Life in the Electronic Lane: Business Services Online

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Life in the Electronic Lane Business Services
Online

• Heart of Oregon Chapter
• February 9, 2006
• Timothy Beard
• Social Security Administration
• Seattle

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SSAs Electronic Employer Services

• Business Services Online
• www.socialsecurity.gov/employer
• Register for PIN and Password
• Including Self-employed
• Upload W-2 Files
• W2 Online/W2C Online
• Online SSN Verification
• Check Status/Acknowledge Notices
• Notices via e-mail

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Whats In It For You?

• Extended W2 Due Date March 31st
• Fully Electronic No Paperwork
• Immediate Electronic Receipt
• Faster Processing
• Fewer Errors
• Tracking Capabilities
• More Services
• Saves Money for All

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www.socialsecurity.gov/employer
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PIN Issued
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Login Page
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Options Presented at Initial Login
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Successful Role Selection
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Role Request Processed SSA Will Mail You More
Information Activation Code
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When Activation Code Received
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Activate A Role
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You Successfully Activated A Role Enter Another
Activation Code (If Needed)
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W2 File Upload
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W-2 Online

• Ideal for Small Filers or Special Needs
• No Forms or Tax Software Required
• Blank W-2 Displayed
• Fill In Screens One At a Time (20)
• Name/SSN Verification
• W-3 Totaled for Your Records
• Prints Employee Copies
• Save Up to 50 Sets Until Submit
• Creates Archive File

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W-2C Online

• Enter 5 W-2Cs At a Time
• Corrects Prior Tax Year, Only
• Cannot Use to Correct
• Territorial or Military Wages
• EIN or Type of Employment
• Address
• State or Local Wages
• Hold Up To 50 Submissions
• Print Employee Copies
• Creates Archive File

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Latest Service-SSNVS

• Verifies Employee Name and SSN With SSA Over the
  Internet
• Only States If Name Social Security Number
  Match SSAs Records
• Gives Death Indicator
• Cannot Be Used for Prehiring Screening
• Dont Use to Take Adverse Action Against an
  Employee

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Whats the Issue?

• W2 Name and SSN Need to Match SSA Records
• No Wage Credit If Mismatches
• 97 of W2s Have Valid Information
• Unable to Match Several Million W2s
• Suspense File
• Employer and Employee Notices

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Prevent Mismatches

• Ask to See SSN Card at Hire
• Record Name and SSN as Shown on SSN Card
• OK to Use Middle Initial Only
• Use Care With Compound Names
• OK to Copy SSN Card for Payroll
• Use SSNVS!

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Two Methods for using SSNVS

• Direct Keying
• Up to 10 Names/SSNs
• Immediate Results
• Can Key Multiple Screens
• File Upload
• Upload Up to 250,000 SSNs Per File
• Results Next Business Day
• File Format at
• www.socialsecurity.gov/employer

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To Use SSNVS

• BSO PIN and Password
• Activation Code
• Log into BSO and Select SSNVS
• Verify Names and Social Security Numbers
• If a Mismatch Occurs, Take Appropriate Steps
• If Cant Resolve Mismatch, Ask Employee to
  Contact SSA

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Resources

• Tim Beard
• 206 615-2125
• Tim.Beard_at_ssa.gov
• www.socialsecurity.gov/employer
• Employer Reporting Service Center
• 800 772-6270
• BSO Technical Assistance
• 888-772-2970