Sample Social Security Number (SSN) Disclosure Statements
University of Illinois System employees will only collect and use SSNs when permitted or required by the System’s SSN Policy. All System forms and documents (whether electronic or paper) and electronic applications that collect SSNs must include an appropriate disclosure statement. Disclosure statements approved for use appear below.
Before employing a disclosure statement other than those appearing below, or modifying a disclosure statement that appears below, contact your University SSN Coordinator. Proposed new disclosure statements or modifications to existing disclosure statements require the approval of the University SSN Coordinators, in consultation with the Office of University Counsel, before they may be used.
Forms, documents, and electronic applications using student SSNs
"Use of Student Social Security numbers: Furnishing a Social Security number (SSN) is voluntary and not required for enrollment. However, the University of Illinois is required by federal law to report to the Internal Revenue Service (IRS) the name, address and SSN for persons from whom tuition and related expenses are received. Federal law also requires the University to obtain and report to the IRS the SSN for any person to whom compensation is paid. Failure to provide such information may delay or even prevent your enrollment. The University will not disclose an SSN for any purpose without the consent of the student unless permitted or required by law."
Forms, documents, and electronic applications using employee SSNs
"Use of Employee Social Security numbers: The University of Illinois is required by federal law to report income along with Social Security numbers (SSNs) for all employees to whom compensation is paid. Employee SSNs are maintained and used by the University for payroll, reporting and benefits purposes and are reported to federal and state agencies in formats required by law or for benefits purposes. The University will not disclose an employee's SSN without the consent of the employee to anyone outside the University except as permitted or required by law."
General Statement for student handbooks and other policy statements
"The University of Illinois is committed to protecting the privacy of its students, employees, and alumni, as well as other individuals associated with the University. At times the University will ask you for your Social Security number. Federal and state law requires the collection of your Social Security number for certain purposes such as those relating to employment and student loans. Whenever your Social Security number is requested the electronic or physical form used to collect your number will be clearly marked as to whether this request is voluntary or mandatory.
Why does the University ask for your Social Security number when it isn't mandatory, such as at enrollment? The University is required by the IRS to supply them with the name, address, and Social Security number of every tuition-paying student. The IRS relies on these lists to certify education related tax credits. The University cannot provide the IRS with this information without a valid Social Security number. Consequently, if you intend to take advantage of any education related deductions it is important that the University have a valid Social Security number for you.
Further, the University is required to have a valid Social Security number before an individual can enter into any business system involving financial transactions. Thus without your Social Security number the University cannot grant an assistantship, waiver, or provide employment. Providing the University with your Social Security number in advance is the safest way to ensure that these services are available with the least delay.
Finally, the University's legacy computer systems built before the creation of the I-Card may rely on the Social Security number to track student academic and financial records. Supplying a valid Social Security number helps the University maintain these records as accurately as possible. Social Security numbers collected by the University may be used in a variety of ways, such as but not limited to the following.
1. To identify such student records as applications for admission, registration-related documents, grade reports, transcript and certification requests, medical immunization records, student financial records, financial aid records, and permanent academic records;
2. To determine eligibility, certify school attendance, and report student status;
3. To use as an identifier for grants, loans, and other financial aid programs; and
4. To identify and track employment or medical records.
The University of Illinois continues to work to minimize the use of Social Security numbers within its business processes. The Social Security number will not be disclosed to individuals or agencies outside the University of Illinois except as permitted or required by law or with permission from the individual. This statement was created for informational purposes only and may be amended or altered. To review the System SSN Policy, please visit https://www.ssn.uillinois.edu/text_of_the_policy/."
Payments to individuals for stipends, honorarium, human subjects or other payments
"You must provide a Social Security Number (SSN) in order for the University of Illinois to process a _______. The University is required by Federal law to report such payments, along with Social Security Numbers, to Federal and state agencies on forms required by law. The University will not disclose a recipient's SSN without the consent of the recipient to anyone outside the University except as permitted or required by law."
The second paragraph is to be used for situations of payments to vendors.
