An incorrect Social Security Number has been entered in the Personnel... »

25) An incorrect Social Security Number has been entered in the Personnel Maintenance. How do I delete this record?

It is impossible for a workstation to delete records from the Personnel Maintenance. The best thing to do is to make sure that the record is marked and corrective actions taken to prevent any or additional payroll activity from processing against this invalid number.

When it is determined that an employee record has an incorrect social security number (SSN), one of two conditions will exist. The first is that the employee has NOT had any payrolls processed against the incorrect SSN. In this case, simply make the necessary corrections to the records in the system to keep this record from being used in payroll processing. The second is that payroll has processed against the incorrect SSN. In this case, considerably more effort will be required to ensure that all data is 'moved' to the correct SSN.

The first step in correcting either of these situations is to check to see if the correct SSN already exists in the Personnel Maintenance. If it does, change the name field on the record with the incorrect SSN from NAME to QQNAME. This will flag the record for all users that the SSN is invalid and should not be used. If there has been payroll activity against both of these records, the information should be combined and stored on the record with the correct SSN in the Personnel Maintenance. This can be accomplished by processing payroll correction transactions to make the appropriate updates (the B/P/P Operations Center recommendation) or depending on the circumstances, manual adjustments can be made against the Employee file data to ensure accurate payroll deduction calculations for future payroll processing. In this second instance, contact the Manager of the B/P/P Operations Center for assistance and the special deduction update forms necessary to accomplish this task. Active Budget records with the incorrect SSN should also be updated. Retirement contributions to ORP/TDA Vendors and/or TRS will also have to be corrected and reported under the proper SSN. At the end of the calendar year, during the processing of the Form W-2s, the W-2 information for both the incorrect and correct SSNs will have to be manually combined (through corrections to screen 307 - W-2 Changes Entry) to produce one final W-2 on the correct SSN for the entire year.

If a record with the correct SSN does not exist in the B/P/P System, there are two alternatives as to how best to correct the situation. One alternative is to use the Transcribe function on the Personnel Maintenance Menu (Screen 100), and copy the data residing in the Personnel Maintenance module of the B/P/P System to the correct SSN, and then change the name on the record with the incorrect SSN from NAME to QQNAME. This will flag the record for all users that the SSN is invalid and should not be used. Active Budget records with the incorrect SSN should also be updated. This alternative will require that you make manual adjustments to all of the reporting entities as described in the paragraph above. This transcribe function option is not recommended for Active employees who have had payroll activity against the old or incorrect SSN.

The second alternative is to manually build the record for the correct SSN in Personnel Maintenance. Again, update the Active Budget records with the correct SSN. Now, from payroll history, identify and summarize all payroll activity for the current calendar year and process payroll correction entries to zero out the FYTD and YTD accumulators in the employees Personnel Maintenance record for the invalid SSN and to update the appropriate values in the record with the correct SSN. This will have the effect of correcting all of the payroll activity and moving it to the valid SSN. Thus, no calendar year end (W-2 corrections) will be necessary for proper reporting to the SSA. Other updates to TRS and ORP/TDA Vendors will have to be coordinated just as above.

This page was last updated on 06/11/2010 17:15:22