The University of Wisconsin System
When employed by the University of Wisconsin System (UWS) a number of 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 Social Security number. The Social Security number is used as a key identifier to report employment, earnings and taxes to the Internal Revenue Service, the Wisconsin Department of Revenue, the Social Security Administration and other federal and state governmental agencies The University of Wisconsin Processing Center (UWPC) serves the function of the University's primary reporting agent. In this capacity outside governmental agencies notify the UWPC when mismatches to records occur. The UWPC then communicates these mismatches to the respective UW Human Resource Departments where the employee is employed.
This policy sets forth the minimum procedural requirements for the correction of an employee Social Security mismatch communicated to the UWPC by an outside governmental agency. These minimum procedural requirements are established to provide consistency in the systemwide application of this correctional process. The UW Human Resource Department may adopt additional procedural requirements subject to review and approval by the UWSA Office of Staff Benefits and Payroll Policy.
Mismatches can be caused by many legitimate reasons, so it should not be assumed that when a governmental agency reports a mismatch that an employee has intentionally done anything wrong. The UWPC will notified an employee, through the UW Human Resource Department, of a Social Security mismatch and it is ultimately the employee's responsibility to follow-up with the proper governmental agency to correct the problem.
The UW Human Resource Department may not provide legal advise should it be needed to correct the mismatch problem.
Mismatch Notification Process.
Over the course of the year the UWPC is required to provide a number of outside governmental agencies with employee employment information. The Department of Workforce Development (DWD), the Internal Revenue Service (IRS) and the Social Security Administration (SSA) are examples of some of the outside governmental offices which the UWPC may be required to provide information too. Periodically, these outside governmental agencies communicate to the UWPC that a discrepancy exists when an employee's record is compared to the outside governmental agency's record. The outside agency transmits a report to UWPC when such a mismatch occurs.
(A) For all UWS institutions, the UWPC will forward the names of employees and Social Security numbers on record where mismatches have occurred to the Director of Human Resources ("HR Director"), or other designee, at the individual's employing UW institution.
(B) When an HR Director or designee receives mismatch information the procedure will be to send a letter to the employee. Due to the confidential nature of the mismatch process, any and all correspondence should be mailed to the employee's home address.
(C) The letter will explain the nature of the mismatch and direct the employee to take action to correct the error. The UW institution will provide the employee a minimum of 30 days from the date of the letter to take corrective action. This process will be referred to as Model Letter 1. (See Attachment)
(D) If it is subsequently learned through the mismatch process that an individual previously notified through the Model Letter 1 process has not corrected an identified problem, a second letter will be sent. This second letter will advise the employee of the necessity for prompt and immediate corrective action. The UW institution must provide the employee a minimum of 30 days from the date of the letter to take corrective action. This process will be referred to as Model Letter 2. (See Attachment)
(E) If it is subsequently learned though the mismatch process that after two prior written attempts that an individual has not taken corrective action, a third letter will be sent. This letter will strongly advise the employee of the seriousness of the problem and the necessity for immediate corrective action. The letter will state that this represents a third and final notice to the employee of the mismatch problem. The UW institution will provide the employee 30 days from the date of the letter. The employee must provide evidence to the HR Director, or designee, within 30 days of the date of the letter that the problem has been addressed and is being corrected. If such notice has not been received the employee should be notified of their immediate termination. This process will be referred to as Model Letter 3. (See Attachment)