Manager's Toolkit - Labor Law Posters

Labor Law Posters

Do not post any employment law posters other than the ones listed below:

Labor Law Posters
Seattle Sick/Safe Leave Poster	View
UI Notice for Religious Orgs	View
FMLA Poster (rev. 2009)	View
UI Notice for All Employers	View
Job Safety and Health Protection	View
Your Rights as a Worker	View
Notice to Employees - Self-Insured Businesses	View
Your Rights Under USERRA	View
Canon Law Disclaimer	View

Response to Social Security Administration (SSA) "No Match" letters

Employers can receive an “Employer Correction Request” letter (commonly known as a “no-match” letter) from SSA if the combination of employee name and Social Security Number (SSN) reported to SSA by the employer do not match SSA records.

Within 30 days after receiving the letter, the employer should:

1. Promptly check its records to determine whether a simple typographical or similar error is the cause of the discrepancy. If there is such an error, the employer would correct its records, and inform the relevant agencies that the employer’s records now match the agencies’ records, making a record of the manner, date, and time of the verification and correction.
2. If the record check does not resolve the discrepancy, the employer must ask the employee to confirm that the employer’s records are correct. If the employee confirms that the employer’s records are correct, the employer must ask the employee to pursue and resolve the issue with the SSA.

A discrepancy will be considered “resolved” only if the employer verifies with SSA that the employee’s name matches in SSA’s records the number assigned to that name.

If the discrepancy is not resolved within 90 days of the employer’s receipt of the SSA no-match letter, the employer and the employee must complete a new Form I-9, using the same procedures used for newly hired employees, except that both section 1 and section 2 of Form I-9 would have to be completed within 93 days of receipt of the no-match letter. In this reverification process, no document containing the SSN that is the subject of the no-match letter (nor a receipt for the replacement of such a document) may be used to establish employment authorization or identity, and no document without a photograph may be used to establish identity.

We also recommend using the afore-mentioned steps if City Investigations Corporate Security (CICS) reports a discrepancy with the name and social security number as part of their criminal background check process.