SSA Touts Authentication Enhancements, Increased Security

Enhancements to the authentication process for accessing the Social Security Administration’s Business Services Online will improve data security, an SSA official said March 11.

The new authentication process allows users three new options to validate their identification when accessing the SSA’s BSO portal. “Variety is the spice of life, and we’ve got a lot of spiciness,” said Matt Newton, a technical adviser for the SSA’s Office of Earnings and International Operations.

New BSO users can access a BSO application with either their existing My Social Security Online, login.gov, or ID.me accounts. Alternatively, individuals may use credentials from another federal agency but should make sure to increase the authentication level to access the services, Newton cautioned, speaking at the PayrollOrg Capital Summit in Arlington, Virginia. Users who are unsure how to increase authentication levels should not worry, as “our credentialing partner will walk you through [the process], he said.”

Once credentialed, authenticated employees can access their employer’s BSO account. Individuals representing more than one entity — as in the case of subsidiaries — are now able access the information of those various entities, as long as each individual BSO account is available. “We’re trying to make [the process] a little less painful,” Newton said.

The changes are part of the agency’s goal to align its credentialing systems with those already in use for mySSA. To increase security, users must now undergo financial checks for identity verification purposes, one of many ways the organization is working to stop fraud. “You’re doing the work for your employer, but we still have to verify who you are,” Newton emphasized.

No action is currently needed from employers who outsource their payroll to third-party providers. However, Newton warned employers against discarding SSA notices, as notices only go to the employer, even when using a third-party provider to file Forms W-2. Never assume a copy went to the third-party provider, Newton said.

On notices, employers who receive penalty notices from the SSA are urged to contact the SSA’s employer hotline or their local field offices to verify the notice. “It’s likely a scam,” Newton warned. “We will never reach out to you about employer penalties.”

Electronic Filing

Newton reminded attendees of the new electronic filing threshold, effective January 31, which reduced the e-filing threshold to 10 forms. In addition to the decreased threshold, several forms are now aggregated to meet the 10-form threshold. “There’s no easy way to add it up,” Newton said. “If you think you’ve got more than a couple of employees or contractors, it’s safe assume you need to file electronically.”

“It costs a 200th of a cent to electronically process a W-2 versus the almost 50 cents it costs to process a paper W-2,” Newton said, touting the cost saving benefits associated with e-filing.