Sample Letter - Request for Social Security Card from employee
Citizen
Non-resident Alien
Introduction
University of Colorado Administrative Policy Statement
Social Security Card Filing ("Policy") provides guidance pertaining
to the University's responsibilities to ensure proper tax withholding
from wages and to ensure that the required reporting of employee wages,
withholding, and employment taxes is accurate. Provisions outlined
in the Policy apply to all campuses, and are necessary in order to comply
with federal regulations. It is the responsibility of the hiring department
to obtain a copy of the employee's social security card. The director
of human resources for each campus is responsible for monitoring compliance
with this policy. Below are campus-specific procedures developed to
enable the Boulder campus to comply with the provisions set forth by
the Policy.
Procedures
An employee who has a social security number and a social security
card available must show it to the hiring department or unit. Upon reviewing
the social security card or tax identification card, the department
representative may make a copy of the document and keep this copy within
the employee's records in the department. The Department of Human Resources
will provide information to departmental personnel to assist with the
recognition of fraudulent cards. Also, campus departmental staff may
contact the Department of Human Resources at 303-492-6893 for assistance
when in doubt about the authenticity of an employee's Social Security
Card.
New employees who are not non-resident aliens:
An employee who has a social security number but does not have the social
security card available on the first day of employment must show the card
to the hiring department or unit within two working days of beginning employment.
- An employee who does not have a social security number is required
to apply for one on Form SS-5. The hiring department or unit must issue
a letter to the employee requesting that the employee provide his or
her social security card. A copy of this letter is to be sent to the
Director of Human Resources.
- An employee who is unable to furnish a social security number but
has a receipt from the Social Security Administration acknowledging
application for a social security number must show the receipt to the
hiring department or unit. A copy of the receipt should be retained
in the department and another is to be forwarded to the Director Human
Resources.
- The employee must provide a copy of the social security card
to the department representative within 21 calendar days. It is
the responsibility of the hiring department or unit to notify
the Director of Human Resources when the copy has been provided.
- Failure by the employee to provide a copy of the social security
card within 30 calendar days of employment may result in termination
of employment.
- An employee who is unable to furnish the social security number or
a receipt must provide a written statement to the hiring department
or unit. This statement, signed by the employee, must include the employee's
full name, sex, present address, date and place of birth, father's full
name, mother's full maiden name, and a statement as to whether the employee
has previously filed an application on Form SS-5. If Form SS-5 has
been filed, the date and place of filing must be noted. One copy of
this statement should be retained in the department and another should
be forwarded to the Director of Human Resources.
- NOTE: This statement does not relieve the employee of the obligation
to a follow-up with the Social Security Administration and obtain Social
Security Card.
Newly arrived non-resident alien employees:
New non-resident alien employees are also required to present a copy
of his or her social security card or tax identification card. However,
non-resident aliens are allowed up to a maximum of eight weeks in which
to acquire a social security or tax identification number.
- On the first day of University employment, the hiring department or
unit must give the non-resident alien who does not provide a copy of
his or her social security card a letter requesting that he or she obtain
a social security number. A copy of the letter should be kept for the
hiring department's files.
- If the non-resident alien employee does not provide a copy of the
social security card to the department representative within 30 days
of employment, the hiring department or unit must send the employee
a second request for his or her social security number. The hiring
department or unit must keep a copy of the request letter(s) for its
files, and forward a copy to the Director of Human Resources.
Failure by the employee to provide a copy of the social security card
within the allotted time period may result in termination of employment.
Exceptions and Compliance
Exceptions to the Policy must be requested in writing
to the Director of Human Resources. Exceptions will only be granted
on the basis of financial hardship to the employee, and adequate documentation
of such must be presented. If exceptions are granted, it is the responsibility
of the employing department or unit to follow-up and assure that proper
documentation is obtained.
Payroll and Benefit Services shall periodically
generate a report listing employees for which no social security or
tax identification card has been received. The Department of Human
Resources shall notify the hiring department or unit of its noncompliance
and arrangements for resolution must promptly be made and agreed upon.
Pursuant to the Policy, any financial penalties
that accrue as a result of failure to comply will be the responsibility
of the employing department or unit.
