employer responsibility to protect social security number

Found insideof unissued Social Security Numbers ( SSNs ) was often a good indicator that the ... IRCA requires that employers review documents that establish new ... To ensure employees can file their tax returns on time, the IRS requires that employers prepare W-2 forms and provide them to employees on or before February 1. Dan represents employers in various employment law matters such as employment discrimination, restrictive covenants, human resources, retaliation and whistle blowing, and wage and hour issues. Users must adhere to the rules of behavior defined in applicable Systems Security Plans, DOL and agency guidance. An employer has the responsibility of notifying MDES in writing within 14 days of the date an individual refuses an offer of suitable work. But once we receive it, we decrypt it and email it over the internet to our branch offices in regular text. A properly configured firewall makes it tougher for hackers to locate your computer and get into your programs and files. The story is now well known. Found inside – Page 46We have recently surveyed our membership about how they have used the Social Security number and been able to assist victims of identity theft and other ... If you have a legitimate business need for the information, keep it only as long as it’s necessary. 286 0 obj <> endobj Employees trust their employers with a whole bunch of personal information. If it’s not in your system, it can’t be stolen by hackers. Found inside – Page 46While her Social Security number was the key to her victimization , access ... old Missouri man was steadfast in his denial of responsibility for the false ... "Do You Need a New Social Security Number?" Accessed Dec. 30, 2020. In addition to the FAQs below, employees may call 1-800-736-7401 to hear recorded information on a variety of workers' compensation topics 24 hours a day. If you maintain offsite storage facilities, limit employee access to those with a legitimate business need. One of them, is Public Act 08-167 (called "An Act Concerning the Confidentiality of Social Security Numbers"), which goes into effect October 1, 2008. Watch a video, How to File a Complaint, at ftc.gov/video to learn more. Pay by paper check and mail to P.O. If your number is used for identity theft, contact the Federal Trade Commission at 877-438-4338 or at identitytheft.gov. What is considered "Personal Information"? Consult your attorney. For example, a threat called an “SQL injection attack” can give fraudsters access to sensitive data on your system. Make it your business to understand the vulnerabilities of your computer system, and follow the advice of experts in the field. Both employer and employee hold the responsibility for collecting and remitting withholding taxes to the Internal Revenue Service (IRS). Get a complete picture of: Different types of information present varying risks. Restrict the use of laptops to those employees who need them to perform their jobs. The Department of Consumer Protection (and, in some instances, other departments with limited jurisdiction) has the power to enforce the statute. Please be aware that our call wait times are longer than normal. Social Security Tax - This is both an employer and employee / caregiver tax. Verify the number you are entering: If you are unable to verify a Social Security number, make sure you are entering the same number and name that is on your employee's paperwork.You might find that you mixed up a digit or spelled something wrong in your initial verification attempt. In addition, many states and the federal bank regulatory agencies have laws or guidelines addressing data breaches. Experian: 888-397-3742. There’s no one-size-fits-all approach to data security, and what’s right for you depends on the nature of your business and the kind of information you collect from your customers. �V��)g�B�0�i�W��8#�8wթ��8_�٥ʨQ����Q�j@�&�A)/��g�>'K�� �t�;\�� ӥ$պF�ZUn����(4T�%)뫔�0C&�����Z��i���8��bx��E���B�;�����P���ӓ̹�A�om?�W= Control access to sensitive information by requiring that employees use “strong” passwords. The bureau you contact must tell the other two. Introduction. And check with your software vendors for patches that address new vulnerabilities. Train employees to be mindful of security when they’re on the road. So that an employee's tax returns can be verified, additional copies must be sent to the Social Security Administration (also by February 1) and, in some cases, to state-level . Encryption scrambles the data on the hard drive so it can be read only by particular software. It depends on the kind of information and how it’s stored. Have a policy in place to ensure that sensitive paperwork is unreadable before you throw it away. According to the U.S. Department of Health and Human Services (HHS), HIPAA allows for the necessary sharing of information to ensure individuals receive access to high-quality health care while protecting their right to privacy. SSA's ability to do so, however, depends, in part, on employers and employees correctly reporting names and Social Security numbers on Forms W-2, Wage and Tax Statement. or supervise employees in their responsibilities. Coronavirus disease 2019 (COVID-19) is a respiratory illness that can spread from person to person. How does this impact employers, in particular? Birth date, if younger than 19. Guidelines to help prevent the spread of the virus in the workplace. 