Social Security Card Requirement

The Internal Revenue Service and Social Security Administration are recommending that all employers request to see an original social security card for tax identification purposes. This action comes as a result of a number of processing delays into the Social Security Administration and the number of inaccurate social security numbers filed with the Internal Revenue Service. It was also recommended that a copy be made of the card to keep in the employees file. Failure by an employer to report correctly the name and social security number of all employees can result in fines for the employer.

As a result of these recommendations the Office of Human Resources has implemented a policy requiring all new employees to present an original social security card to the Payroll & Personnel Records office at the time of hire. This policy will be monitored by payroll audits, and those not in compliance will be notified to bring their card to the payroll office so a copy can be made for the employees file.

Please make sure all new hires have an original card and if they do not they should apply for a replacement card from the Social Security Administration. There is no charge for replacement cards.

NOTE: Only a person's official social security card is acceptable for tax identification purposes. A social security card is invalid if it has been laminated. Metal or plastic reproductions of social security cards are not acceptable.