Human Resources: Seminole State Social Security Number Collection Statement

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Seminole State College
100 Weldon Boulevard
Sanford, FL 32773-6199
Phone: 407.708.2101
Fax: 407.708.2425

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Seminole State Social Security Number Collection Statement

In compliance with FL Statute 119.071(5), this document serves to notify you of the purpose for the collection and usage of your Social Security Number (SSN).

Seminole State College (Seminole State) collects and uses your SSN only for the following purposes in performance of the College’s duties and responsibilities. To protect your identity, Seminole State will secure your SSN from unauthorized access, strictly prohibits the release of your SSN to unauthorized parties contrary to state and federal law, and assigns you a unique student/employee identification number. This unique ID number is used for all associated employment and educational purposes at Seminole State.

Refer to Appendix 1 Table of Statutory and Regulatory Authority.

Employees

Human Resources
Your SSN is used for legitimate business purposes for completing and processing the following:

Federal I-9 (Department of Homeland Security)
Federal W4, W2, 1099 (Internal Revenue Service)
Federal Social Security taxes (FICA)
Distributing Federal W2 (Internal Revenue Service)
Unemployment Reports (FL Dept of Revenue)
Florida Retirement Contribution reports (FL Dept of Revenue)
Workers Comp Claims (FCCRMC and Department of Labor)
403b contribution reports
Group health, life and dental coverage enrollment
Work-study work assignment

Providing your Social Security Card is a condition of employment at Seminole State.

Students

Admissions
Federal legislation relating to the Hope Tax Credit requires that all postsecondary institutions report student SSNs to the Internal Revenue Service (IRS). This IRS requirement makes it necessary for community colleges to collect the SSN of every student. A student may refuse to disclose his or her SSN to the College for this purpose, but the IRS is then authorized to fine the student in the amount of $50.

In addition to the federal reporting requirements, the public school system in Florida uses SSNs as a student identifier (section 1008.386, F.S.). In a seamless K-20 system, it is beneficial for postsecondary institutions to have access to the same information for purposes of tracking and assisting students in the smooth transition from one education level to the next.

Financial Aid
A student’s SSN is required for the following financial aid purposes:
The United States Department of Education’s (USDOE) Free Application for Federal Student Aid (FAFSA) requires all applicants to report their SSN to be used for all federal financial aid programs as a student identifier for processing and reporting. In addition to its use by USDOE as a student identifier, the SSN is required in order for the Department of Homeland Security to investigate citizenship status, for the Federal Work-Study Program, and is required on all loan applications for use by the lender/servicer/guarantor.

Seminole State collects a student’s SSN on certain institutional scholarship applications for student files and federal and state audit/reporting purposes.

If you are a recipient of a State of Florida grant or scholarship, such as the Florida Student Assistance Grant, Florida Work Experience or Bright Futures, the State of Florida Department of Education will require the use of the SSN on their grant/scholarship disbursement website and for reporting purposes.

Library
Student, faculty and staff Seminole State ID numbers will be used in the libraries' patron database (LINCC) for online login authentication, patron verification and the elimination of duplicate records.

Outreach Programs
Youth outreach (intervention) projects funded by discretionary grants from the U.S. or FL Departments of Education require the collection and use of social security numbers to verify a participant’s project eligibility. SSNs are required and also later used when submitting information for the Annual Performance Reports due to the U.S. or FL Departments of Education.

Workforce Programs

These programs, funded through the Agency for Workforce Innovation (AWI), use your SSN as an identifier for program enrollment and completion. Also, it is used for entering placement information into either the OSMIS or the Employ Florida Marketplace statewide data collection and reporting system. Because these are performance-based contract programs, AWI requires that all participants and their program-related activities be recorded in the Florida state system.

Contractors
Seminole State collects contractor SSN information to file the required information returns with the Internal Revenue Service, as required and authorized by federal law.

Appendix 1
State and Federal Statutes and Regulations
That Mandate or Authorize the Use of Social Security Numbers

