Frequently Asked Questions (FAQs) – Social Security Administration System (SSAS)
Q1: What is the Social Security Administration System (SSAS)?
Answer: The Social Security Administration System (SSAS) is a centralized digital platform designed to streamline social security services for individuals, employers, and financial institutions. It facilitates registrations, contributions, benefit claims, and identity management. The system ensures compliance with national social security regulations while providing users with convenient online access to their accounts. Through the SSAS portal, individuals can apply for Social Security Numbers (SSNs), update personal information, and track benefit eligibility, while employers can manage workforce contributions and compliance reporting.
Q2: Who can use the SSAS eService portal?
Answer: The SSAS eService portal is accessible to employees, self-employed individuals, voluntary contributors, survivors, employers, and financial institutions. Employees can manage their contributions and benefits, while self-employed individuals and voluntary contributors can declare earnings and make payments. Employers use the portal to register employees, file contribution reports, and manage compliance. Financial institutions interact with the system for verification and reporting purposes. Each user category has tailored access rights to ensure data security and appropriate functionality.
Q3: How do I access the SSAS eService portal?
Answer: To access the SSAS eService portal, visit the official SSAS website and click on the “Social Security” menu. From there, select your user category (Individual, Employer, or Financial Institution) and proceed to registration. First-time users must complete an online form with personal or business details, upload required documents (such as identification and proof of employment) and submit the application for approval.
Q4: What documents are required for individual registration?
Answer : For individual registration, you will need a valid birth certificate, a government-issued photo ID (such as a passport or national ID card), and, if applicable, a marriage certificate (for name changes) or a work permit (for non-nationals). Survivors must also provide the deceased worker’s death certificate and proof of relationship. These documents are necessary to verify identity, prevent fraud, and ensure accurate benefit calculations. The system allows for digital uploads during registration, but original documents may be required for in-person verification in some cases.
Q5: Can I register if I don’t have a Social Security Number (SSN)?
Answer: Yes, you can register without an SSN. The system allows individuals to complete initial registration by leaving the SSN field blank. After approval, you can request an SSN through the “Social Security Number Application” section in your account. Temporary SSNs may be issued initially, which can later be converted to permanent SSNs by submitting additional verification documents. This ensures that all individuals, including new entrants to the workforce, can access social security services.
Q6: How do I register as an employee?
Answer: Employee registration can be initiated either by the employer, employee or the Social Security officer. Employers can register employees through their Employer Social Security Registration Number (ESSRN) account by entering personal details, employment information, and uploading required documents. Employees can also self-register by creating an individual account, linking it to their employer using the ESSRN, and completing their personal profile.
Q7: What is the process for self-employed registration?
Answer: Self-employed individuals must select “Self-Employed” during registration and provide detailed financial information, including declared earnings, business type, and economic activity. Supporting documents such as business registration certificates, tax returns, or bank statements may be required. The system uses this information to calculate contribution amounts, which can be adjusted annually. After submission, the application is reviewed for accuracy, and upon approval, the individual receives access to contribution payment options and benefit eligibility details.
Q8: How can a voluntary contributor register?
Answer: Voluntary contributors, individuals not covered under standard employment, must select “Voluntary Contributor” during registration. They must declare their earnings, provide proof of previous employment (if applicable), and select a coverage start date. The system offers flexible payment frequencies (monthly, quarterly, or annually) to accommodate different financial situations. Once registered, voluntary contributors can manage their contributions and track benefit eligibility through the portal.
Q9: What should survivors do to register?
Answer: Survivors must submit a registration request under the “Survivor” category, providing the deceased worker’s SSN, death certificate, and proof of relationship (e.g., marriage or birth certificates). Additional documents, such as medical reports or court orders, may be required for disability or guardianship cases. The system verifies the information before granting access to survivor benefits, which may include pensions or medical coverage.
Q10: How long does registration approval take?
Answer: Registration approval times vary depending on the completeness of the application, document verification requirements, and system workload. Typically, individual registrations are processed within 2-3 business days, while employer or financial institution registrations may take 5-7 business days due to additional compliance checks. Another way is to go to the Social Security it will take just a day to process approval.
Q11: Can we change/update passwords of E-Service Portal:
Answer: Yes, you can change/update it: Activity Menu> Access Control> Change Password
Q11: Can I switch from an employee to a self-employed status?
Answer: Yes, you can switch from employee to self-employed status by submitting an “Application as registration as Employee/ Self-Employed/ Voluntary” if you are Self-Employed through the SSAS portal. The process requires providing business registration documents, declaring expected income, and obtaining confirmation of employment termination from your previous employer. The system reviews the request to ensure no outstanding contributions or benefit issues exist before approval. Once approved, your contribution obligations and benefit eligibility will be adjusted accordingly.
