overnight
processing via the Submit a File for SSN Verification - Submit Your File web page.
Employer's EIN - the Employer Identification Number of the employer under which wages
are to be reported for the names and SSNs being verified.
Employer Reporting Branch (ERB) personnel - SSA employees who serve as the
primary telephone answering point for general inquiries received from employers and thirdparty payroll service providers.
Employee Verification Service (EVS) - EVS matches your record of current or former
employee names and SSNs with SSA's records.
IRS - Internal Revenue Service; a United States government agency responsible for tax
collection and tax law.
IRES - Integrated Registration Services; the SSA Internet registration application for BSO.
Masking - de-identifying confidential data to safeguard the privacy of client data.
Mismatch - a name and SSN verification request that does not match SSA's records.
Password - a unique combination of eight (8) letters and numbers that must be entered to
gain access to BSO.
SSA - Social Security Administration; an independent agency of the United States
government that manages the United States' insurance programs, consisting of retirement,
disability, survivor benefits and Supplemental Security Income.
SSN - Social Security Number; a unique nine (9)-digit number assigned by SSA to identify
an individual when reporting wages, paying taxes and collecting benefits.
SSNVS - Social Security Number Verification Service; an online service provided by SSA
that allows registered users to verify employee names and SSNs against SSA's records.
SSNVS News - Provides important updates and information regarding SSN verification.
Third-Party - strictly limited to organizations that contract with employers to either handle
the wage reporting responsibilities or perform an administrative function directly related to
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annual wage reporting responsibilities of hired employees.
Tracking Number - an eight (8)-position alphanumeric number used to uniquely identify
each name and SSN verification request submitted before 8/25/07.
User Certification Statement - a statement to which a BSO registered user must attest,
certifying they have read, understood and agreed to the terms of use for BSO.
User ID - User Identification Number; a unique value issued by SSA to the user at BSO
registration that identifies the individual. This value must be entered to gain access to BSO.
Verification - the act or process of establishing the truth, accuracy or reality of something.
APPENDIX A
ADDITIONAL VERIFICATION OPTIONS
Employee Verification Service (EVS)
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NOTE: SSA no longer accepts EVS requests on diskette, cartridge or tape.
The following instructions are for employers and third-party submitters who wish to submit
SSN verification requests to SSA via paper or telephone. EVS requests can be submitted
at any time and are processed within 24 hours.
There are three (3) EVS methods to choose from based on the number of employee
names/SSNs that you want to verify:
1 to 5 Name/SSN Requests
Call our toll-free number for employers, 1-800-772-6270 or the general SSA
number at 1-800-772-1213. Both numbers are open for service weekdays
from 7:00 a.m. to 7:00 p.m., Eastern Standard Time.
You must have the following information for each verification request.
Social Security Number
Last Name, First Name, Middle Initial
Date of Birth (MMDDYYYY)
Gender Code (M-Male; F-Female)
1 to 50 Name/SSN Requests
Submit on paper to your local SSA office. Your local office will provide you
with format and submission instructions. Some offices accept faxed listings.
Go to Local Office Search to find your local SSA Office.
This listing may be formatted across the web page in a columnar format, such
as:
Social Security
Number
Last
Name
First
Name
Middle
Initial
Date of
Birth
Gender
Code
50 to 300 Name/SSN Requests
A simple registration process is required for verification requests of more than
50 names/SSNs.
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Below are the EVS registration instructions for both individual
employers and third-party submitters:
1. Complete the EVS registration form. The company's address
should show a street address, city, state and ZIP code. A P.O.
Box may be included in the address, but a P.O. Box alone will
not be accepted. The registration form must be signed by a
manager or authorized official of the company. The title of the
signer must follow the signature.
2. There are two Federal privacy act statements included - one for
individual employers and one for third-party submitters. Sign
and date the appropriate form. Keep a copy of your privacy
act statement. You will need to send a copy of the statement
with each listing you want verified.
3. Mail or fax both the registration form and privacy act statement
to:
Social Security Administration
OCO, DES, EVS
300 N. Greene Street, 5-E-10 North Building
Baltimore, Maryland 21290-0300
Fax (410) 966-3366 or (410) 966-9439
Once SSA has processed your registration request, we will mail you a
Requester Identification Code. This code should be shown on your
verification request and on any EVS correspondence with SSA
concerning a change in address, contact person or telephone number.
EVS correspondence should be sent to the address or fax number
shown above. If you misplace your Requester Identification Code, call
the EVS information line at (410) 965-7140.
Instructions for submitting paper listings to SSA for EVS verification.
1. Format your listing to include the following data:
⇒ Social Security Number
⇒ Last Name, First Name, Middle Initial
⇒ Date of Birth (MMDDYYYY)
⇒ Gender Code (M-Male; F-Female)
This listing may be formatted across the page in a columnar format,
such as:
Social Security
Number
Last
Name
First
Name
Middle
Initial
Date of
Birth
Gender
Code
2. Send the paper listing, your 4-digit Requester Identification Code and a
signed copy of your privacy act statement to:
Social Security Administration
Wilkes-Barre Data Operations Center
P.O. Box 6500
Wilkes-Barre, PA 18767-6500
NOTE: Do not send paper listings to Baltimore or your local office with your
registration form. Paper listings with 50 to 300 SSNs must be sent to the Wilkes-
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Barre address above.
NOTE: For 300 or more verification requests, please use the Social Security
Number Verification Service (SSNVS). For more information see What is SSNVS
and BSO? section of this handbook.
Call the EVS information line, 410-965-7140, if you have questions or need
additional information.
What to Do If an SSN Fails to Verify
Each SSN sent in the file will be returned to you with a verification code. If the
verification code is blank, the record agrees with SSA's data file. Please annotate
your records that this SSN has been verified.
If the verification code is not blank, follow these steps:
1. Ask to see the employee's Social Security card to ensure that the SSN and
name were correctly shown on the file.
2. Check to see whether you made a typographical error. If so, correct the data
and resend to SSA in a subsequent file. Please resend only the corrected
data.
3. If the SSN shown on the card and the file match, ask the employee to check
with any SSA Office or call 1-800-772-1213 to determine and correct the
problem. Ask the employee to give you the corrected name for your payroll
records.
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http://www.ssa.gov/employer/ssnvs_handbk.htm
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| File Type | application/pdf |
| File Title | http://www.ssa.gov/employer/ssnvs_handbk.htm |
| Author | 177717 |
| File Modified | 2008-04-07 |
| File Created | 2008-04-07 |