UW-Madison complies with federal and state regulations which require the collection, verification, and use of accurate Social Security Numbers (SSN) for authorization to work in the United States, criminal background checks for some paid and unpaid positions, including volunteers, and the administration of benefits and payroll, including tax withholding and reporting. This policy sets forth the minimum requirements for resolution when an SSN mismatch occurs.
UW-Madison employees, including paid and/or unpaid positions and volunteers.
When an individual is employed by the University of Wisconsin-Madison many documents are required, by law or regulation, to be completed and transmitted to various governmental agencies. One essential piece of information common to these documents is the individual’s SSN. The SSN is used as a key identifier to report employment, earnings, health insurance, and taxes to the Internal Revenue Service, the Wisconsin Department of Revenue, the Affordable Care Act, the Social Security Administration, and other federal and state governmental agencies.
When the SSN provided by an employee (including paid and/or unpaid positions and volunteers) does not match the record with a government agency or other resource, the school, college, or division must contact the University of Wisconsin-Madison central Office of Human Resources Payroll Office.
A Social Security Number (SSN) mismatch can occur for many legitimate reasons, including by human error in the daily course of business. It should not be assumed that when a governmental agency or other resource reports a mismatch an employee has intentionally done anything wrong.
The University of Wisconsin-Madison does not discriminate in its employment practices and programs and activities on a variety of bases including but not limited to: age, color, disability, national origin, race, or sex. For additional information, contact the Office of Compliance.
