Business Internet - HR Info - Taxes
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ERRORS IN SOCIAL SECURITY NUMBERS
To assure our payroll records are correct, HR must maintain a copy of the employee's social security card and payroll accounting must use the employee's name PRECISELY as it appears on that card. NO EXCEPTIONS.
If you change your name, you must submit to HR a copy of your new Social Security card WITH your new name. You can get a new SS card by calling the Social security Administration at 800-772-1213 or obtaining a change of name form by clicking here.
In our payroll system we use your name from your SS card, without titles (e.g. Mr, Ms, Dr, Capt, etc) or suffixes (e.g. RN, MD, PhD, DDS, Jr, Sr)
The Social Security Number Verification Service (SSNVS) allows us to use the Internet to match our records to theirs. We can also verify employee's names and numbers (50 or more) by calling 410-965-7140.
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Click to order Tax Forms (W-2, W-3, 1096, & 1099) ON-LINE from the IRS for NO COST.
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Taxpayer Advocate Service
If a taxpayer has problems that he or she could not resolve through normal IRS channels, or has suffered a significant hardship as a result of the applicatio of the tax laws, call 877-77-4778.
It is an independent part of the IRS established to assure tax problems are resolved promptly and fairly.
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RESTRICTIONS ON USING SSNVS
- Register for SSNVS at the SSA Web Site
- We can use SSNVS only AFTER we hire an employee.
- We may not take punitive action against an employee whose name and social
security number do not match. The law requires ONLY that we ask the employee
to call the SS office and correct any discrepancies.
We are subject to a fine of $50 for each employee that incorrectly report, so be sure we have copies of ALL employee Social Security cards.
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W-2 FILING SCHEDULE
- After the last payroll preparation date (typically the last Monday in December),
we reconcile payroll records:
- Correcting Employee Names and addresses.- Adding Fringe Benefits (company cars)- Reconciling company match of 401K deferrals- Entering Disability Payment Adjustments - We distribute W-2's by the end of the second week of January. If you are
currently employed, you will receive your W-2's with your paycheck. Otherwise
we mail W-2's by First Class mail at their last known address.
- We file W-2's ON-LINE by end of March with SS Adm.
- If you loose your W-2, you may request a replacement. Please allow up to
three weeks to receive that replacement. Please check your records, no latter
than the end of February, to be you have a W-2. Tax Filing Date is April 15'th.
