Collection and Use of Social Security Number

Collection and Use of Social Security Numbers

In compliance with Florida State Statute 119.071(5), students should be aware that Florida State College at Jacksonville collects and uses social security numbers (SSNs) if specifically required by law to do so or if necessary for the performance of the College's duties and responsibilities. The College takes appropriate measures to secure SSNs from unauthorized access and does not release SSNs to other parties except as required to fulfill the College's duties and responsibilities.

Florida State College at Jacksonville collects and uses SSNs for the following purposes:

Department/Area Purpose Authorized or Mandated Statute or Regulation
Admissions Federal legislation related to the American Opportunity Tax Credit requires that all postsecondary institutions report student SSNs to the Internal Revenue Service. This IRS requirement makes it necessary for colleges to collect the social security number of every student. A student may refuse to disclose his or her SSN to the College, but the IRS is then authorized to fine the student in the amount of $100. In addition to the federal reporting requirements, the public school system in Florida uses SSNs as a student identifier (FS 1008.386). 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 from one education level to the next. Taxpayer Identification Numbers (TINs) are used by the Admissions Department for meeting reporting requirements necessary to comply with Department of Immigration requirements. Authorized Hope/Lifetime Tax Credit uses are authorized by 26 USC 6050S and Federal Register, June 16, 2000/IRC Section 25A. Florida Statue 119.071 (5); Tracking uses are authorized by SBE Rule 6A-10955(3)(e); 1008.386, F.S. and the General Education Provisions Act (20 USC 1221(e-1))
Continuing Education/Corporate Training Because of Florida State Education Reporting requirements, students who enroll in Continuing Education and Corporate Training classes are required to submit a SSN. Authorized Florida Statue 119.071 (5)
Financial Aid The Student Financial Aid Office uses SSNs to coordinate and verify eligibility and disbursement requirements for federal, state, and institutional aid programs. The Federal Department of Education requires students to submit their SSN when completing the federal application for student aid. The student's SSN is then used by the College to match applicant's records, verify eligibility, and coordinate benefits with other programs. The College reports to various state and federal agencies SSNs for students receiving benefits from aid programs. Agencies include but are not limited to the National Student Loan Clearinghouse, the Veteran Affairs Administration and the Florida State Department of Education. In performing the duties required to administer these programs, Florida State College at Jacksonville shares the student's SSN with vendors contracted by the College to assist with compliance of federal and state requirements. The vendors are authorized to use SSN to complete the tasks contractually required and are not authorized to use SSN for any other purpose. Currently, vendors include Federal Family Educational Loan providers, guarantors and servicers of federal loans and the College's bookstore provider. Mandated; Authorized Higher Education Act of 1965, as amended, Sections 441-448, 483 and 484(p), 20 USC 1091(p), 20 USC 1078-2(f); Code of Federal Regulations, 34 CFR 668.32(i) and 668.36; 38 USC 3471
Financial Services Various offices within Financial Services use social security numbers to comply with federal and state regulations and in the performance of duties and responsibilities assigned to the office. The Purchasing and Accounts Payable Offices are required by the Internal Revenue Service to collect SSNs from students before rending payment for goods and services purchased by the College. The SSN may be reported on an IRS 1099 form if required. The Payroll Department uses SSNs for reporting requirements related to administering student employee wages and benefits. When a student is employed by the College, SSNs are collected and maintained on the Internal Revenue Service required W4 form and reported on the IRS required W2 form. Additionally, the Payroll Department use SSNs in the collection and verification of student direct deposit requests for wages as allowed by FS119.71(2)(a) and FS 119.71(6)(c). The Project Accounting Office uses SSNs for complying with federal, state, and local grants contractual requirements. Project Accounting may report student SSNs to a funding agency for individuals receiving assistance from a grant or contract. The Bursars Office collects SSNs for identification and verification of students to third party sponsors who provide assistance to student, to satisfy billing and payments issues, reconciliation, and for tax reporting as allowed by FERPA and FS 119.71(2)(a) and FS 119.71(6)(c). The Bursars Office provides the IRS with SSNs for students when completing IRS 1098t or IRS 1042 requirements, contracts with various collection agencies that require SSN to meet Fair Collections Reporting Act requirements and reporting of debt information to credit bureaus and uses SSNs when meeting state requirements to report retiree insurance participants on annual basis. The Bursars Office collects SSNs when establishing direct deposits for students and to comply with Federal Department of Education electronic disbursement requirements. Authorized Internal Revenue Code, sections 3402(f)(2)(A), 6109, and 6051(a)(2); FS119.71(2)(a) and FS 119.71(6)(c)
Human Resources Human Resources collects SSNs for employment eligibility and reports to IRS and the Social Security Administration, including for W-4s and I-9s. Mandated; Authorized 26 USC 6051 and 26 CFR 31.6011 (b)-2, 26 301.6109-1 and 31.3404(f)(2)-1 and FS 119.071(5) (a) 6
Registrar The College registrar collects social security numbers from students for inclusion on official transcripts and for business purposes in accordance with parameters outlined by the US Department of Education. SSNs are reported to the state of Florida as required by state reporting requirements for postsecondary institutions. Authorized Florida Statue 119.071 (5)