Sample Disclosure Statements

Note: these statements are provided as samples to use as guidelines when developing your own disclosure statements. Please be aware that all disclosure statements require the approval of the University SSN Coordinators.

Approved disclosure statement for payments to individuals for stipends, honorairum, human subjects or other payments.

"You must provide a Social Security Number (SSN) in order for the University of Illinois to process a _______. The University is required by Federal law to report such payments along with Social Security Numbers to Federal and state agencies on forms required by law. The University will not disclose a recipient's SSN without the consent of the recipient to anyone outside the University except as mandated by law."

In the blank above use one of the following:
stipend
honorarium payment
human subjects payment
payment

Examples created for general HR usage:

Mandatory (required) provision of the SSN:

SSN: _ _ _ /_ _/_ _ _ _ (required)

Federal tax regulations require us to request an SSN from every employee to whom compensation is paid. Employee SSNs are maintained and used by the University for payroll and benefits purposes, to verify employment history, and are reported to Federal and state agencies on forms required by law or for benefits purposes. The University will not disclose an employee's SSN without the consent of the employee to anyone outside the University except as mandated by law or as required for benefit purposes. Failure to provide an SSN may result in the withdrawal of an offer of employment and/or the denial of benefits. The University of Illinois is working to minimize the use of Social Security numbers within its business processes. For a full description of the University of Illinois' Social Security number policy, please visit http://www.ssn.uillinois.edu.

SSN required by third party form:

SSN: _ _ _ /_ _/_ _ _ _ (required)

At times the University may provide you with forms on the behalf of benefit providers and other non-University organizations. Many of these forms require your Social Security number. As private companies it is within their rights to require you to provide your SSN in order to provide the requested service. These services typically include but are not limited to health and life insurance, retirement benefits, and employment verification. In addition many State and Federal forms will also request your SSN. In addition to tax and other compensation related forms these may include background checks for security sensitive positions, inter-institutional tuition waiver verification, and immigration related documents among others. If you feel one of these third parties has misused your SSN please matter to the SSN policy coordinators at ssn@uillinois.edu as well as the party in question.

Voluntary (optional) provision of the SSN:

SSN: _ _ _ /_ _/_ _ _ _ (optional)

The University of Illinois is requesting your Social Security number (SSN) in order to expedite _[fill in as required]______. The University will not disclose an individual's SSN without the consent of the individual to anyone outside the University except as mandated by law. Providing your SSN may minimize administrative delays associated with the requested service. The University of Illinois is working to minimize the use of Social Security numbers within its business processes. For a full description of the University of Illinois' Social Security number policy, please visit http://www.ssn.uillinois.edu.

Customized for legacy system due to be replaced:

Voluntary (optional) provision of the SSN for existing PRMS:

SSN: _ _ _ /_ _/_ _ _ _ (optional)

The University of Illinois is requesting your Social Security number (SSN) as a means to uniquely identify your records within our Personal Records Management System (PRMS). Unfortunately this system requires an applicant's SSN in order to function; thus in order complete your application your SSN must be supplied. Once PRMS is replaced this requirement will be eliminated. The University will not disclose an individual's SSN without the consent of the individual to anyone outside the University except as mandated by law. Your SSN will be used within this system only as a means to uniquely identify your records during the processing and tracking of your application. The University of Illinois is working to minimize the use of Social Security numbers within its business processes. For a full description of the University of Illinois' Social Security number policy, please visit http://www.ssn.uillinois.edu.

Used on all University of Illinois applications for admission:

On the application form:

Social Security Number: __________________ (see p. # )

In the instruction booklet:

Social Security Number: We are requesting your Social Security Number pursuant to Public Law 93-579 for the university's system of student records as well as for compliance with federal and state reporting requirements.

A Social Security Number is required if you are applying for financial aid but is not required for admission to the University. Providing a Social Security Number will, however, speed up the processing of your application since we will not need to manually match your application with other materials such as transcripts and test scores. Supplying an SSN ensures that you will be able to claim the Hope Tax Credit if you are eligible on your federal tax return. The University has a strong commitment to ensuring the privacy and confidentiality of student records and will not disclose your Social Security Number without your consent for any purpose except as allowed by law.