Employers can help the Social Security Administration (SSA) maintain the accuracy of earnings records we use to determine benefits in our programs by accurately reporting wage information. If we cannot match the name and Social Security Number (SSN) reported on a wage and tax statement (Form W-2) to our records, we cannot credit the earnings to a worker’s record. When earnings are missing, the worker may not qualify for Social Security benefits or the benefit amount may be wrong.

There are a number of reasons why reported names and SSNs may not agree with our records, such as typographical errors, unreported name changes, and inaccurate or incomplete employer records.

Every year we educate employers—large and small at the national and local levels—about the importance of accurate wage records and the free tools available to them. We work with the payroll community through organizations such as the American Payroll Association and the National Association of Computerized Tax Processors. We work with the Internal Revenue Service and participate virtually in quarterly meetings with Reporting Agents (large third-party filers). Our Employer Services Liaison Officers and Public Affairs Specialist educate small business employers throughout the nation.

In this outreach, we include information about Business Services Online (BSO) and the tools available to help employers correct errors before, during, and after the development and submission of their wage reports.

Below are resources and free online tools to assist with accurate wage reporting, including how to register for Business Services Online (BSO) and how to view and correct name and SSN errors. Please note that in order to view and correct name and SSN errors, you must have a BSO account first, and then complete the activation code process to be granted access to view name and SSN errors.

1. Register for Business Services Online (BSO)

   • New Registration - read instructions or view a video - "Coming Soon"

   • Add View Wage Report Name/SSN errors to your current account - read instructions

2. Input Activation Codes in BSO (one-time required step to retrieve name and SSN errors) - read instructions or view a video.

3. Retrieve Name and SSN Errors - view a video or read the following:

   • Employer instructions
   • Third-party submitter instructions

4. Use the Social Security Number Verification Service (SSNVS) - read instructions or view the following videos:

   • SSNVS Overview
   • Manual Data Entry Method - "Coming Soon"
   • Upload an Electronic File - "Coming Soon"

5. Work with your employees to resolve the error. We provided a sample Social Security Number Verification letter you can give to employees.

6. Fix errors using W-2c - read instructions or view a video.

1. How can I verify employees’ Social Security numbers?
2. How do I file W-2s, W-2Cs and W-3s for my employees?
3. Will I get penalized by the Internal Revenue Service (IRS) for having an incorrect SSN (TIN) on a Form W-2?
4. What should I do if my employee’s name and Social Security number do not match Internal Revenue Service records?
5. How can my employee change or correct their name on their Social Security number card?
6. Does my employee need to do anything to correct their earnings record?
7. How does my employee apply for a replacement Social Security number card?