Get access to the exclusive HR Resources you need to succeed in 2018!
Training, policies and tools to help HR prevent and respond to harassment claims.
Is your employee handbook keeping up with the changing world of work? With SHRM's Employee Handbook Builder get peace of mind that your handbook is up-to-date.
Develop your HR competencies and knowledge in-person in 12 U.S. cities or virtually.
#SHRM18 will expand your perspective – on your organization, on your career, and on the way you approach HR. Join us in Chicago June 17-20, 2018
If a clerical error is found, the employer should:
Complete a W-2c online or in hard copy with the correct information. If you are correcting only an employee’s name or Social Security number (SSN), complete Form W-2c through box i, as appropriate. Be sure to report the employee’s previously reported incorrect SSN in box h and incorrect name in box i. Do not complete boxes 1 through 20.
If the employee is given a new Social Security card following an adjustment to his or her immigration status that shows a different name and SSN, file a Form W-2c for the most current year only.
Check the employee’s W-2. If the error is on the employee’s W-2, the employer should advise the employee to correct his or her SSN and name on the W-2.
Check part one of the employee’s Form I-9. If the error is with the name or SSN recorded by the employee in section one, the employer should request that the employee correct, initial and date the form. The employer also can informally request an employee to present his or her Social Security card if the number has been reported by the Social Security Administration (SSA) as a no-match so that the employer will be able to correct its records or the employee’s W-4. For example, the SSN may have been copied incorrectly or the employee may have had a change in his or her name.
If the SSN and the name on the Social Security card match the records the employer provided to the SSA, advise the employee that the SSA has found a discrepancy in its data and direct the employee to recheck his or her Social Security card to ensure that the name and number are correct as listed in the employer’s records.
The authors are attorneys at Epstein Becker & Green PC. Chichoni (email@example.com) is South Region chairperson of the firm’s Immigration Law Group. Groban (firstname.lastname@example.org) is the group’s national chairperson.
You have successfully saved this page as a bookmark.
Please confirm that you want to proceed with deleting bookmark.
You have successfully removed bookmark.
Please log in as a SHRM member before saving bookmarks.
Your session has expired. Please log in again before saving bookmarks.
Please purchase a SHRM membership before saving bookmarks.
An error has occurred
Recommended for you
Save $450 off onsite member rates when you register by 2/2
SHRM’s HR Vendor Directory contains over 3,200 companies