Tax ID # vs. SS# for Wage Reporting

Gayle · January 2004

We have a Hispanic employee whose Social Security number came back from our payroll system company as an unmatched Social Security number. When I questioned her about this, she produced a card that she had just received from the IRS called an Individual Tax ID number-like companies use, but for an individual. Does anyone know if we are to use this (as an employer) for all payroll, benefits, etc. instead of the Social Security number?? I have been on the IRS website and it says the individual tax ID numbers are issued to aliens who are not eligible for a Social Security number.....anyone know anything about this??? I appreciate your help!

marc · January 2004

It is used in lieu of SSN for payroll tax reporting purposes. I don't know if it stands in place of SSN for benefit purposes, but I bet your carrier knows. It is likely, but let them tell you.

Gayle · January 2004

Thanks, Marc-she did originally produce a Social Security card but apparently it is invalid...so do Social Security numbers get taken away????

marc · January 2004

[font size="1" color="#FF0000"]LAST EDITED ON 01-08-04 AT 10:34AM (CST)[/font][br][br]I don't understand your question about SSN's being taken away, but you can use the ITIN in your system for W-2's and 941's, etc. This is the number the EE will use in filling out his Federal Tax return.

SMace · January 2004

Invalid=fake. How do you deal with ee's that provide falsified information at hire?

Gayle · January 2004

Social Security is very clear that no adverse action can be taken against an employee that presents a "mismatched" SS card--we are to presume no guilt-just refer the employee to Social Security for resolution---this is different than expired employment authorizations, etc. So I would not fire her based on the mismatched number alone-especially when she produces an IRS card with an individual taxpayer ID number....she is probably validly in this country--the technicalities of having a SS and tax ID number are what we are unclear on...

Whatever · January 2004

Did you call Social Security and verify the new taxpayer ID number?

HRsage · January 2004

[font size="1" color="#FF0000"]LAST EDITED ON 01-08-04 AT 12:28PM (CST)[/font][br][br][font size="1" color="#FF0000"]LAST EDITED ON 01-08-04 AT 12:27 PM (CST)[/font]

Gayle,
What was her response when you informed her that her SSN was a mismatch? Did she tell you that it was "taken away"?
SSN's do not get taken away, that I know of.
You can use the tax id for wage reporting, but her mismatch also puts her work elibility into question if she used a SS Card for the I-9 and if she can't resolve it with the SSA.

Gayle · January 2004

She told me she had just changed her Social Security card to her married name and that she does not have a new card yet...but Social Security could not verify the number under either her old or new name...

flaroyale · January 2004

If her SS# is invalid what did she provide you as proof of eligibility to work in the U.S.? The tax ID # is not proof of work eligibility.

Tax ID # vs. SS# for Wage Reporting

Comments