November 1st 2025: Thankful for SSN Trace

Understanding the Difference Between SSN Traces and SSN Validations

As we enter the season of gratitude, there’s plenty to be thankful for. Friends, family, pumpkin pie, and for those of us in the background screening world, the humble Social Security Number Trace.

It might not sound as festive as cranberry sauce or a big turkey dinner, but this foundational search is one of the most valuable tools in ensuring your hiring process is thorough, compliant, and fair. Still, it’s often misunderstood, especially when compared to another process that sounds similar: the Social Security Number Validation (such as through the Department of Homeland Security’s E-Verify system).

This article unpacks the differences between these two important tools, why each serves a unique purpose, and why we can all be thankful for the insight an SSN Trace brings to the table.

The SSN Trace: The Unsung Hero of Identity Development

When you order a background check, one of the first steps often taken by your Consumer Reporting Agency (CRA) is a Social Security Number Trace, also known as an Identity Development Report.

Despite the name, an SSN Trace doesn’t “verify” that the number belongs to your candidate. Instead, it’s a data-gathering tool that helps your background screening provider develop a roadmap for the search process.

Here’s how it works:

• The CRA runs the SSN provided by the candidate through a network of credit header databases (information derived from major credit bureaus).
  
  

• This search returns names, aliases, and addresses that have historically been associated with that SSN.
  
  

• From there, the CRA uses those addresses to determine which counties or jurisdictions should be searched for criminal records.
  
  

Think of the SSN Trace as the background screening equivalent of your Thanksgiving grocery list. You’re not buying the food yet—you’re figuring out where to shop and what ingredients you’ll need before you start cooking.

An SSN Trace doesn’t confirm identity, eligibility to work, or whether the SSN is legitimate—it simply paints a picture of where your applicant has lived, worked, or used their identity in the past. That information then guides the rest of the screening process.

The SSN Validation: Confirming Work Authorization

Now let’s talk about the Social Security Number Validation—sometimes confused with the SSN Trace, but serving a completely different purpose.

An SSN Validation typically occurs through official government systems like the Social Security Administration (SSA) or the Department of Homeland Security’s “E-Verify” program. Rather than tracing past addresses, this check confirms that the SSN is real, valid, and belongs to the person who provided it.

Here’s what an SSN Validation or E-Verify check can tell you:

• Whether the SSN was issued by the SSA.
  
  

• Whether the number matches the individual’s name and date of birth on record.
  
  

• Whether the person is authorized to work in the United States (via DHS verification).
  
  

This process is part of employment eligibility verification, not pre-employment background screening. Employers perform it after a conditional job offer, as part of the I-9 verification process.

SSN Validation is like checking Grandma’s Thanksgiving guest list.
You’re not looking up everyone’s past addresses or where they’ve been — you’re just making sure:

- The person at the door is on the list (SSN exists).

- Their name matches the invite (name + DOB align).

- They’re actually allowed to attend (authorized to work).
It’s a “You belong here” verification, not a “Where have you been?” investigation.

Key Differences Between SSN Trace and SSN Validation

Feature

SSN Trace

SSN Validation (E-Verify)

Purpose

Identity development and address history for background checks

Verifying legal work authorization and identity with SSA/DHS

Data Sources

Credit header and public record databases

Social Security Administration and Department of Homeland Security

Timing

Conducted before criminal and other searches

Conducted after a conditional offer of employment

Output

Names, aliases, and addresses tied to SSN

Confirms SSN validity and work authorization

Compliance Role

Guides the CRA in determining which jurisdictions to search

Ensures employer compliance with federal hiring laws

FCRA Applicability

Part of the consumer report process (regulated under the FCRA)

Separate from background screening; part of I-9 compliance

Understanding these differences keeps your process compliant and efficient—and ensures you’re not mistakenly using one in place of the other.

Why SSN Trace Matters More Than You Think

The SSN Trace might seem like a small step, but it’s foundational to producing a complete and accurate background check.

Imagine skipping this step. Without a trace, a CRA might only search the county where an applicant currently lives. But what if the individual committed an offense five years ago in a different state? The SSN Trace exposes those previous addresses, allowing your CRA to search all relevant jurisdictions—creating a much more comprehensive report.

It’s also helpful in detecting potential fraud or identity mismatches. For example:

• If an SSN Trace shows addresses in multiple states within a short time span, it could indicate stolen identity activity.
  
  

• If the alias names don’t match your applicant’s known history, it may warrant further review.
  
  

In short, the SSN Trace provides context. It tells the story of where to look—making sure nothing falls through the cracks.

A Season for Gratitude (and Due Diligence)

As HR professionals, risk managers, and compliance officers, it’s easy to take the SSN Trace for granted. It runs quietly in the background, rarely making headlines—but it’s the unsung hero of thorough, compliant background checks.

In the spirit of Thanksgiving, let’s give thanks for:

• Transparency: A trace that reveals hidden addresses ensures fairness in the search.
  
  

• Compliance: Proper identity development aligns with FCRA obligations and helps CRAs report only accurate, relevant data.
  
  

• Peace of Mind: Employers can make informed hiring decisions with a full understanding of an applicant’s history.
  
  

Just as every great Thanksgiving meal starts with careful preparation, every great background check starts with a well-executed SSN Trace.

ProScreening wishes you and your team a safe, joyful, and gratitude-filled Thanksgiving season.
Stay informed, stay compliant, and—as always—trace before you validate.

DISCLAIMER

The information and opinions expressed are for educational purposes only and are based on current practice, industry-related knowledge and business expertise. The information provided shall not be construed as legal advice, express or implied.