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Sunday, April 17, 2011

Social Security Resumes Sending No-Match Letters

In an April 2011 transmittal the Social Security Administration has announced that after a four year hiatus that it has resumed sending no-match letters to employers. SSA did not send the letters for tax years 2006 through 2009 and has discontinued the EDCOR letters which contained multiple employee data. SSA has resumed sending employer DÉCOR letters for individual employees in April 2011, for tax year 2010, and has discontinued the EDCOR letters which contained multiple employee data.

Employers send the SSA earnings reports (W-2 Forms) with the employee's name and Social Security number (SSN). Prior to 2007, if the W-2 information that the employer submitted did not match SSA records, the SSA sent employer correction request educational correspondence (EDCOR) also referred to as a “code v” or “no-match” letter, which informed the employer of the discrepancy. In the alternative, if the address if the name and/or social security number listed on the employer’s submitted W-2s did not match the information in the SSA database SSA could send an employee version of the employer decentralized correspondence (DECOR) letter to employees at their home address .

SSA reminds employers that there are many possible reasons why the information they reported did not match SSA records. For example, the discrepancy could be due to a transcription or typographical error, an incomplete or blank name or SSN, or a name change. Employers are requested to check if the information provided to SSA matches employer records. A no-match between an employee's name and SSN in the employer and SSA’s records does not mean that the employee lacks work authorization, nor does it make any statement regarding a worker's immigration status. The entire SSA April Transmittal is found on our Publications page. A sample DÉCOR letter is also found on our Website.

The no-match letters are one of the employer records that ICE agents and forensic auditors request and/or subpoena during the I-9 administrative inspections. While no-match letters are not currently considered direct evidence of the constructive knowledge for knowingly continuing to employ civil and criminal charges, they are treated as investigative indicia that the employer has been notified that reported information does not match SSA records.