Have you heard of Social Security Administration’s “no-match letters”? A no-match letter is to sent to an employer when an employee’s name does not match a valid a SSN. The employee also receives a similar letter in an effort to capture a correct social security number. Here’s a sample no-match letter.
SSA suspended this practice in 2007 after litigation arose challenging a proposed no-match rule issued by the US Department of Homeland Security. But issuing these letters was resumed effective March 22, 2011.
If you receive such a letter your first step should be to not to take any adverse action against the employee. But, you should not neglect the correspondence either. This document off the SSA’s website gives you ten steps to follow. I also found some practical how to’s here.
After you read both documents, I suggest you proactively develop policy and procedures on how to handle such instances. Then ask your attorney to review your work to make certain that you’re in compliance.
Being an employer in today’s times can be challenging and costly with many regulations and reports. So, it’s important that you have an attorney on your team of external experts as evidenced by this resurrected federal practice.
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