How to Verify a Social Security Number (SSN): A Comprehensive Guide
Verifying a Social Security Number (SSN) is a crucial step in various situations, from hiring employees to conducting background checks or ensuring compliance with legal requirements. However, it’s essential to understand the limitations and legal considerations surrounding SSN verification. This comprehensive guide will walk you through the permissible methods, potential pitfalls, and best practices for verifying an SSN.
Why Verify a Social Security Number?
There are several legitimate reasons why you might need to verify an SSN:
* **Employment Verification:** Employers need to verify an employee’s SSN to ensure accurate payroll processing, tax reporting, and compliance with federal and state laws.
* **Background Checks:** Landlords, lenders, and other organizations may need to verify an SSN to conduct background checks and assess risk.
* **Credit Applications:** Financial institutions use SSNs to verify an applicant’s identity and credit history.
* **Government Programs:** Government agencies require SSNs to verify eligibility for various programs and benefits.
* **Legal Compliance:** Certain industries, such as healthcare and finance, are required to verify SSNs to comply with regulatory requirements.
However, it’s important to remember that you must have a *legitimate* reason to verify an SSN. Accessing or using someone’s SSN without a permissible purpose is illegal and can result in severe penalties.
Legitimate Methods for Verifying an SSN
There are several legitimate methods for verifying an SSN, each with its own requirements and limitations:
1. Social Security Number Verification Service (SSNVS)
The Social Security Administration (SSA) offers a free online service called the Social Security Number Verification Service (SSNVS) for registered employers and third-party submitters acting on behalf of employers. This is the most reliable and recommended method for verifying an SSN for employment purposes.
**Eligibility:**
* You must be an employer or a third-party submitter acting on behalf of an employer.
* You must have the employee’s consent to verify their SSN.
* You must have a legitimate business reason for verifying the SSN (e.g., payroll, tax reporting).
**How to Use SSNVS:**
1. **Register for an Account:** Go to the SSA’s Business Services Online (BSO) website ([https://www.ssa.gov/bso/bsowelcome.htm](https://www.ssa.gov/bso/bsowelcome.htm)) and register for an account. You’ll need to provide your employer identification number (EIN) and other relevant information.
2. **Log In to SSNVS:** Once your account is approved, log in to the SSNVS system.
3. **Enter Employee Information:** Enter the employee’s name, SSN, and date of birth (optional, but recommended for increased accuracy).
4. **Submit Verification Request:** Submit the verification request.
5. **Review Results:** The SSNVS will return one of the following results:
* **Match:** The SSN matches the SSA’s records.
* **Mismatch:** The SSN does not match the SSA’s records.
* **Mismatch – Deceased:** The SSN belongs to a deceased individual.
**Important Considerations:**
* The SSNVS only verifies the SSN itself; it does not verify the employee’s identity or authorization to work in the United States.
* A match from SSNVS does *not* guarantee that the employee is who they claim to be. It only confirms that the SSN is valid.
* If you receive a mismatch, you should ask the employee to double-check their SSN and provide any necessary documentation to correct the discrepancy. Do not automatically assume the employee is providing false information.
* Always document the verification process and maintain records of the results.
2. Consent-Based Social Security Number Verification (CBSV)
CBSV is a fee-based service offered by the SSA to financial institutions and other organizations that need to verify SSNs for non-employment purposes, such as credit applications and loan processing.
**Eligibility:**
* You must be a financial institution or other organization approved by the SSA.
* You must have the individual’s written consent to verify their SSN.
* You must have a permissible purpose for verifying the SSN under the Fair Credit Reporting Act (FCRA) or other applicable laws.
**How to Use CBSV:**
1. **Apply for CBSV Access:** Contact the SSA to apply for access to the CBSV system. You’ll need to provide information about your organization and your intended use of the service.
2. **Obtain Written Consent:** Obtain written consent from the individual whose SSN you want to verify. The consent form must clearly state the purpose of the verification and how the information will be used.
3. **Submit Verification Request:** Submit the verification request to the SSA through the CBSV system.
4. **Review Results:** The SSA will return the verification results, indicating whether the SSN matches their records.
**Important Considerations:**
* CBSV is a more comprehensive service than SSNVS, as it can verify the SSN against a broader range of SSA records.
* The cost of CBSV varies depending on the volume of verification requests.
* Strict adherence to privacy laws and consent requirements is crucial when using CBSV.
3. E-Verify
E-Verify is an internet-based system operated by the Department of Homeland Security (DHS) in partnership with the SSA. It allows employers to verify the employment eligibility of their employees.
**Eligibility:**
* E-Verify is mandatory for some federal contractors and employers in certain states. Other employers can voluntarily enroll in the program.
* You must have the employee’s consent to use E-Verify.
**How to Use E-Verify:**
1. **Enroll in E-Verify:** Go to the E-Verify website ([https://www.e-verify.gov/](https://www.e-verify.gov/)) and enroll in the program. You’ll need to complete an online tutorial and sign a memorandum of understanding (MOU).
2. **Create a Case:** After hiring a new employee, create a case in E-Verify by entering the employee’s information from their Form I-9 (Employment Eligibility Verification). This includes their name, SSN, and immigration status.
3. **Submit Verification Request:** E-Verify will compare the employee’s information against records from the SSA and DHS.
4. **Review Results:** E-Verify will return one of the following results:
* **Employment Authorized:** The employee is authorized to work in the United States.
* **Tentative Nonconfirmation (TNC):** E-Verify could not confirm the employee’s employment eligibility. The employee has the opportunity to contest the TNC.
