What is an SSN Trace?

When conducting a background check, thoroughness and accuracy are critical. Identity theft, unintentional candidate errors when providing information, and changes in name and address can all potentially interfere with the process. The good news is that an SSN Trace can mitigate some of these risks, opening the doors to more accurate and thorough background checks. Here's what you need to know about SSN Traces: how they work, which details you'll receive, and how to run one.

Sometimes called a Social Security number background check, an SSN Trace is a search of databases, including lending institutions, utilities, schools, and credit card companies, for a Social Security number. The information returned to the consumer reporting agency (CRA) conducting the search indicates the validity of the SSN provided and may include the year and state in which the Social Security Administration issued the number, associated names, and address history.

SSN traces are used as a “pointer” search—a screening used to cast a wide net when conducting a comprehensive background check. For this reason, an SSN trace is considered a helpful tool for information gathering instead, as it may provide associated aliases and addresses that can help identify jurisdictions where employers may wish to conduct additional searches, like criminal background checks.

Performing an SSN trace does not confirm a candidate’s identity and is not an SSN verification. This search can only provide an indication of the validity of the SSN provided. For example, the SSN may be associated with other names or listed on the Social Security Administration’s Death Master File. As a result, employers may wish to perform additional identity checks, such as Knowledge-Based Authentication, as part of their onboarding process.

The information that shows up on an SSN Trace (sometimes also referred to as a Social Security background check) may include:

However, depending on the background check provider, what an SSN trace shows on a background screening report may vary. Generally, SSN Trace results aren’t reportable and aren’t used for Fair Credit Reporting Act (FCRA) purposes.

To run an SSN trace, employers can either perform the process on their own or with the help of a background check company, like Checkr. Partnering with a third-party provider is often the most efficient to run a background check with an SSN trace.

A DIY approach to background checks can make the hiring process more challenging. While federal law generally doesn’t prohibit employers from requesting a Social Security number on job applications, candidates aren't legally obligated to provide one. If a candidate feels uncomfortable sharing that information, working with a CRA can help, as the candidate provides their personal information directly and securely to the CRA. Checkr, for example, truncates and encrypts SSNs in its protected databases to ensure data privacy.

A CRA, like Checkr, can also help improve efficiency by enabling employers to conduct additional background screenings, like a county background check, based on the results of an SSN trace.

Employers look for results of a background check that is reliable and can help them make more informed hiring decisions. Performing a background check with SSN trace enables you to identify potential issues early on in the hiring process and  ensure additional background checks are conducted on the correct individual. Here’s a look at a few other benefits of an SSN trace:

An SSN trace provides the opportunity to see if records associated with a Social Security Number match the information that a candidate provides. When an SSN trace reveals mismatched information, the candidate may be the victim of identity theft or mistaken identity. Knowing this, you can determine what steps to take next to safeguard the accuracy of the background check process.

Mismatched information due to similarities in name, candidate data entry errors, and other issues can compromise the accuracy of the background check process. Based on incorrect information, you might decide to eliminate a quality candidate from hiring consideration, leading to disputes and delays in the hiring process.

The results of an SSN trace may indicate the candidate has lived in multiple locations in the past seven years. An employer may wish to use that information to inform other searches, such as county or state criminal record checks.

To learn more about SSN traces and their addition to the background check process, read these answers to frequently asked questions:

Social Security Number traces are only as reliable as the Social Security Number provided by the candidate. An SSN trace doesn’t verify the owner of the SSN—only whether it’s valid and in use. For this reason, employers may consider conducting a complete identity verification as part of the pre-employment screening process.

An SSN trace is a tool for information gathering (such as associated aliases and addresses) to inform other screenings during the pre-employment background check process.

An SSN verification is a method of identity verification often used after hiring to confirm an employee’s identity through the US government’s online Social Security Number Verification Service by physical verification of a candidate’s Social Security card, W-2, or Form I-9.

A variety of data sources are used to complete SSN traces, such as databases maintained by schools, lending and financial institutions, credit card companies, and utility companies.

SSN trace results will generally go back three to seven years, depending on the data sources being searched and the age and credit history of the candidate.

No, a candidate isn’t required to provide their SSN on a job application. Whether it’s legal to ask for it depends on applicable laws and the reason for requesting the information.

At the federal level, there are generally no laws that prohibit employers from asking for a Social Security Number on a job application, but some states have laws that limit when an employer may request an SSN during the hiring process. For example, Maine prohibits questions about a Social Security Number on a job application unless an SSN is necessary for conducting a pre-employment background check or drug testing. Your legal counsel can help you determine if it’s legal for you to ask for an SSN on a job application in your area.

Because candidates may wish to keep their Social Security numbers private from job applications, some employers choose not to ask for this information up front. Instead, you might perform initial resume and application reviews and request an SSN only when proceeding with a background check.

Keep in mind that when you partner with a CRA for background checks, including SSN traces, you must comply with the requirements of the federal FCRA. Under this federal law, candidates must receive written notification of your intent to conduct a background check and you must receive the candidate’s written consent before proceeding. If you decide not to hire the candidate based on information found in the report, you must also follow the adverse action process.

No matter the extent of your background check process, an SSN trace can be an essential first step. Checkr’s easy-to-order packages include an SSN trace to help employers conduct comprehensive background checks both quickly and accurately.

We offer multiple screening options for businesses of all sizes, including criminal searches, employment and education verification, MVR checks, drug testing, and more. Our advanced platform helps to save time and reduce human error, while our built-in compliance tools make your hiring process more efficient. Get started with Checkr today.

About the author

Hayley Harrison writes about a wide range of business topics and best practices, including background checks, candidate experience, and recruitment and retention. Her work includes educational articles, e-books, and blog posts.