Employee Handbook Insert SNN Field For Free

The IRS says that employers must obtain the name and Social Security number for each employee and enter them on the employee's Form W-2.Asking to see employees' Social Security cards and then recording their name and SSN directly from the card is a good payroll practice because it helps prevent SSN mismatches.

According to the Internal Revenue Service (IRS), the answer is yes. The IRS Hiring Employees guidance reads: "You are required to get each employee's name and Social Security Number (SSN) and to enter them on Form W-2.You may, but are not required to, photocopy the social security card if the employee provides it.

While the service is available to all employers and third-party submitters, it can only be used to verify current or former employees and only for wage reporting (Form W-2) purposes.

Your Social Security number provided in an online employment application will be used to identify your records, and for background checks and other requests for information about you from employers, schools, banks, and others who know you, to the extent allowed by law.

Confidential data should be stored in an area that has physical access controls in place. Filing cabinets or computers that store SSN should be in a locked room. The file cabinet should have a locking mechanism, and a computer should have a strong password and other controls in place (see 6 and 7).

Storage of SSNs All documents containing SSNs should be stored in locked, secured areas. All computer applications containing SSNs should be maintained on secured, authorized-access computer stations only.

Employers often ask to see an employee's Social Security card.While not required, SSA provides a service for employers to verify a name and SSN for wage reporting purposes when you want additional assurance of an employee's correct name and SSN.

Effective July 1, 2002, "any entity or person," excluding state and local governmental agencies, is prohibited from: Publicly posting or displaying an individuals social security number; Printing an individual's social security number on any card required to access products or services provided by the employer.

According to the Internal Revenue Service (IRS), the answer is yes. The IRS Hiring Employees guidance reads: "You are required to get each employee's name and Social Security Number (SSN) and to enter them on Form W-2.You may, but are not required to, photocopy the social security card if the employee provides it.

Employers can use the SSA's online Social Security Number Verification Service to verify that employees' names and SSNs are accurate with the SSA's records. If discrepancies are found, the SSA provides a sample letter (SSNVS) that can be used to help employers and employees correct the issue.