Did you know that incorrect Social Security Numbers (SSNs) is the number one cause for incorrect W2s and W2 re-runs? ADP Resource can help! In the coming days you will be receiving an email notifying you of a Management Report (I44) that will be available for download on the Reporting Tab of My ADP Resource after your first payroll processing in November. This report will list all new hires for your company with 12 months of service or less and will allow you to quickly review the SSNs for your new hire employees and report any discrepancies to your Payroll Service Representative (PSR) before W2s are processed. This report can also be produced upon request if needed.
Once the Management Report is available, you can view the list of new hire employees in My ADP Resource by following these step-by-step instructions:
1. Log into My ADP Resource and click on the Reporting tab
2. On the left hand side of the screen under Standard Reports click on Payroll Reports
3. Select the Payroll Reports Tab
4. Click on “View” under Custom ADP Reports (MR Download)
5. Select the Year (2016) and Week/Pay Date (1st Paydate in November) and click “Get”
6. Click on the File Name YEAR END SSN VERIFICATION – I44.CSV “hyperlink” to open the report then Click “Open”
7. Sort by Name, File Number, or Hire Date to review each of the new hires in 2016 that SSN need to be confirmed.
NOTE: If your report is blank you do not have any new hires to review and no further action is required.
8. Sort by Name, File Number, or Hire Date and confirm each SSN*
9. Inform your Payroll Service Representative if you identify any discrepancies.
*Confirmation of SSNs: As an employer, you can verify the SSN listed in the system against any new hire documents on file that were provided by the new hire employee to confirm employment eligibility during the new hire on-boarding process. You can also have each of the new hire employees listed confirm his/her own SSN respectively.
In addition you can also get assistance in verifying names and social security numbers by logging onto the SSA Business Services Online website at www.socialsecurity.gov/bso/bsowelcome.htm (registration for the use of this service is required). You can verify up to 10 names and SSNs (per screen) online and receive immediate results. This option is ideal to verify new hires. You can also upload batch files of names and SSNs and results are usually received the next government business day.
Avoid unnecessary year-end delays - confirm new hire SSNs! If you have any questions or require any assistance, please contact your Payroll Service Representative.