Frequently Asked Questions

The Social Security Number Verification Service (SSNVS) is a free SSA online tool that lets employers check whether employee names and Social Security numbers match SSA records, and it may be used only for current or former employees and only for wage reporting (Form W-2) purposes (SSA SSNVS page).

Two options. Employers can verify up to 10 names and numbers per screen and get immediate results, which SSA describes as suited to new hires. Employers can also upload overnight files of up to 250,000 names and numbers and usually receive results the next government business day (SSA SSNVS page).

Limits on use. Because the service is limited to current or former employees, it is not a tool for screening job applicants. It verifies only whether a name and number match SSA records for wage reporting.

Why it matters. SSA explains that correct names and numbers on W-2s are central to processing annual wage reports, reduce the number of corrected W-2c forms, and let SSA credit earnings to each employee's record (SSA SSNVS page).

Registration. Employers register through SSA Business Services Online, sign in with Login.gov or ID.me, request SSNVS access and enter an activation code that SSA mails to the employer (SSA SSNVS page).

Correcting errors. The FAQ on SSA employer correction notices explains how employers find and fix name and number errors after filing.

SSA stopped mailing Employer Correction Request (EDCOR) letters in April 2021, and employers now find name and Social Security number errors in their W-2 wage reports through SSA Business Services Online (SSA EDCOR page).

What the letters did. EDCOR letters told employers that information on Forms W-2 did not match SSA records and needed correction before SSA could post the earnings (SSA EDCOR page).

Why accuracy matters. If SSA cannot match a reported name and number, it cannot credit the earnings to the worker's record. Missing earnings can mean the worker does not qualify for benefits or receives the wrong amount (SSA EDCOR page).

Common causes. SSA lists typographical errors, unreported name changes and inaccurate or incomplete employer records as reasons names and numbers may not agree (SSA EDCOR page).

How employers find and fix errors. SSA describes these steps (SSA EDCOR page):

1. Register for Business Services Online.
2. Enter an activation code, a one-time step to view name and number errors.
3. Retrieve the name and number errors.
4. Use the Social Security Number Verification Service.
5. Work with the employee to resolve the error. SSA provides a sample verification letter employers can give to employees.
6. Fix the errors by filing Form W-2c.

Verification before filing. The FAQ on the SSA Social Security Number Verification Service explains how employers check names and numbers before filing W-2s.

Employers must file the SSA copy of each Form W-2, together with transmittal Form W-3, on or before January 31 of the year after the calendar year for which the wages were paid (26 CFR 31.6051-2 and 31.6071(a)-1(a)(3)). The W-2 and W-3 together form the information return filed with SSA. The filing rules themselves are Internal Revenue Service regulations in 26 CFR.

Who must file. An employer that must file a FICA return, a return of income tax withheld from wages, or a monthly return must file SSA copies of the W-2s it is required to furnish to employees (26 CFR 31.6051-2(a)).

No truncated numbers. Employers may not truncate an employee's Social Security number on W-2 copies filed with SSA (26 CFR 31.6051-2(a)).

Electronic filing. For information returns required to be filed during calendar years beginning after December 31, 2023 (26 CFR 301.6011-2(g)), a filer that must file at least 10 returns during the calendar year must file electronically. The count adds together the covered return types, and corrected returns are not counted (26 CFR 301.6011-2(c)). The IRS may grant a waiver in cases of undue hardship (26 CFR 301.6011-2(c)(6)).

Final returns. If an employer files a final return for a period ending before December 31, an earlier deadline applies (26 CFR 31.6071(a)-1(a)(3)).

Related news. SSA program changes for 2026 are covered in the news post on the SSA 2026 cost-of-living adjustment and program updates.

Verifying names. The FAQ on the SSA Social Security Number Verification Service explains how to check names and numbers before filing.