Q12: Where can I find my pending requests?
Answer: The system highlights unprocessed requests in bold and provides real-time status updates in dashboard home screen, including any required actions or documents
Q13: Can we switch back to previous individual type?
Answer: Yes, you can revert to your previous individual type by submitting a new switch request.
Q14: How do I update my personal information (e.g., name, address)?
Answer: To update personal information, log into your SSAS eService account and navigate to the ‘Profile Management’ section. Select the type of change needed (name, address, contact details etc.) and complete the electronic change request form. For name changes, you’ll need to upload supporting documents like marriage certificates or court orders. Address changes require proof of residence such as utility bills. The system processes most updates within 3-5 business days, during which you’ll receive email notifications about your request status. All changes are logged in the system’s audit trail for security purposes.
Q15: How can I convert my temporary SSN to a permanent one?
Answer: Initiate the conversion process through the ‘Activity>Social Security>Social Security Identification>Convert Temporary SSN to Permanent’ menu by selecting ‘Temporary to Permanent Conversion’. You’ll need to provide additional documentation proving continued eligibility (employment contracts, residence permits, or academic enrollment records). The system conducts enhanced verification checks during conversion, including possible in-person appointments at SSAS offices for biometric updates.
Q16: How do I request a Social Security ID card?
Answer: From your account dashboard, select ‘ID Card Services’ and choose ‘New Application’. The system will prepopulate your verified information and guide you through photo capture (either upload or webcam session), signature collection, and etc. Activity>Social Security> Social Security Identification> Social Security ID Cards
Q17: How can an employer register with SSAS?
Answer: 1. Employers begin registration by selecting ‘SSAS website>click Social Security>Employers’ and providing business registration details, tax identification numbers, and banking information. The system verifies these against government databases before issuing an Employer Social Security Registration Number (ESSRN). 2. SS Officer can internally register an employer using SSAS. By Clicking Employers>click New> Put mandatory details. Next Go to> Activity>Social Security> Social Security Identification> Employer Social Security Registration Number Applications> Employer Social Security Registration Number Applications List>Click New.
Q18: Can employers update employee details?
Answer: Yes, authorized employer administrators can update employee details. Changes to salaries, employment status, or personal information require employee acknowledgment through the system’s dual verification process. All modifications are timestamped and logged for compliance purposes, with major changes triggering alerts to both the employee and SSAS auditors.
Q19: What if an employer misses a contribution filing deadline?
Answer: The system automatically calculates and applies late penalties based on the delay.
Q20: How are large employers (e.g., Governments) managed in SSAS?
Answer: Employers can split imports into subsets (1000’s), allowing multiple staff to process different segments before editing, reviewing, approving and final posting.
Q21: How do I approve the opening balance for a cash register station?
Answer: The opening balance is displayed under the dashboard for approval. Supervisors review it, and managers/admin approve it. Click the “Station ID” and put User and password to view details and proceed with approval.
Q22: What happens if the opening balance is not reviewed?
Answer: Pending balances are highlighted on the dashboard. Supervisors must review them before they can be approved by managers.
Q23: How is the closing balance approved?
Answer: Similar to the opening balance, it appears on the dashboard. Supervisors review it first, followed by manager/admin approval.
Q24: What status changes occur after approval?
Answer: The status updates to “Approved,” and the balance is finalized for the station.
Q25: Where do pending payment requests appear?
Answer: They are listed under the dashboard, with pending requests marked as bold to emphasize its pending. Or go to Activity>Social Security>Contribution Payments>Payment Request
Q26: Who can approve payment requests?
Answer: Supervisors review requests, while managers/admins approve or reject them.
Q27: How do I reject a payment request?
Answer: Select “Rejected Date” and provide a reason before clicking “Reject.”
Q28: Can payment requests be batch-approved?
Answer: Yes, once payment requests on the cashier register batch is approved. Click Cash Register Audit and Approve the cashier register batch.
Q29: What happens after a supervisor reviews a payment request?
Answer: The request moves to the manager for final approval, and its status updates to “Reviewed.”
Q30: How do I create a new employer contribution filing?
Answer: Navigate to Activity > Social Security > Contribution Returns > Employer Contribution Remittance Filings, click “New,” fill in employer details, and save.
Q31: What information is required for a contribution filing?
Answer: Mandatory fields include Employer ESSRN, Name, Employee Group, Contribution Period, and Posted By/Date.