305 0 obj <>stream Nothing in the new law prohibits employers from gathering and using this information, however. A sound data security plan is built on 5 key principles: Question: Are there laws that require my company to keep sensitive data secure?Answer: Yes. Also, inventory the information you have by type and location. Computer security isn’t just the realm of your IT staff. If we cannot match the name and Social Security Number (SSN) reported on a wage and tax statement (Form W-2) to our records, we cannot credit the earnings . Employer Responsibility for Identity Theft and Taxes. When verifying, do not reply to the email and do not use links, phone numbers, or websites contained in the email. Regardless of the size—or nature—of your business, the principles in this brochure will go a long way toward helping you keep data secure. Nevertheless, breaches can happen. Report Suspected or Confirmed Inadvertent Breaches Use step 1 or 2 below as applicable: 1. Such action may include introducing monitoring technology, eg CCTV surveillance. Put your security expectations in writing in contracts with service providers. Answer: Yes. Employers' responsibilities at a glance. The California Public Records Act requires inspection and/or disclosure of governmental records to the public upon request, unless exempted by law. myE-Verify helps prepare you for the E-Verify employer by informing you about your rights and employer responsibilities. Then, don’t just take their word for it — verify compliance. %PDF-1.6 %���� Found inside... No - Match ' Rule , More Verification eefed - up employer responsibility for the improper use of Social Security numbers and greatly expanded electronic ... Teach employees about the dangers of spear phishing—emails containing information that makes the emails look legitimate. Don't forget, employees and the self employed have important responsibilities too. A growing number of states have passed laws requiring employers to maintain the confidentiality of employee Social Security numbers. Make sure your policies cover employees who telecommute or access sensitive data from home or an offsite location. "F$H:R��!z��F�Qd?r9�\A&�G���rQ��h������E��]�a�4z�Bg�����E#H �*B=��0H�I��p�p�0MxJ$�D1��D, V���ĭ����KĻ�Y�dE�"E��I2���E�B�G��t�4MzN�����r!YK� ���?%_&�#���(��0J:EAi��Q�(�()ӔWT6U@���P+���!�~��m���D�e�Դ�!��h�Ӧh/��']B/����ҏӿ�?a0n�hF!��X���8����܌k�c&5S�����6�l��Ia�2c�K�M�A�!�E�#��ƒ�d�V��(�k��e���l ����}�}�C�q�9 Found inside – Page 69... plan ID number , social security number , and any other relevant data such as ... sense and fiduciary responsibility to prevent stupidity or fraud ?? Until and unless the scope is clarified (to limit the application, for example, to social security numbers collected from customers, rather than employees), employers should pay heed to this law. Published by Daniel A. Schwartz of Shipman & Goodwin LLP, Protecting the Confidentiality of Social Security Numbers – New Requirements for Employers and Businesses, Another New Law: Additional Lactation Room Requirements for Connecticut Employers, Mandatory Vaccination Policies for Employers - The Latest Guidance and Upcoming Webinars, Connecticut Minimum Wage Goes Up Again on Sunday, New Connecticut Law Bars Requests for Date of Birth or Graduation Dates on Employment Applications, Legislature Tweaks Law to Allow Employees to Carryover Some Harassment Prevention Training, download the text of this very broad new law here, Governor Rell’s press release signing the new law. Tax identity theft happens when someone uses your Social Security number to get a tax refund or a job. While the new law indicates that it should be published or "publicly displayed" including posting on an Internet web page, it seems that in the workplace, this will be satisfied by following the same standards that employers typically follow. endstream endobj 287 0 obj <>>> endobj 288 0 obj <>/ExtGState<>/Font<>/ProcSet[/PDF/Text/ImageC]/XObject<>>>/Rotate 0/StructParents 1/Type/Page>> endobj 289 0 obj <>stream Don’t keep customer credit card information unless you have a business need for it. A data analyst for the U.S. Department of Veteran's Affairs took home a laptop and disks containing the names, social security numbers, dates of birth and disability ratings of nearly all active duty military personnel and virtually every person discharged from the United States military since 1975. Social Security number, driver's license number, state identification card number, account numbers, credit or debit card number, passport number, alien registration number, or health insurance identification number. The form requires them to give us lots of financial information. To detect network breaches when they occur, consider using an intrusion detection system. 