How to Get an Employees Social Security Number
Every employer is required by federal law to verify the employment eligibility of all its employees. An important part of this process is verifying a number of documents that prove both identity and employment authorization. An employer must also have a completed W-4 form for withholding federal payroll taxes. While a worker can be authorized to work in the U.S. without a Social Security number, these two forms are the principle means for an employer to get an employee's Social Security number.
Other People Are Reading
Instructions
-
-
1
Present Form I-9. The federal employment eligibility form required for all employers is Form I-9. It is given to an applicant to fill out before hiring to verify he is legally able to work in the United States. Nonresident aliens and others who might not have a Social Security number can nevertheless be authorized to work, but production of a valid Social Security card is one of the acceptable methods of demonstrating identity and eligibility to work.
-
2
Give Form W-4. IRS Form W-4 is required of all employees who are nonexempt from federal withholding taxes. It explicitly asks for the employee's Social Security number. An exempt worker, such as a nonresident alien, will have to apply for and receive an Individual Taxpayer Identification Number (ITIN) and provide this to her employer on Form 8233.
-
-
3
Verify authenticity. The employer is responsible for verifying the authenticity of information provided to them by job applicants. For Social Security numbers, this can be done through the online Social Security Number Verification Service (SSNVS), a link to which is provided in the Additional Resources section below. Up to ten Social Security numbers can be verified immediately through the service, with larger lists, up to 250,000 numbers, yielding results the following business day.
-
1
Tips & Warnings
Employment eligibility and federal withholding are two valid reasons to request an employee's Social Security number, if he has one. The appropriate way to do this is to simply present the corresponding forms to the applicant or employee and allow him to volunteer the information.
Employers are prohibited from discrimination on the basis of race, gender, religion, and national origin and cannot ask certain questions related to these subjects.
References
Resources
- Photo Credit U.S. Department of Health and Human Services
