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Policy Statement

This policy describes the purpose of an employee’s social security number for employment purposes.

Reason for Policy

This policy sets forth the framework for the University’s collection, management and use of Social Security numbers.

Who Is Governed by this Policy

Faculty and Staff

Policy

All newly hired employees must provide the Office of Human Resources with their Social Security number in order to be authorized to work. Furthermore, the name and Social Security number an employee provides and uses while employed at Â鶹ֱ²¥ must completely match the name and number on file with the government at the Office of Social Security. If an employee’s name and/or Social Security number changes while employed, the employee must contact the Office of Human Resources to update the employee information kept on file.

Definitions

This policy does not have definitions associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Procedures

When a newly hired employee is processed, the employee is asked to provide the Office of Human Resources with their Social Security number within the first three days of work and use the name provided on the card while employed at Â鶹ֱ²¥.

Forms

If an employee’s address changes, they can submit the change on the service on .

If an employee needs to update their last name and/or social security number they must come to the Office of Human Resources with their new social security card. HR will make a copy of the new social security card and have the employee complete new tax cards. HR will provide the new tax cards to the Payroll Office.

Related Information

This policy does not have related information at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Document History

• Last Reviewed Date: April 3, 2025
• Last Revised Date: April 3, 2025
• Policy Origination Date: unknown

Who Approved This Policy

Policy Owner and Executive Leadership