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  		The Social Security Administration (SSA) sometimes needs to write to an employer about a problem that needs attention. The letters below describe problems and what SSA expects the employer to do. We hope these guidelines will help you reply to SSA.

W-2 Report Rejected - Immediate Action Needed!

SSA cannot process W-2 an EFW2 electronic file that has serious errors. The EFW2 Code RA "Submitter" record includes a code showing if you prefer to be contacted by mail or e-mail concerning processing problems. For security, e-mails show the "Wage File ID" (WFID) of the file with errors, not details, and instruct the submitter to log in to SSA's secure site to view errors.

One such error relates to employee names and Social Security numbers. If more than 95% of the employee names and/or Social Security numbers don't match SSA records, SSA rejects the report. Matching will fail for any of the following reasons:

  1. A valid number was on the W-2, but the name does not match the name of the person the number belongs to, according to SSA's master records.
  2. An impossible number was on the W-2 (SSA has never issued it to anyone).
  3. The W-2 showed no Social Security number.

Other rejects are explained in the reject letter from SSA and can also be viewed by logging in to the www.socialsecurity.gov/employer/ Business Services online.  

Take the steps below, then follow the re submittal instructions online or in the letter.

Step 1:
When you receive an e-mail, log in with your User ID and password, view and print the error notice, then use online acknowledgement to acknowledge receipt of the notice. If you receive a letter, log in and acknowledge receipt of the notice.

  • This needs to be done right away, to let SSA know you received the letter and magnetic tape or diskette and are working on the problem.

Step 2:
a) For name/SSN errors, make sure the computer program you used to make the EFW2 file has no errors that caused the problem.

  • If necessary, seek help from the programmer or software company that wrote the program.
  • If this was the cause of the errors, then, after fixing the software, re-run the W-2 program to make a new file, and resubmit it to SSA.
b) Make sure hiring documents were checked and entered into the computer correctly.
  • You are not expected to do a complete review of payroll records if documents were examined and entered carefully at the time of hiring. But if name and/or Social Security number errors on payroll records are found, correct them. After that, re-run the W-2 program to make a new file, and resubmit it to SSA.

Step 3:
When you are sure your both file and payroll records are correct, resubmit the report.

  • For name/SSN rejects ONLY:
    If your records and program are correct, information some employees gave you probably caused the problem. Call SSA at (800) 772-6270 before you resubmit and ask them to force the report when it is received. Correct other errors the letter shows (besides name/Social Security number errors) before you resubmit.
  • Expect to be contacted by SSA again shortly after the report is processed. (See below).

IMPORTANT: To protect your original filing date, make sure your resubmittal is uploaded within 45 days of the error notice. If you need more time, log in before 45 days to request a short extension. When the file is correct and ready to be resubmitted, choose "Resubmittal" and enter the WFID that appeared on the error notice.

Unmatched W-2 Names or Social Security Numbers

If a high Number of the W-2 names and/or Social Security numbers on any employer's W-2 report don't match SSA records, SSA sends the employer a letter and lists up to 500 of the problem ones. This letter is also sent to employers whose report was rejected (see above) and later forced. The point is to ask the employer to review hiring and record keeping practices and work on improving accuracy of future reports.

Read the letter and the enclosure carefully for instructions

W-2 and 941/943 Discrepancies - Reply Required

SSA sends a letter when W-2 totals for a tax year are discrepant with Form 941/943 reports made to Internal Revenue Service (IRS) that year. The employer is asked to investigate and reply. A questionnaire enclosed with the letter explains whether the problem is

  • missing W-2's (SSA has no record of receiving W-2's for the year shown), or
  • discrepant totals (W-2's were received, but the totals of Social Security and/or Medicare wage are less than Form 941/943 totals for the year).

Complete the questionnaire and return it to SSA along with missing W-2's, W-2c's (for W-2 corrections), or other explanations you believe will resolve the problem. You may need to send 941/943 corrections to IRS also.

Letters About Individual Employees - Reply May Be Required

SSA sends employers letters about individual employees for several reasons. The most common simply asks the employer to confirm how much the worker was paid. Others may ask the employer to verify that the name and Social Security number was entered on the W-2 correctly (because, for example, the number belongs to a child under age 7 or the name does not agree with Social Security's records). Each letter tells the employer what information SSA needs, includes a phone number for help, and gives an address for reply.
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Last reviewed or modified Monday Jan 14, 2008
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