Q32: Can I edit a submitted contribution filing?
Answer: Yes, filings can be edited if their status is “Pending” or before they are posted.
Q33: Can I revert a submitted contribution filing?
Answer: Yes, filings can be edited if their status is “Pending”. You can revert it back to pending if the filing status is not Final Finished. Just Click “update” button and it will revert back to “Pending”.
Q34: How do I approve a contribution filing?
Answer: Select “Approved By” and “Approval Date,” then click “Approve.” A confirmation popup will appear.
Q35: What is the purpose of the “Post” button?
Answer: Posting finalizes the filing, locking it from further edits and initiating the payment process.
Q36: Can I delete a contribution filing?
Answer: Yes, but only if the filing is not yet posted or approved it has pending status.
Q37: How do I handle adjustments to a filing?
Answer: Use the Activity>Social Security>Contribution Filings and Payment Adjustments>” Contribution Filings and Payment Adjustments ” tab to add or review adjustments like missing employees or payment corrections.
Q38: What is the “Send to Review” function for?
Answer: It returns the filing to the employer/SS Officers for corrections before approval.
Q39: How do I create a filing for a self-employed individual?
Answer: Navigate to Self Employed/Voluntary Contribution Filing, click “New,” enter earnings, and submit.
Q40: What are the annual earnings limits?
Answer: The system auto-adjusts earnings to the minimum/maximum limits if the entered amount falls outside the range. It is set up driven.
Q41: Can I update a filing after submission?
Answer: Yes, but only if the status is “Pending.” Approved or rejected filings cannot be edited.
Q42: How do I approve a self-employed filing?
Answer: Select “Approved By” and “Approval Date,” then click “Approve.” A confirmation popup will appear.
Q43: How do I create a filing for a self-employed individual?
Answer: Activity> Contribution Filing> Self Employed/Voluntary Contribution Filing, click “New,” enter earnings, and submit.
Q44: What is Contribution Filing Initialization?
Answer: It prepares the system to process filings for a specific tax period by loading the required data.
Q45: How do I initialize a filing period?
Answer: Go to Activity>Social Security>Contribution Filings> Contribution Filing Initialization, select the Employee Group and Tax Period, and click “Initialize.”
Q46: What is Trial Posting? Can it be repeated?
Answer: A test run to calculate contributions and identify errors before final posting. It can be repeated.
Q47: How does Final Posting differ from Trial Posting?
Answer: Final Posting locks the filings for payment and cannot be undone, whereas Trial Posting is for review only.
Q48: What is the Trial Register?
Answer: A report comparing current and previous period filings to highlight variances for review.
Q49: Where do refund requests appear?
Answer: Pending requests are listed under the dashboard, with unreviewed items in bold or red.
Q50: What is the purpose of Auto Contribution Remittance?
Answer: This feature automatically generates contribution filings for employers who missed deadlines, using historical data to calculate dues for open or past periods.
Q51: How do I generate an auto-filing for a missed period?
Answer: Activity>Social Security>Contribution Filing> Employer Auto Contribution Remittance, select the employer and missed period, and click “Generate.” The system will populate the filing for approval.
Q52: Can I edit an auto-generated filing?
Answer: Yes, before final approval, you can adjust details like earnings or employee data in the filing.
Q53: What happens after an auto-filing is generated?
Answer: The filing appears in the Employer Contribution Filings list for review, approval, and posting like any manual submission.
Q54: How does the system determine liability for missed periods?
Answer: It uses the employer’s last filed return or default rates to estimate contributions due for the missed period(s).
Q55: How do I add an adjustment?
Answer: Activity> Social Security> Contribution Filings and Payment Adjustments> Employer Contribution Adjustments tab, click “Add,” specify the type (e.g., “Missing Employees”and etc..), enter the value, and save.
Q56: Are adjustments audited?
Answer: Yes, all adjustments are logged with request numbers, dates, and reasons for traceability.
Q57: Can adjustments trigger refunds?
Answer: If an adjustment reduces the employer’s liability, the system can process a refund or credit the amount to future payments.
Q58: How are self-employed contribution amounts determined?
Answer: Based on annual earnings declared by the individual, subject to minimum/maximum insurable earnings limits in the policy set-up.
Q59: What if a self-employed person misses the filing deadline?
Answer: The system auto-generates a filing using their last declared earnings or default rates
Q60: What roles can approve postings?
Answer: Only users with “Manager” or “Admin” through access permissions setup can finalize postings; supervisors review first.
Q61: Can I override system-calculated contributions?
