Updating Social Security number for Premier Payroll users

If an employee was set-up with an incorrect Social Security Number (SSN) in NetSuite, all reports and tax forms filed to the tax agencies reflect the wrong SSN. To correct the SSN, please perform the following steps in chronological order:

A. Update the Social Security Number in NetSuite for Active Employees

1. Navigate to Lists > Employees > Employees
2. Click Edit next to the employee name
3. Click Human Resources tab
- Enter the correct nine-digit number in the Social Security field
4. Click Payroll tab > Make sure Include in Payroll box is checked
5. Click Save
6. Navigate to Setup > Payroll > Update Payroll Information > Check Agree box > Click Commit Updates

B. Update the Social Security Number in NetSuite for Inactive Employees 

The employee record status should be Active when updating the SSN in NetSuite so that the changes can be transmitted to the Payroll Service.
User has to perform the steps differently:

1. Navigate to Lists > Employees > Employees
2. Check the Show Inactives box to make the employee appear on the list
3. Click Edit next to the employee name
4. Click Human Resources tab
- Enter the correct nine-digit number in the Social Security field
- Remove the date from Termination/Release Date field and place it on Notes field located under Primary Information line for temporary reference
5. Click Payroll tab > Check Include in Payroll box if applicable
6. Click System Information tab > Uncheck Inactive box
7. Click Save
8. Navigate to Setup > Payroll > Update Payroll Information > Check Agree box > Click Commit Updates

After which, reinstate employee status from Active to Inactive by editing the employee record:
- Payroll Tab > Include in US Payroll = Unchecked
- Human Resources tab> Termination/Release Date= Employee's termination date
- System Information > Inactive box = Checked- Save

Note: Updating the SSN may require amendment of returns particularly if the change is made past the quarter. Please contact Support for further assistance and prepare the following:

-Employee Name
-State (Workplace and Home Address)
-Affected period (Quarters and Year)
-Subsidiary (If Applicable)

Important: Social Security number is a sensitive information and must not be documented when sending SSN amendment request via Support Case.