No-Match Letters

Employers are required to obtain Social Security numbers (SSNs) from employees in accordance with Internal Revenue Code (IRC) requirements. Furthermore, some state and local laws require certain employers to electronically verify a new hire’s authorization to work in the United States. This process generally requires a valid SSN. Discrepancies arise in recordkeeping and the Social Security Administration (SSA) may send a “no-match” letter to an employer notifying the business that an SSN reported to the SSA by the employer for a particular employee does not match the employee’s name. Often such letters are received as a result of simple clerical errors or name changes (for example, after marriage). However, employers do still have responsibilities if such a letter is received. Use this No-Match Letters template to create a policy that fits the needs of your organization.