Everee is excited to release the Unverified TIN Report. It will be rolling out to customers in November 2022.
This is your guide to using the report and handling common issues.
IMPORTANT LEGAL NOTICE
A mismatch or failed TIN is not a basis, in and of itself, for you to take any adverse action against a worker, such as laying off, suspending, firing or discriminating. Company policy should be applied consistently to all workers. Using the failure of the information to match government records to take inappropriate adverse action against a worker may violate State or Federal law. The information you receive from this verification does not make any statement regarding a worker's immigration status or legal work status.
What is the Unverified TIN report?
This report checks worker names and TINs (can be SSN, EIN, or ITIN) against government databases to reduce errors in reporting. It is important to be diligent in collecting and storing accurate information on behalf of your workers.
What is a TIN?
A TIN is a Taxpayer Identification Number and can be an SSN, an EIN, or an ITIN.
Where to find the Unverified TIN Report?
On the people page, you will notice an icon beside the search bar. It will have a red notification dot to indicate that there are workers at your company that need to have their information updated and/or re-submitted for verification.
You can also access the TIN report straight from the Reports page in the left-side navigation menu.
What should you do about the workers found in this report?
If a worker's name is on this report, it means the information in their Everee account does not match the information the government has on file for them.
2. Reach out to workers as needed to get updated information - use the notification buttons, make phone calls, etc.
To update information: select a worker and a slide out will appear to edit their information.
What about workers not on the Unverified TIN Report?
Workers who do not appear on the report have 'verified' information. There is no need to take any action for those workers. You can double check this by going to a worker's profile and you will see a badge indicating the status of the worker's TIN information.
Common reasons for Failed TIN Verification:
|
Possible Reasons for a Failed TIN Match |
Worker Action to Take | Admin Action to Take |
| *There is a typo in your name. | Ensure that your name in Everee exactly matches your Social Security Card. Log in to your Everee account and update your name. | None. When the worker updates their name they will automatically be re-submit for TIN check and removed from the report. |
| There is a typo in your TIN (SSN/EIN) or your TIN is wrong. | Provide your correct TIN to your admin and they will update it on your behalf. | Update the workers TIN on their Everee profile. |
| There is a hyphen in your name. Example: “John Alex-Cortez” | If your name on your Social Security Card has a hyphen, review everything else for accuracy. |
Ignore this failed result. A future update to this feature will allow you to clear this worker from the report. |
| There are special characters in your name. Example: Peña or O’Malley | If your name on your Social Security Card has these special characters, review everything else for accuracy. |
Ignore this failed result. A future update to this feature will allow you to clear this worker from the report. |
| You’ve entered your preferred name in the ‘legal’ name field. | Update your legal name fields to your legal name, and use the ‘preferred name’ field on your Everee account details. | If needed, assist the worker in updating their preferred name. |
| You’ve included titles such as Mr., Mrs., Dr., Jr., etc. in your name. | Remove any prefix or suffix that is not part of your legal name. If “Jr” or “Sr” is part of your legal name, review everything else for accuracy. |
Ignore this failed result. A future update to this feature will allow you to clear this worker from the report. |
| You have a ‘business name’ in the legal name fields. Or, you have entered your legal first and last name with an EIN, or a business name with an SSN. | Ask your admin to convert your account to a ‘business contractor’ account and provide them with updated information. Refer admins to this article. | Admins can convert a contractor from ‘individual’ to ‘business’ if needed. Use the slide out to convert the worker and update their information. See this help article for more. |
*If you have changed your name, please ensure you update it with the Social Security Administration. For additional help changing your name with the SSA, click here.
Special Characters: Government verification software only accepts characters that are part of the standard English alphabet. If a workers name contains special characters, it will fail verification. If a worker wishes to do so, they may replace the special character with the closest letter in the English alphabet. (Example: Peña -> Pena)
How does the worker know their account information needs updating?
Emails are not triggered automatically. Use the menu on each worker or 'notify all workers' button to send a notification. It's important that workers are aware of changes to their personal information and are given an opportunity to update any incorrect information.
Notify all workers: sends an email & SMS to everyone on the report
3 Dots Menu - send notification notifies that worker via email and SMS.
Last Notification Sent: column updates with the date of the last notification to the worker.
Email Notification Photo
How to update a workers information?
Click on the row containing the workers information and a slide out will appear where you can edit.
Or, go to a workers profile and use the pencil buttons to edit worker information.
What happens when I change information and click "Update"?
Changing a workers information and clicking 'update' will queue that worker for a re-submission to the TIN verification system. Everee will use the new information provided to re-check that their name and TIN match. The worker will disappear from the 'failed' table and will join the 'processing' status. Please wait for a response before taking further action.
What happens when you re-submit without changes?
In the 'edit' slide out, there is an option to "Resubmit verification without changes". This option is available for workers who have updated their information with the Social Security Administration to match the information they provided in Everee. See the married name change example below.
How long does processing take?
This process should take anywhere from 48 hours to 6 business days, depending on when it is re-submitted. If the TIN verifies, you won't see that worker again on this report. All verified workers are not shown on the report. If the information match fails again, the worker will be put back in the failed status and you will need to try again. Have the worker double check that all the information they provided is accurate with the Social Security Administration.
What if a worker is unable to provide a valid TIN? Having trouble contacting them?
If a payee is unable to provide a valid TIN or you have trouble contacting the person, you are encouraged to document your efforts to obtain the correct information (documentation should be retained with payroll records for a period of 3 years).
I've updated information and it is correct now. Why does this worker keep showing up on the Unverified TIN Report?
A worker may re-appear on the Unverified TIN report even if the information is represented accurately in Everee. This is because the data we have stored is in an unacceptable format to the TIN Verification systems (such as including special characters, hyphens, "Jr" or "Sr", etc.). In a future release, this report will allow you to ignore worker verifications for those reasons.
Need further help? Please contact our Customer Support team.
Want more details and examples of situations when a TIN check might fail? See below.
A worker who is a contractor operating as a business - check to see if their profile is a “Contractor: Individual” or “Contractor: Business” on their worker profile. If they are a contractor that onboarded before September 2022 as an individual, or typed their business name into the ‘first and last name’ fields, an admin will need to convert their profile. To convert their profile, you will need to enter their business legal name and EIN. Double check they have provided you with the EIN (and not the SSN which is linked to their first and last name). See this support article for more information on how to convert a worker to a contractor that is a business.
A worker who uses a nickname or preferred name at work - If a worker is using their preferred name/nickname in the ‘legal first name’ or ‘legal last name’ field, it will cause an error during the TIN check. The worker should update their first and last name to reflect their legal name, as it is registered with the Social Security Administration.
A worker whose last name has changed (ex: married name) - If a worker has recently changed their last name but has not submitted the change to the Social Security Administration, the TIN check will fail. They should contact the SSA and fill out the appropriate forms to get an updated card if they plan to file taxes under their new name. Payroll records should only be updated when the worker has successfully completed the name change with the SSA to ensure their earnings history remains accurate. The SSA will direct you if any further action is required to push the name change to the IRS (this can take up to 6 weeks).
Need further help? Please contact our Customer Support team.
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