Social Security Numbers (SSNs) need to be changed in PHR for different reasons. The most prevalent reasons are:
- The number was entered incorrectly when the employee’s record was created.
- The employee is a foreign national and began working under a temporary number. His/her number needs to be updated upon receiving his/her SSN.
Regardless, an employee's SSN in PHR should be correct to ensure his/her wages are reported correctly to the tax entities. Each unit is responsible for changing its employees’ SSN.
When the employee asks the department to request a change of SSN in PHR, the employee should present his/her SSN card to the payroll representative to make sure the correct number will be entered in PHR and the name in the system matches with the one on the SSN card.
To change a SSN, the payroll representative should follow this process:
- Access the employee record in PHR and go to the "Employee Information" screen.
- Click the link next to the employee's current SSN that says "Change SSN."
- Add the new SSN, select a reason for the change, and add notes if applicable.
- Click "Save."
- Verify the new SSN is correct and click "Submit to Payroll Services."
The process to change the SSN in all applicable campus systems may take 10-14 days.
Once a SSN change request is submitted, no additional SSN changes can be submitted for that employee until the original request is processed.