* **Final Nonconfirmation:** E-Verify has confirmed that the employee is not authorized to work in the United States.
**Important Considerations:**
* E-Verify verifies both the SSN and the employee’s authorization to work in the United States.
* Employers must follow strict guidelines and procedures when using E-Verify to avoid discrimination and ensure fairness to employees.
* If an employee receives a TNC, they have the right to contest the finding and provide additional documentation to prove their eligibility.
4. Checking the Social Security Card
While not a verification method in itself, examining the physical Social Security card can provide some initial assurance. Look for the following:
* **Original Card:** Ensure the card appears to be an original and not a photocopy or altered document. Genuine cards have specific security features.
* **Correct Name and SSN:** Verify the name and SSN on the card match the information provided by the individual.
* **No Obvious Signs of Tampering:** Check for any signs of tampering, such as erasures, alterations, or inconsistencies in the font or print quality.
**Important Considerations:**
* A physical Social Security card is *not* proof of identity or authorization to work. It only shows the SSN assigned to that individual.
* Individuals may have legitimate reasons for not possessing their Social Security card (e.g., lost or stolen card).
* Never ask an employee to provide their Social Security card unless required by law (e.g., for tax reporting purposes).
5. Using a Third-Party Verification Service
Several third-party companies offer SSN verification services. These services typically use a combination of public and private databases to verify the accuracy of an SSN and associated information.
**Important Considerations:**
* **Reputation and Security:** Choose a reputable and secure third-party provider with a strong track record of protecting sensitive data.
* **Compliance:** Ensure the provider complies with all applicable laws and regulations, including the Fair Credit Reporting Act (FCRA) and the Gramm-Leach-Bliley Act (GLBA).
* **Cost:** Compare the costs of different providers and choose one that fits your budget.
* **Accuracy:** Understand the limitations of the service and the potential for errors.
* **Permissible Purpose:** Ensure you have a permissible purpose for using a third-party service and that you obtain the individual’s consent when required.
Methods to *Avoid* When Verifying an SSN
Several methods are *not* recommended or are outright illegal for verifying an SSN:
* **Calling the Social Security Administration Directly:** The SSA generally does not provide SSN verification services over the phone to the general public.
* **Using Unsecured Websites or Online Tools:** Avoid using websites or online tools that promise to verify SSNs for free or for a small fee. These services are often scams or may compromise your data security.
* **Requesting the SSN Unnecessarily:** Only request an SSN when you have a legitimate and legally permissible reason to do so.
* **Using the SSN for Unlawful Purposes:** Never use an SSN for any unlawful purpose, such as identity theft, fraud, or discrimination.
Legal and Ethical Considerations
Verifying an SSN involves sensitive personal information, and it’s crucial to comply with all applicable laws and regulations to protect individual privacy. Key considerations include:
* **The Privacy Act of 1974:** This law restricts the government’s ability to disclose an individual’s SSN without their consent.
* **The Fair Credit Reporting Act (FCRA):** This law regulates the collection, use, and disclosure of consumer information, including SSNs, by credit reporting agencies.
* **The Gramm-Leach-Bliley Act (GLBA):** This law requires financial institutions to protect the privacy of their customers’ personal information, including SSNs.
* **State Privacy Laws:** Many states have their own laws regulating the collection, use, and disclosure of SSNs.
**Best Practices for Handling SSNs:**
* **Collect SSNs Only When Necessary:** Only collect SSNs when you have a legitimate and legally permissible reason to do so.
* **Securely Store SSNs:** Store SSNs in a secure manner, such as in encrypted databases or locked cabinets.
* **Limit Access to SSNs:** Limit access to SSNs to only those employees who need it to perform their job duties.
* **Properly Dispose of SSNs:** Properly dispose of SSNs when they are no longer needed, such as by shredding paper documents or securely wiping electronic data.
* **Train Employees on SSN Security:** Train employees on the importance of protecting SSNs and the proper procedures for handling them.
* **Develop a Written Information Security Plan:** Develop and implement a written information security plan that outlines your organization’s policies and procedures for protecting SSNs.
* **Regularly Audit Your Security Practices:** Regularly audit your security practices to ensure that they are effective in protecting SSNs.
* **Be Transparent with Individuals:** Be transparent with individuals about how you collect, use, and protect their SSNs.
What to Do If You Suspect SSN Fraud
If you suspect that someone is using a fraudulent SSN, you should take the following steps:
1. **Report the Fraud to the Social Security Administration:** Contact the SSA’s Office of the Inspector General (OIG) to report the suspected fraud.
2. **Report the Fraud to the Federal Trade Commission (FTC):** File a complaint with the FTC.
3. **Contact the Credit Bureaus:** Contact the three major credit bureaus (Equifax, Experian, and TransUnion) to place a fraud alert on your credit report.
4. **Consider Freezing Your Credit:** Consider freezing your credit to prevent unauthorized access to your credit report.
5. **Monitor Your Credit Report Regularly:** Monitor your credit report regularly for any signs of fraudulent activity.
6. **Notify Law Enforcement:** If you believe you have been the victim of identity theft, notify your local law enforcement agency.
Conclusion
Verifying a Social Security Number is a necessary but sensitive process. By understanding the legitimate methods, legal considerations, and best practices outlined in this guide, you can ensure that you are verifying SSNs in a responsible and compliant manner. Always prioritize the protection of individual privacy and adhere to all applicable laws and regulations.
By following these steps, you can mitigate risks, ensure compliance, and protect both your organization and the individuals whose information you are handling. Remember, responsible handling of sensitive data is not just a legal obligation, but also an ethical imperative.