Dash Of Knowledge – Duplicate SSN

Duplicate Social Security Numbers in the system – they’re cool if your employees have a clone, not cool in all other situations. But don’t worry! There’s an easy fix.

Running the Report:

Step 1: Go to the IMNS Dashboard (if you need a refresher on how to do this, check out our previous post on the IMNS Dashboard basics).

Step 2: Select the ‘Duplicate SSN’ box. Leave the division selection area alone if you want to know who out of everyone in the company shares the same Social Security Number. Otherwise, you can limit this report to the desired specific division (Example: substitutes and all employees).

Step 3: Click ‘Run’ at the bottom of the page. This will give you a brief description of the report and the affected employees.

Fixing the Problem

Step 1: Click the edit link by the employee’s name, which will take you to their administration menu.

Step 2: Go to their profile, under the Personal Information Icon.

Step 3: Enter in the correct Social Security Number for the employee. Use today’s date for the effective date and click ‘save.’

Step 4: A pop-up window appears asking whether you would like the system to automatically update
the employee’s username- since typically the last four digits of the SSN are part of the username. Click “OK” and let the system perform this task for you!

Step 5: You know what the last step always is – make that journal entry!

We hope this helps solve any errors or potential discrepancies you might encounter, and as always, if you have any questions feel free to reach out to us! Though this is the last post in our IMNS series, we are always happy to provide a dash of knowledge.

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