Purpose	Required Use of SSN's	Notice Requirements	Statute	Mandatory
HR/Hiring and Payroll	College required to collect and examine employee's SSN for verification of work eligibility; payroll processing including payroll deductions, direct deposit and reporting for social security and taxes; I-9; SSN tax/FICA; W-9's (request for SSN); W-4; W-2 statement/re-issue	Filing and issuance of federal employment forms; I-9, W-4, W-9, and annual wage statements; Notice provided on forms	8 USC 1324a(b); (I-9) 20 CFR 404.452 (W-4) 26 CFR 31.6011(b)-2 requires employee provide SSN to employer 119.071(5), FS regarding the collection, use and disclosure of SSNs	Yes, it is mandatory, however subject to the conditions of use in the Privacy Act of 1974, 5 USC 552a (unlawful to deny benefits upon refusal to disclose SSNs unless authorized by federal statute, or law enacted prior to 1975)
HR/Background Checks	Use in proper identification and Background Checks (including level II) of employees, vendors, contractors and volunteers	N/A	8 USC 1324a(b); Jessica Lundsford Act where applicable	Yes, for administrative use
HR/ Unemployment	Unemployment reporting	N/A	State of Florida; disclosure per 119.071(5)(a)6.b., FS	Yes, for administrative use
HR/ Retirement	Retirement	N/A	Florida Department of Revenue - disclosure per 119.071(5)(a)6.b.	Yes, for administrative use
HR/Workers’ Compensation	Workers’ Compensation Claims	N/A	440.185, F.S. Department of Labor, FCRMC	Yes, for administrative use
HR/Retirement plans	403(b) Contribution Reports	N/A	US Tax Code 501(c)(3)	Yes, for administrative use
HR/Benefits	Group health, life and dental coverage enrollment Employee and dependents of employee	Notice of Administrative use or HR form for employees and dependents	119.071(5)(a)6.f. permits disclosure of SSNs held by agency for purpose of administering health plan for employees and dependents.	Authorized Notice of Administrative use or HR form for employees and dependents
Donations & Gifts	For collection and use upon a donation or gift to Seminole State College or the SSC Foundation to facilitate tax reporting	N/A	IRC 3402(f)(2)(A) and 6109 and implementing regulations	Yes, where required for reporting.
Purchasing/ Vendors and Independent Contractors	Federal W-9, Form 1099	Notice of Administrative use	Internal Revenue Code, Section 6109; Title 26 US Code	Required (if no FEIN provided)
Finance and Budget	For use in processing accounts payable and other purchasing functions, including travel reimbursements	Notice of Administrative use	Required by the Internal Revenue Code (see sections 3402(f)(2)(A) and 6109 and implementing regulation); permitted by 119.071(5)	Yes, where required for reporting
Grants and Federal Contracts (when applicable)	With respect to certain federal contracts / grants requires reports including employee SSNs for equal employment opportunity reports and reports to IRS	N/A	41 CFR 60-4.3	Yes, where required for reporting
Students/ Financial Aid	For use in: administering federal and state programs, including verifying program eligibility and reporting data for accountability measures; completing FAFSA; Bright Futures and other scholarships for eligibility purposes; as required by federal law for financial aid reporting, financial aid transactions, and federal work study. (note that all loan applications use the SSN); student account collections; reporting to the IRS for education tax credits. Requires institution to verify student's SSN, collection of information, including parents of dependents seeking aid. Requires student to submit SSN to obtain grant, loan or work	Notice through FAFSA and applications	20 USC 1078; 20 USC sections 1090, 1091, 1092. Section 483 of the Higher Education Act of 1965 (collection of SSNs of students and parents) 34 CFR 668.16, (administrative use) 34 CFR 668.33 (verify residency) 34 CFR 668.36, (verify with FAFSA)	Yes, to be eligible for assistance
Students/ Admissions / Application	Requires SSNs and authorizes collection under IRS Code for student admission and enrollment; inclusion as part of the student’s demographic record; used to coordinate transition from one educational institution to another; tracking students’ progress within system	Application statement/ notice	1008.386 , F.S. (College may not require SSN as a condition of admission or graduation) SBE Rule 6A-1.0955(3)(e) (authorizes college to maintain information including SSN on adult students) IRC Section 25A (Hope/Lifetime learning credit tax reporting) 119.071(5)(a), FS. Collection and disclosure	Student may refuse, but may be subject to $50 penalty under IRC Sect.25A. (Hope / Lifetime Learning tax credit) Pursuant to 1008.386 F.S. College may not require SSN as a condition of admission or of graduation
Students/ Income Taxes	Issuance of Forms 1098T (tuition payments report) and 1098 E (loan interest)	N/A	26 USC 3402, 6051 26 CFR 1.6050	SSN or TIN required for filing
Students/ Hope/Lifetime Tax Credit	Reporting of SSNs to IRS	N/A	Federal Register, June 16, 2000\IRC Sect. 25A Public Laws 105-34; 107-16	Student may refuse, but subject to fine
Students/ Agency for Workforce Programs Federal Work Study	Administrative use and state (FDOE) or federal reporting (DOE); SSNs may also be used for verifying eligibility for programs and establishing residency requirements.	N/A	119.071(5)(a), FS. FWS 34CFR 668.36	Yes, eligibility and administrative use
Students/ Third Party Standardized Tests	For use when third party testing agency requires collection	N/A	119.071(5)(a), F.S.	Yes, where required and for administrative use

This Social Security number collection statement has been prepared by Seminole State in compliance with Section 119.071(5), Florida Statutes (2007). (January 2008) Rev. April 2011.

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Seminole State Social Security Number Collection Statement

Employees

Students