APA's Top Payroll Questions & Answers for 2020 - 4

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APA's Top Payroll Questions & Answers for 2020

Mismatched names and social security numbers

The Employer-Employee Relationship

Q.

When we ran an audit of our data in advance of year-end, we
discovered 39 name/SSN mismatches. After we corrected typos in the
data, we still had a dozen that genuinely had a first or last name in our
system different from what is on the copy of the social security card we
have on file.
Our payroll and human resources departments have shared access
to our employee data but we do not have privileges to correct the data;
HR does. When we brought the discrepancies to the HR department,
we were told they were not concerned since the employees in question
may have had a change of name due to marriage or divorce. Correcting
these errors causes our department a lot of work each year.
I would like to require two things to alleviate this going forward: (1)
upon the hire of a new employee, HR enters the new employee's name
exactly as it appears on the social security card; and (2) for current
employees, HR permits no name changes unless the employee shows
a new social security card. Am I out of line to even suggest such a thing
to HR?

A.

You are not out of line. This is an excellent approach. Although your
HR department may not be concerned about these mismatches, your
company needs to be. Going forward with these mismatches on tax
filings generated by the payroll department can lead to significant
penalties, i.e., up to $280 for each incorrect 2020 Form W-2 generated!
Many HR departments already have the changes you proposed in
place because they understand that working with incorrect data hurts
the employees, too. The SSA uses names and numbers that match
to accurately post earnings. More than $1 trillion sits uncredited in a
suspense file because the SSA cannot determine the proper recipient
because of a no-match or mismatch. Since your company already has
the employees' social security cards on file, there is no reason why
there should name/card mismatches in your data.
There are actions you can take during the year to ease the burden
at year-end. Consider running, on a monthly basis, all new hires
through SSA's SSNVS service to identify name/SSN mismatches.

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APA's Top Payroll Questions & Answers for 2020

Table of Contents for the Digital Edition of APA's Top Payroll Questions & Answers for 2020

Table of Contents
APA's Top Payroll Questions & Answers for 2020 - Intro
APA's Top Payroll Questions & Answers for 2020 - Cover1
APA's Top Payroll Questions & Answers for 2020 - a
APA's Top Payroll Questions & Answers for 2020 - b
APA's Top Payroll Questions & Answers for 2020 - c
APA's Top Payroll Questions & Answers for 2020 - Table of Contents
APA's Top Payroll Questions & Answers for 2020 - e
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