SSN Change Procedures

Changing a Temporary Social Security Number to the Permanent Number

  • Verify the existence of both a temporary social security number and a permanent social security number in the PHR system by searching for the employee by name only. When you search by name the system will return all records that match the name entered
  • Next, verify the employee demographic information to determine 2 identical dates of birth, then determining which record is the accurate record based upon the social security number and date of birth
  • On the Employee Information screen next to the SSN field, select “change SSN”
  • Enter the New SSN, select the Change Reason, enter notes documenting the request, click Save
  • Verify the SSN change has been entered correctly.  If correct click “Submit to send to Payroll Services”.  If the information is incorrect select “Delete” to re-enter information
  • A system generated email will be sent to Payroll Services with the request to change the SSN
  • DO NOT CREATE A NEW EMPLOYEE DEMOGRAPHIC RECORD TO CHANGE AN EXISTING INCORRECT SOCIAL SECURITY NUMBER

Last updated: April 15, 2019