Troubleshooting Duplicate Social Security Numbers


Helpful First Steps

If you are entering an employee and receive a message, similar to the error message below, stating that the Social Security Number (SSN) is in use, begin by following the Troubleshooting Duplicate SSN Entries steps. 

The system checks for duplicates based on the employee's last name, SSN, date of birth, and gender.   This information is required with each employee entry:   

  • Last Name
  • Social Security Number
  • Gender
  • Date of Birth

All of these fields must match if an existing user can be added to your project.

Error Message Image



Troubleshooting Duplicate SSN Entries:

  1. Verify the spelling of employee name.
  2. Verify the SSN was entered correctly.
  3. Verify the Date of Birth was entered correctly.
  4. Ensure the user does not have a maiden name that could be in the system (may need this information from the employer).
  5. Ensure that the employees gender is correct.


Existing Employee

If you entered an employee and see the below screen this means the employee is in the system and the information you entered matches what already has been entered, click "Select Person" to choose that person.

Message Image 

After you select the person, you will see the Employee information again on the below screen. To complete the entry, click "Save" at the bottom.  After saving, you can continue adding additional employees if necessary.

Add Employee Image
 


 

Next Steps

If you have tried all of the above steps and are still unable to get the employee into IWTS, the next step is to contact your DCEO IWTS project contact:

Deb Pellegrini -Formula grant questions: Deb.Pellegrini@illinois.gov

Lorraine Wareham - Illinois Talent Pipeline and Layoff aversion/Rapid Response grant questions: Lorraine.Wareham@illinois.gov

Gary Eicken -WIA/WIOA discretionary funds: Gary.Eicken@illinois.gov 


Contacts

The following contacts are with Illinois Department of Commerce and Economic Opportunity, Office of Employment and Training (OET):

Deb Pellegrini -Formula grant questions: Deb.Pellegrini@illinois.gov

Lorraine Wareham - Illinois Talent Pipeline and Layoff aversion/Rapid Response grant questions: Lorraine.Wareham@illinois.gov

Gary Eicken -WIA/WIOA discretionary funds: Gary.Eicken@illinois.gov 


Documentation

If you encounter a situation where the social security number is already used by another employee, it will be necessary to notify your DCEO grant contact and   provide documentation in order to verify the employee has the correct social security number.

Please contact your DCEO IWTS grant contact to work to rectify this situation. They will contact the Illinois workNet Team to assist if necessary.

List of Acceptable Documentation:

  • Social Security Card
  • Drivers License/ID
  • Passport
  • Birth Certificate
  • Document to prove that you are eligible to work in the United States