"Your failure to provide a correct name and SSN may subject your payments to 24% federal income tax withholding. If you do not provide us with information, you may be subject to a $50 penalty imposed under Internal Revenue Code section 6723. If you make a false statement with no reasonable basis that results in no backup withholding, you may be subject to a $500 civil penalty. Willfully falsifying certifications or affirmations may subject you to criminal penalties including fines and/or imprisonment."
In the blank above use one of the following:
stipend
honorarium payment
human subjects payment
payment
Examples created for general HR usage:
Mandatory (required) provision of the SSN:
SSN: _ _ _ /_ _/_ _ _ _ (required)
Federal tax regulations require us to request a Social Security Number (SSN) from every employee to whom compensation is paid. Employee SSNs are maintained and used by the University for payroll and benefits purposes and to verify employment history, and are reported to Federal and state agencies on forms required by law or for benefits purposes. The University will not disclose an employee's SSN without the consent of the employee to anyone outside the University except as permitted or required by law or as required for benefit purposes. Failure to provide an SSN may result in the withdrawal of an offer of employment and/or the denial of benefits. The University of Illinois is working to minimize the use of SSNs within its business processes. To review the System SSN policy, please visit https://www.ssn.uillinois.edu/text_of_the_policy/.
SSN required by third party form:
SSN: _ _ _ /_ _/_ _ _ _ (required)
At times the University may provide you with forms on the behalf of benefit providers and other non-University organizations. Many of these forms require your Social Security Number (SSN). Private companies may require you to provide your SSN in order to receive the requested service. These services typically include, but are not limited to, health and life insurance, retirement benefits, and employment verification. Many State and Federal forms may also request your SSN. In addition to tax and other compensation related forms these may include background checks for security sensitive positions, inter-institutional tuition waiver verification, and immigration related documents among others. If you feel one of these third parties has misused your SSN, please notify the Universities' SSN Coordinators at ssn@uillinois.edu as well as the party in question.
Voluntary (optional) provision of the SSN:
SSN: _ _ _ /_ _/_ _ _ _ (optional)
The University of Illinois is requesting your Social Security number (SSN) in order to expedite _[fill in as required]______. The University will not disclose an individual's SSN without the consent of the individual to anyone outside the University except as permitted or required by law. Providing your SSN may minimize administrative delays associated with the requested service. The University of Illinois is working to minimize the use of SSNs within its business processes. To review the System SSN Policy, please visit https://www.ssn.uillinois.edu/text_of_the_policy/.
Customized for legacy system due to be replaced:
Voluntary (optional) provision of the SSN for existing Personnel Records Management Systems (PRMS):
SSN: _ _ _ /_ _/_ _ _ _ (optional)
The University of Illinois is requesting your Social Security number (SSN) as a means to uniquely identify your records within our Personal Records Management System (PRMS). Unfortunately this system requires an applicant's SSN in order to function; thus to complete your application your SSN must be supplied. Once our PRMS is replaced this requirement will be eliminated. The University will not disclose an individual's SSN without the consent of the individual to anyone outside the University except as permitted or required by law. Your SSN will be used within this system only as a means to uniquely identify your records during the processing and tracking of your application. The University of Illinois is working to minimize the use of Social Security numbers within its business processes. To review the System SSN Policy, please visit https://www.ssn.uillinois.edu/text_of_the_policy/.
Used on all University of Illinois applications for admission:
On the application form:
Social Security Number: __________________ (see p. # )
In the instruction booklet:
Social Security Number: We are requesting your Social Security Number (SSN) pursuant to Public Law 93-579 for the university's system of student records as well as for compliance with federal and state reporting requirements.
An SSN is required if you are applying for financial aid but is not required for admission to the University. Providing an SSN will, however, speed up the processing of your application since we will not need to manually match your application with other materials such as transcripts and test scores. Supplying an SSN ensures that you will be able to claim the Hope Tax Credit if you are eligible on your federal tax return. The University has a strong commitment to ensuring the privacy and confidentiality of student records and will not disclose your SSN without your consent for any purpose except as permitted or required by law.