How to update an active or inactive employee SSN

Question

As an employer using 7shifts Payroll, am I able to update an employee's SSN tied to their 7shifts profile if the employee is active or inactive?

Answer

Yes. Employers using 7shifts Payroll can add or edit an employee SSN if the SSN entered during onboarding is invalid or missing.

Employees missing a valid SSN will not receive payments and will block the entire payroll run from processing. To resolve a blocked payroll, you must update the SSN or remove the employee from the payroll run to unblock other staff. Once the correct SSN is entered, you can run an off-cycle payroll for those employees.

What to do

To update the SSN for an active employee, follow these steps:

1. Log in to the 7shifts web app as an Admin.
2. Navigate to Payroll > Run Payroll > Employees.
3. Filter the list to view employees who are "Blocked for Payroll."
4. Hover over the employee payroll status and select Review Details.
5. Update the SSN field as required. 

To update the SSN for an inactive employee, follow these steps:

1. Log in to the 7shifts web app as an Admin.
2. In the left navigation bar, select Team and then select Employees.
3. Search for the inactive employee and select their profile.
4. Select the Employment tab and click + Add an Active Employment Period.
5. Navigate to Payroll and then Employees in the left navigation bar.
6. Locate the employee in the list and update the SSN.
7. Return to the employee profile and select the Employment tab.
8. Delete the active employment history entry you just created to keep records accurate.