SSN Trace: What You Need to Know

Cindy Ellis - September 5, 2023

An SSN trace, also known as a social security number trace report, might seem confusing, but this report is actually an important step in the hiring process. SSN traces are essential for employers and employees, and it’s essential to be familiar with what an SSN trace is as you start hiring employees.

Our article gives you all the information you need about social security numbers, SSN trace reports, and why an SSN trace report might be a good idea to include in your hiring process.

What Is a Social Security Number (SSN)?

A social security number, commonly referred to as an SSN, is an important piece of personal identifying information. Most citizens born in the United States (or naturalized citizens) are assigned a social security number, and these numbers are kept on record by the U.S. government’s Social Security Administration (SSA). As you age, social security payments are made with the verification of your social security number, and you can claim disability or other benefits through the SSA using your social security number.

Because an individual’s SSN is so highly personalized and connected to essential items such as finances, government benefits, and retirement income, it’s vital to keep these numbers private. Oftentimes, scammers may target individuals’ social security numbers in an attempt to conduct illegal activities such as fraud and identity theft.

What Is an SSN Trace Report?

A social security number trace report, also known as an SSN trace, is a database search of all of the information connected to a particular social security number, such as names, addresses, and the year and state of issuance of the SSN. An SSN trace is typically conducted as part of a background check, as running a background check with a social security number is considered more reliable and pulls up more information than utilizing a name or address alone.

It’s important to note that SSN trace reports will pull up all connected information to a particular social security number, such as aliases and addresses, but they typically won’t confirm whether or not an SSN belongs to the person who provided it.

You will need to use an alternate method, such as SSN validation, to ensure that the person who provided you with the number is the correct person. This is an essential step in preventing identity theft and employment fraud.

Are SSN Trace Reports Legal?

Social security trace reports are legal and a common part of employment background checks. However, when running an SSN trace and conducting background checks in general, it’s important that you adhere to any state or federal guidelines that regulate background checks and the disclosure of background information. In most cases, you will be required to obtain consent from candidates and describe which information you are checking via an SSN trace or a background report before you are allowed to access this information.

Reasons to Conduct an SSN Trace

Conducting an SSN trace is a helpful part of the background check and hiring process. Below, we give you some reasons why you may want to start conducting background checks with the help of a social security number instead of using a name or address alone.

Verify SSN Legitimacy

Using an SSN trace to conduct a background check helps to verify the legitimacy of a social security number that has been provided to you.

As we mentioned above, an SSN trace isn’t enough to verify the owner of a social security number. Still, it lets you know if the number is real, when it was issued, and other information, such as names and addresses. This allows you to compare the information on the SSN trace report and the background report to the information provided by an individual. From there, you can determine if the social security number given is valid and complete further identification checks with it according to state and federal regulations.

Uncover Criminal Activities

Social security numbers are generally tied to a person’s essential information, such as criminal convictions or other illegal activities.

By using an individual’s social security number as part of their background report, you are more likely to find criminal activities or other fraudulent actions that are connected to the candidate you are evaluating.

Generate a Complete Background Report

Names and addresses are often used to generate background reports, but these items can often be fabricated or lead to reports that are incomplete.

With an SSN trace as part of your background check process, you are able to generate a complete report on an individual’s background that takes into account alternate names and addresses belonging to the SSN. You can then use this information to make fully informed decisions about an individual and their background history.

What If a Candidate Doesn’t Want to Communicate Their SSN?

It’s important to note that when asking for a social security number on a job application, an individual is not obligated to provide this information. This may be a common occurrence, as many individuals are very protective of their social security numbers due to the highly personal nature of this information.

If a candidate doesn’t want to communicate their social security number to you, you can utilize their name or address instead to complete any background check reports that are required as part of the hiring process.

Alternatively, you can ask candidates to work with a reputable background check organization directly, something that might ease their anxiety about completing this type of background check report.

How Do You Conduct an SSN Trace?

The best way to conduct an SSN trace is to collect the candidate’s social security number and then work with a reputable and legitimate background check report agency. You will turn the information you need to be checked over to an agency, and they will conduct the research for you. Expected turnaround times range between a few days to around a week, depending on what needs to be searched and how extensive the background check reports are.

Make sure you check with all state and federal regulations for conducting social security number background checks, and ensure you obtain consent from candidates when necessary.

What Red Flags Might I See on an SSN Trace?

If you’re interested in conducting a social security number trace, you might wonder what red flags to look out for that may indicate an individual is less than truthful about their SSN or other details.

Examples of red flags that an SSN trace might uncover include:

• A social security number with multiple names and aliases connected to it
• A social security number with addresses connected to it that are nowhere near the addresses provided to you on employment applications
• A social security number that belongs to an individual who is marked as deceased
• A social security number that has never been used
• A social security number that is connected to a range of criminal activities

It’s important to be thorough about your checks and take your time with SSN traces and background reports. Making sure to properly review all of the information presented to you will help you catch any red flags and ensure your hiring decisions are made with the safety of your business and other employees in mind.

Make Informed Choices With the Help of an SSN Trace

An SSN trace might sound intimidating at first, but these reports are a helpful way of identifying information connected to a specific social security number.

With the help of an SSN trace when conducting background checks, you can create a more comprehensive background check report and figure out detailed information about the candidates you are evaluating for a specific position. Utilizing this information, you can make the most informed hiring choices possible and ensure the safety of your workplace.