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Notification of Social Security Number Collection and Usage
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).
Valencia College (Valencia) collects and uses your SSN only for the following purposes in performance of the College’s duties and responsibilities. To protect your identity, Valencia 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 Valencia.
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 Valencia.
STUDENTS
Admissions
Federal legislation relating to the Hope Tax Credit requires that all postsecondary institutions report student SSN’s 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 $50.00.
In addition to the federal reporting requirements, the public school system in Florida uses SSN’s 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 form 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.
Valencia 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 Valencia ID (VID) number will be used in the libraries' patron database (LINCC) for online login authentication, patron verification, and the elimination of duplicate records.
Outreach Programs
The Bridges and College Reach-Out Programs are youth outreach (intervention) projects funded by discretionary grants from the US or FL Departments of Education. In order to verify a participant’s project eligibility, social security numbers are required and also later used when submitting information for the Annual Performance Reports due to the US or FL Departments of Education.
Workforce Programs (i.e., BANNER Center)
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:
Valencia collects contractor SSN information in order 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 |
| EMPLOYEES |
|
|
|
|
| Employment / Hiring |
College required to collect and examine employee's SSN for verification, work eligibility, and reporting for social security and taxes.
- Employment Application
- I-9
- SSN tax/FICA
- W-9's (request for SSN)
- W-2 statement / re-issue
- W-4
|
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) |
| Employment (Contractor) |
Federal W-9, Form 1099 |
|
Internal Revenue Code, Section 6109; Title 26 US Code |
Required (if no FEIN provided) |
| Employment |
Unemployment |
N/A |
State of Florida; disclosure per 119.071(5)(a)6.b., FS |
Yes, for administrative use |
| Employment |
Retirement |
N/A |
Florida Department of Revenue - disclosure per 119.071(5)(a)6.b. |
Yes, for administrative use |
| Employment |
Workers Compensation Claims |
N/A |
440.185, F.S. Department of Labor, FCCRMC |
Yes, for administrative use |
| Employment |
403(b) Contribution Reports |
N/A |
US Tax Code 501(c)(3) |
Yes, for administrative use |
| Employment |
Group health, life and dental coverage enrollment
Employee and dependents of employee |
Notice of Admistrative 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 Admistrative use or HR form for employees and dependents |
| Contracts and Grants |
With respect to certain federal contracts / grants requires reports including employee SSN's for equal employment opportunity reports and reports to IRS |
N/A |
41 CFR 60-4.3
|
Yes, where required reporting. |
| STUDENTS |
|
|
|
|
| Student Financial Aid |
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 assistance.
Requires institutions to verify SSN in national database and reporting.
Required to complete FAFSA.
Required for Bright Futures and other scholarships for eligibility purposes. |
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. |
| Student Admissions / Application |
Requires SSNs for tracking students and authorizes collection under IRS Code |
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 |
| Student 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 |
| Hope / Lifetime Tax Credit |
Reporting of SSNs to IRS |
N/A |
Federal Register, June 16, 2000\IRC Sect. 25A |
Student may refuse, but subject to fine. |
College Reach-Out program (CROP)
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 |
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