Data Security
Collection of SSN
Florida law provides that public agencies, including the University of South Florida (USF), must notify individuals of the circumstances that would require the collection and use of social security numbers (“SSN”). Florida Statute 119.071(5) specifically authorizes USF to collect SSN’s when it is imperative in the performance of its duties. The following are the general scenarios under which USF will collect and use social security numbers.
| For processing payroll and other human resource functions, including benefits registration and processing, tax reporting, unemployment reporting, workers compensation, direct deposit and payroll deductions for University gifts or services such as parking fees, etc. | As required by the Internal Revenue Code under sections 3402(f)(2)(A) and 6109 and their regulations |
| For use in processing accounts payable and other purchasing functions, including travel reimbursements. | As required by the Internal Revenue Code under sections 3402(f)(2)(A) and 6109 and their regulation; and as permitted by 119.071(5) |
| For use in the proper identification and background screening of employees, vendors and volunteers. | As required by the Immigration and Control Act of 1986 – 8 USC 1324 |
| For use in administering federal and state programs, including verifying program eligibility. | As may be required by Section 483 and 484 of the Higher Education Act (HEA) of 1965 |
| For use in facilitating and reporting information required by the Board of Governors of the State University System. | As may be required by Section 483 and 484 of the Higher Education Act of 1965; or as necessary under Florida Statute 1001.706(d) |
| For use in processing employee health related benefits including medical claims and identifying patients. | As permitted by Florida Statute 119.071.(5)(a)(6) and (7) |
| For use in processing employee health related services such as USF Health, Student Health Services, or the USF Counseling Center | As permitted by Florida Statute 119.071.(5)(a)(6) and (7) |
| For use in student admission and enrollment and included as part of the student’s demographic record, including to coordinate transition from one educational institution to another. | As may be required by Section 483 and 484 of the Higher Education Act (HEA) of 1965 |
| For use in scholarships and financial aid, including as required by federal law for financial aid reporting, financial aid transactions, and federal work study. Note that all loan applications use the SSN. | As may be required by Section 483 and 484 of the Higher Education Act (HEA) of 1965 |
| For collection and use upon a donation or gift to USF or the USF Foundation to facilitate tax reporting. | As required by the Internal Revenue Code under sections 3402(f)(2)(a) and 6109 and their regulations |
| For collection and use in conjunction with Tort Claims notices. | As required by 768.28(6) |
| For access to certain critical Information Technology Systems in order to certify and authenticate identity. | As permitted by 119.071(5) |
| For use in administering third party standardized tests when testing agency requires collection. | As permitted by 119.071(5) |
| To authenticate identity when no other means are available. | As permitted by 119.071(5) |
| To assist in law enforcement activities of the USF Police Department. | As permitted by 119.071(5) |
To minimize the use of SSNs in campus operations, USF assigns each employee and student a unique university-generated identification number (USFID) for use in day-to-day operations.
SSN’s are otherwise confidential and will be securely maintained. SSN’s will not be disclosed for any other reasons unless required by law or a court order.