No Match Letters

The Social Security Administration is looking to send out letters indicating that their records do not match the records that the employer has sent them. When you get a no match letter please check your payroll records to make sure there isn't a typo that has caused the discrepancy. If everything seems to match what you were given by the employee meet with the employee and explain that you have received this information and give them between 60 and 120 days to straighten out the issue with the local social security administration. They need to bring to you, on SSA letterhead, information that shows the social security number you have is correct. Keep this information in the employee's HR file.

If the employee cannot bring in confirmation that the social security number is their number you may need to terminate their employment. I recommend getting with your legal counsel before taking this step and making sure you have covered all of your bases.