Answer: No, contributions are locked after posting to maintain compliance. Adjustments must be submitted separately.
Q62: Where do I find historical filings?
Answer: Use the search filters in the Contribution Filings grid to pull records by period, employer, or status.
Q63: How are payment receipts generated?
Answer: Automatically upon approval, with a unique receipt number tied to the filing.
Q65: How can a benefit claim application be created?
Answer: Benefit claim applications can be created internally by system login (Activity>Social Security>Social Security Benefit Payments> Benefit Claim Application>Click New) or requested by individuals through the eService page, where they submit their details for review and approval.
Q66: Where can I find pending benefit claim applications?
Answer: Pending benefit claim applications appear under the “Benefit Claim Application” section on the dashboard. Or Activity>Social Security>Social Security Benefit Payments> Benefit Claim Application
Q67: How do I view the details of a benefit claim application?
Answer: Click on the “Edit folder button” in the grid to open the application details, where you can review, approve, or reject the claim. Activity>Social Security>Social Security Benefit Payments> Benefit Claim Application
Q68: How do I approve a benefit claim application?
Answer: Navigate to the application details, review all information, enter approval comments, select “Approved by” and the date, then click the “Approve” button. Activity>Social Security>Social Security Benefit Payments> Benefit Claim Application
Q69: Can I update a benefit claim after submission?
Answer: Yes, you can update a claim before it is approved or rejected by clicking the “Update” button and modifying the necessary fields. Activity>Social Security>Social Security Benefit Payments> Benefit Claim Application
Q70: Where do pending bank detail requests appear?
Answer: Pending requests are listed under “Bank Account Registration” on the dashboard
Q71: What if a bank detail request is incorrect?
Answer: Reject the request with a reason, prompting the individual to resubmit accurate information.
Q72: Can I edit bank details after approval?
Answer: No, once approved, changes must be requested through a new submission for security and audit purposes.
Q73: Can a payee request be revoked?
Answer: Yes, administrators can revoke payee status if misuse is suspected, requiring a new request for reinstatement.
Q74: How is the benefit amount calculated?
Answer: The system calculates benefits based on contribution history, average earnings, and entitlement rules set up in the policy, displayed in the “Benefit Calculation” tab.
Q75: How do I initialize a benefit payment period?
Answer: Navigate to Activity> Social Security> Social Security Benefit Payments> “Benefit Payments Period Initialization,” select the pay cycle and beneficiary group, then click “Initialize.”
Q76: What happens during trial processing?
Answer: Trial processing simulates payments for review, allowing adjustments before final approval to ensure accuracy.
Q77: How do I remove a delinquency status?
Answer: Submit a delinquency removal request(Activity>Social Security>Delinquency>Delinquency Removal Request), which is reviewed and approved once the issue is resolved.
Q78: Can benefit payments be adjusted?
Answer: Yes, adjustments are made for overpayments or underpayments by submitting a request with supporting details. Go to Activity>Social Security> Benefit Payment Adjustments> Benefit Payment Adjustments Request.
Q79: What if a beneficiary disputes a payment adjustment?
Answer: The dispute is reviewed, and if valid, the adjustment is reversed or modified with proper documentation.
Q80. How do I approve uploaded documents?
Answer: Review the documents in the dashboard, verify their authenticity, and click “Approve” or “Reject” with a reason.
Q81. How do I update my profile information?
Answer: Navigate to the user profile section, edit the details, and save changes; some fields may require admin approval.
Q82. How do I process a reinstatement request?
Answer: Reinstatement requests from employers are reviewed on the dashboard; approve or reject them based on compliance. Go to Activity>Social Security>Social Security Identification> Reinstatement Request
Q83. What is the purpose of the Social Security Retirement Calculator?
Answer: The calculator estimates pension amounts based on current data, helping individuals plan for retirement.
Q84: Can I delegate approval tasks?
Answer: No, approvals must be handled by authorized personnel only to maintain accountability and security.
Q85: How do I track the status of a claim?
Answer: Check the claim’s history tab on Individual profile or filter the Benefit Claim Application list (Activity>Social Security>Social Security Benefit Payments> Benefit Claim Application) by status (e.g., Pending, Approved, Rejected).
Q86: Are rejected claims permanently deleted?
Answer: No, rejected claims are archived and can be referenced for future submissions or audits.
Q87: Who can access beneficiary bank details?
Answer: Only authorized personnel with proper user access setup can view or edit bank details to prevent fraud.
Q88: What audit trails are maintained?
Answer: All actions (approvals, rejections, edits) are logged with timestamps and user IDs for accountability.