How UT Dallas Uses Your Social Security Number
Your Social Security Account Number
Required Disclosure and Employment Related Uses at The University of Texas at Dallas
Section 7(a) of the Privacy Act of 1974 (contained in a historical note to 5 USC 552a) requires any Federal, State or local agency which requests you to disclose your social security account number (SSAN) to tell you whether the disclosure is mandatory or voluntary, by what statutory or other authority the number is requested, and how it will be used.
Disclosure of your SSAN is required.
Employees of the University of Texas at Dallas (UTD) are advised that disclosure of your SSAN is a mandatory requirement and is a condition of employment. This requirement is based on Federal and State regulations which require UTD to collect and report your SSAN, as well as the practical administrative difficulties which would be encountered in maintaining adequate employee records and mandatory employee reports without continued use of the SSAN.
Our authority to require disclosure of your SSAN.
Authority for requiring the disclosure of your SSAN is based on section 7(a)(2) of the Privacy Act. Section 7(a)(2) provides that an agency may continue to require the disclosure of an individual’s SSAN as a condition for the granting of a right, benefit, or privilege provided by law where the agency required this disclosure under statute or regulation prior to January 1, 1975 in order to verify the identity of an individual. UTD consistently required employees to disclose their SSAN for many years prior to January 1, 1975. This requirement was, and is, pursuant to statutes passed by the U.S. Congress and the Texas Legislature, and regulations adopted by Federal and Texas agencies, including the Board of Regents of the University of Texas System. One example is 26 USC § 6109, which requires UTD to collect and report each employee’s SSAN to the U. S. Internal Revenue Service.
How UTD uses your SSAN.
Uses of your SSAN include, but are not limited to: determining, recording and reporting earnings and payments to the U. S. Internal Revenue Service; determining entitlement to and payment for worker’s compensation insurance benefits; determining entitlement to and reporting earnings to the Texas Workforce Commission; and other related purposes which may arise.
Your SSAN is confidential at UTD.
UTD considers your SSAN to be confidential information. Employees who have access to confidential information may only use that information as is necessary and appropriate in the performance of their official duties.
If you have questions about UTD’s SSAN requirements related to employment, contact Colleen Dutton, Assistant Vice President.
Last Updated: September 24, 2013