Why SSN Verification for Remote Hiring Is So Important

Remote hiring has made recruiting faster and more flexible, but it has also changed how employers confirm the information candidates provide: A candidate can apply, interview, complete paperwork, and sometimes begin working without ever visiting a company location.  

Most candidates are exactly who they say they are. Still, remote hiring gives people using stolen or manipulated personal information more opportunities to move through the hiring process without the face-to-face interactions that once provided additional identity confirmation.

SSN verification has, therefore, become an increasingly important part of modern employment screening. Used correctly, SSN verification provides an early opportunity to identify discrepancies, ask better questions, and determine whether additional screening or verification is appropriate.

But there are limits.  

What Is SSN Verification?

SSN verification is the process of validating the Social Security number (SSN) information provided by a candidate against the data sources and verification methods used by a screening provider. Depending on the methodology and records available, the verification may identify potentially invalid SSNs, discrepancies in identifying information, or other indicators that warrant further review.

For example, a result may suggest that the information supplied does not line up as expected, which allows an employer to follow its established procedures to determine what triggered the discrepancy.

In many cases, there is a legitimate explanation. A candidate may have made a data-entry error, changed their name due to marriage or another life event, recently moved, or encountered an inaccuracy in an underlying record.

In other situations, the discrepancy may require more extensive verification.

Either way, the SSN validity check gives the employer information it would not have if it simply accepted the number exactly as submitted.

What Can an SSN Validity Check Reveal?

An SSN validity check may help flag the following:

• Potentially invalid Social Security number information
• Suspicious or inconsistent SSN data
• Certain associations with deceased individuals, when included in the screening methodology
• Information that does not match other available records as expected
• Discrepancies that should be reviewed before additional screening continues

However, a questionable result should not automatically lead to the conclusion that an applicant committed fraud. Screening data can contain errors, and legitimate life changes can create inconsistencies.  

What SSN Verification Cannot Prove

Understanding the limits of SSN verification is just as important as understanding what it can uncover.

Even if a candidate passes an SSN verification check, it does not necessarily establish any of the following:

• The candidate is the legitimate owner of the Social Security number
• The person attending an interview is the legitimate SSN holder
• The applicant is authorized to work in the United States
• The candidate has passed a criminal background check
• The candidate's employment, education, or credential history is accurate.
• Every element of the candidate's identity has been independently verified

Consider a case involving stolen personal information. A person who has obtained another individual's legitimate name, date of birth, address, and Social Security number may be able to provide information that appears valid. The SSN itself may not be fabricated.  

However, fraudulent activity may still be occurring because the individual using the information is not the rightful owner of that identity. This example, though hypothetical, is why employers should avoid treating an SSN check as dispositive proof of identity. 

SSN Verification vs. SSN Trace vs. Identity Verification

"SSN verification," an "SSN trace," and "identity verification" are sometimes discussed together, but they serve different purposes. 

SSN trace

An SSN trace can provide names and address histories associated with a Social Security number, which can help an employer or background screening provider determine which jurisdictions should be searched during pre-employment background screening.

For example, if an address history shows that a candidate previously lived in several counties or states, that information may help guide additional record searches.

However, an SSN trace should generally be viewed as a research tool rather than proof of identity. Like SSN verification, it can help identify information for further review, but it does not conclusively establish that the person applying for the job is the rightful owner of the Social Security number.

Identity verification

Identity verification addresses a different question: Is the person participating in the hiring process actually the person they claim to be?

An employer may have a valid-looking SSN and a reasonable address history while still needing a separate identity-verification control, depending on its hiring process and the risks associated with the position.

Why Employers Should Investigate SSN Discrepancies

A discrepancy is a reason for additional review, not an automatic basis for disqualifying a candidate. Employers may encounter mismatches for a variety of reasons, including:

• Typographical errors
• Recent address changes
• Legal name changes
• Incomplete records or outdated records
• Errors in source data
• Misunderstandings regarding requested information
• Delays in records being updated across systems
• Potential misuse of personal information or identity theft

When a mismatch appears, the organization should follow its established screening procedures, determine what additional information may be appropriate, document the review, and apply the same standards consistently to similarly situated candidates.

Building SSN Verification Into a Remote Hiring Process

Organizations do not necessarily need a complicated workflow. However, the process should be consistent enough that recruiters and hiring managers know what to do when something does not look right.

1. Verify candidate information early

When appropriate for the employer's screening process, checking SSN information before relying on it for other searches can help identify issues earlier.

2. Define how discrepancies are handled

Employers should determine who reviews mismatches, what supporting information may be requested, and when a concern should be escalated.

Without a defined workflow, different recruiters may handle similar issues in very different ways.

3. Avoid treating one result as the entire screening decision

SSN verification answers a relatively narrow question. Criminal searches, employment verification, education verification, identity verification, and other screening components provide different information.

Which checks are appropriate will depend on the position and applicable requirements.

4. Match screening to the risk of the role

Remote employees may receive laptops, administrative privileges, customer information, intellectual property, financial data, or access to internal systems.

Organizations may want more robust identity-focused screening for positions with greater access or risk, while still applying their policies consistently and lawfully.

How DISA Can Help

SSN verification can give employers greater visibility into the Social Security number information candidates provide, particularly when recruiting and onboarding happen remotely.

In addition to a full range of employment services, such as SSN traces, criminal record searches, employment and education verification, identity-focused screening, and other role-appropriate checks, DISA Global Solutions offers SSN validity checks.

Strengthen your hiring process with DISA. Explore DISA’s SSN checks and role-appropriate screening services designed to help you make more informed hiring decisions. 

Frequently Asked Questions