Unverified TIN Report

This article reviews the Unverified TIN Report. Here, Users can view failed TIN verifications, update Employee information for failed TIN verifications, and resubmit the verification request. 

TIN Verification Overview

TIN verification confirms that the Employee's legal name and their TIN (SSN, EIN, or ITIN) match. R365 processes TIN verifications monthly. The Unverified TIN Report indicates the number of 'Processing' and 'Failed' verifications at the top of the report. 

• Processing: Number of Employees where R365 is in the process of verifying this Employee's legal name and TIN combination.

• Failed: Number of Employees where the Employee's information failed verification. 

On Employee Records, the TIN verification status for the Employee is displayed beneath the 'SSN' field on the Basic Info tab.

The Unverified TIN Report lists each Employee whose TIN verification failed. Clicking on the line for the Employee will open the 'Edit Employee' sidesheet, where their details can be updated and the TIN verification can be resubmitted. 

Legal Notice

A mismatch is not a basis, in and of itself, to take any adverse action against an Employee, such as laying off, suspending, firing, or discriminating. The information received from this verification does not make any statement regarding an Employee's immigration status. Company policy should be applied consistently to all Employees. Using the failure of the information to match government records to take inappropriate adverse action against an Employee may violate State or Federal law.

Failed TIN Grid

The Failed TIN Grid lists all Employees whose TIN verification failed. Clicking on the Employee's line will open the 'Edit Employee' sidesheet, where the Employee's information can be edited and the TIN verification can be resubmitted. Learn more about editing and resubmitting below. 

1. Download - Click to download the failed TIN verifications as a .xlsx file

2. Name - Name of the Employee

3. Business legal name - Name of the Legal Entity associated with the Employee

4. Current TIN - Employee's current SSN, EIN, or ITIN

5. Payee type - Employee or Contractor

6. Last notification sent - Date that the last failed TIN notification was sent to the Employee

7. View TIN - Click to view the Employee's TIN. TINs are obscured by default.

Reasons a TIN Verification Will Fail

Incorrect or Misspelled Names

The name on the Employee's Employee Record must be their legal name registered with the Social Security Administration, as reported by the IRS. If the Employee has changed their name, they will need to update it with the Social Security Administration. 

Name changes submitted to the Social Security Administration take approximately 6 weeks to be processed and submitted to the IRS.

If the Employee's name contains special characters that are not on a standard English keyboard, please use the closest English character to represent it. Government verification systems only accept characters in the name that are part of the standard English alphabet. (Example: for the name Peña, please use Pena).

Names cannot contain titles such as Mr., Mrs., Jr., or academic degrees.

Incorrect TIN

A TIN is the Employee's Social Security Number or ITIN for individuals, or an EIN for contractors. If the TIN was incorrectly entered, the verification will fail. 

Editing Employee Information & Resubmitting

Clicking on the line for a failed TIN verification will open the 'Edit Employee' sidesheet. Here, the Employee's information can be updated and the TIN verification can be resubmitted. 

1. Resubmit verification without changes - Click to resubmit the TIN verification without changing the Employee's information.

   Name changes submitted to the Social Security Administration take approximately 6 weeks to be processed and submitted to the IRS.

2. Employee's Information - The following fields for the Employee can be updated: First name, Middle name, Last name, SSN/ITIN. 

3. Confirmation - To save any changes, the User making changes to the Employee's information must verify that they understand that saving will automatically resubmit the TIN verification.