Understanding No-Match Letters: What to Do When You Receive One

In the past, “no-match letters” created a lot of stress for employers, employees, and immigrants. After a lot of push back and lawsuits from immigration groups, businesses, and labor unions, the “no-match letters” were stopped. However, in recent months they have returned. With them came a lot of concerns about compliance issues and fears that they would once again indicate work authorization problems. However, their reinstatement came with specific policy changes that are important for employers and immigrants to know and understand.

What are “No-Match Letters”?

In 2019, the Social Security Administration again implemented the “no-match letters” also referred to as “employer correction requests.” These “no-match letters” are sent out by the Social Security Administration (SSA) when the Social Security number or the name on the employers Form W-2 does not match Social Security Administration records.  

How do “No-Match Letters” Impact the Social Security Administration?

The SSA began implanting these “no-match letters” to notify the employers and their workers of the discrepancy in terms of certain information. These letters also alerted specific employees that they were not getting the proper credit in terms of their earnings. This could affect their disability benefits and future retirement benefits. When employers receive “no-match letters,” they are advised to follow specific steps to address them and prevent future issues. These include:

• The employer should register online through the agency’s system to discover which worker has the discrepancy.
• Discuss issues with the indicated worker. Have them confirm the name and Social Security Number reflected in the employment records.
• Give the worker a reasonable amount of time to contact the Social Security Administration and correct their records.
• Discuss with the employee their efforts to address and resolve the issue.
• Go over the employee’s specific documents that show that the discrepancy has been resolved.
• Finally, submit any employer corrections to the Social Security Administration.

How Do They Affect Immigrants, the People, and the Country?

Previously, employers were able to use the “no-match letters” as constructive knowledge that employees were not authorized to work in the U.S. Therefore, they could fire them. However, with the policy changes, these actions are no longer allowed. According to the SSA, no adverse action should be taken on any employee indicated in the “no-match letter.” These adverse actions include firing, suspending, laying-off, or any discrimination against the individual. Further, the guidance provided by the agency states that the inclusion of an employee’s name on the “no-match letter” does not indicate the employee’s immigration status. All the “no-match letter” does is inform the employer and employee of a discrepancy in the files.

However, with the comeback of these “no-match letters,” it is imperative that employers implement a written policy and specific procedures on how they respond to the “no-match letters” they receive to prevent any unfair practices or any discrimination issues. They also need to apply the procedures consistently to all their workers and maintain specific records of their responses.  

Why Call Immigration Law Group?

With the country’s immigration policies continually evolving, it’s imperative to have a knowledgeable team that understands the immigration laws. With Immigration Law Group, you will have professionals that understand this evolving political climate. They will also walk you through any immigration problem or question that you have. If you would like to schedule a meeting to discuss an immigration issue or need an immigration question answered, contact the Immigration Law Group today.