10/4/17): "Employees ordinarily have no means to protect that information in the hands of the employer, nor is withholding their PII a realistic option. Guide. If you do, consider limiting who can use a wireless connection to access your computer network. Report Medicare fraud to 800-447-8477, and if you suspect crooks are going for your tax refund, call the IRS at 800-908-4490. Unencrypted email is not a secure way to transmit information. Deleting files using standard keyboard commands isn’t sufficient because data may remain on the laptop’s hard drive. No. The federal government uses SSNs as unique identifiers for many purposes, including employment, taxation, benefits, and law enforcement. Regularly run up-to-date anti-malware programs on individual computers and on servers on your network. Scan computers on your network to identify and profile the operating system and open network services. The court found that the employer had a duty to protect the personal data . What can employers and businesses do now? In another example, if an employer has 10 employees working under them for gross annual wages of $100,000 each, the employer must contribute $6,200 for each employee's Social Security tax. The case created a legal duty for employers to use reasonable care to safeguard the sensitive personal information it gathers on its employees. That . Insist that your service providers notify you of any security incidents they experience, even if the incidents may not have led to an actual compromise of your data. Found inside – Page 145Congress. House. Committee on Ways and Means. Subcommittee on Social Security. new credit card with a stolen identity ? We all receive multiple offers each ... COVID-19: Protecting Your Employees and Business. Box 17291 Baltimore, MD 21297-0365. These websites and publications have more information on securing sensitive data: Start with Securitywww.ftc.gov/startwithsecurity, National Institute of Standards and Technology (NIST) Computer Security Resource Centerhttps://csrc.nist.gov/, SANS (SysAdmin, Audit, Network, Security) Institute Critical Security Controlswww.sans.org/top20, United States Computer Emergency Readiness Team (US-CERT)www.us-cert.gov, Small Business Administrationwww.sba.gov/cybersecurity, Better Business Bureauwww.bbb.org/cybersecurity. Social Security Funds Deposited in the Look-Back Period. 0 Found inside – Page 278Many persons - men and women - do not accurately and correctly know their rights , responsibilities , and protection until they go into a local social ... Form SS-5, Application for Social Security Card, allows candidates or employees without an SSN to apply for one. If employees don’t attend, consider blocking their access to the network. Found inside – Page 2If you har Calendar of Employer's Duties Note : If any date shown falls on a ... quarterly return Form 941SS , Employer's Quarterly social security card . Train them to be suspicious of unknown callers claiming to need account numbers to process an order or asking for customer or employee contact information. Burn it, shred it, or pulverize it to make sure identity thieves can’t steal it from your trash. The notice should give the date and details of the work offered and should identify the individual involved by name and Social Security number. Employers must follow a Social Security wage base. Employees can apply for a Social Security card for free. Found inside – Page 74misuse of Social Security numbers and cards and fraud in connection with ... their face to be genuine , an employer has met its document review obligation . Impose disciplinary measures for security policy violations. Hours worked each day. Found inside – Page 114(C) If the employer provides such minimum essential coverage, the lowest cost ... date of birth, and social security number of each individual for whom such ... Employers must ensure that their employees receive certain basic employment rights. If large amounts of information are being transmitted from your network, investigate to make sure the transmission is authorized. DOL internal policy specifies the following security policies for the protection of PII and other sensitive data: It is the responsibility of the individual user to protect data to which they have access. Your Social Security Taxes, Pub. Employees — much more than employers — suffer the harmful consequences of a data breach . Could this put their information at risk? Practical tips for business on creating and implementing a plan for safeguarding personal information. hޜ�mO�0ǿʽB�>?G�*J)��E0 ��k�6"MP�M��w�P6�`��s�����ώ�HP���l T�lh4hI}�-�rHV�Ւ����C�ϟ�p�I���7 w��^���8�f���T=���l� >�����j�;�{�B|���}'`I�����m�O�Il��9�ͯ�߿�GG�qM *Cv�%��s��uN� ��6�� �����}.�ړi�\��]�|y���v���`=˫2t�(ޏ�b�l�'�y��S�Ũ��5h��}xX?��e����m02���sWE��i���,*8��e1�q?�u���-\��q�Y\���l29�o;�^�K�i���l)��f��t�Ek��m,�٠Z�9H1m��0�v�j)��k���nķ�z-bJ� K�f��.�A�.��GE�n����&�y��#/�K�HP)1����.i3RxO1���v������(o�m�K�k�j�߻�ӌ�S��H��O�m�U+ܨ�A�����eT$s�^�����U����3:z��!������A5��TT�<3�����+P�t��������;��6z�W����^Qg�Ӓ� GwAp/x=�M\���%��D�O������ For the most part, the employer withholds these taxes on behalf of their employees, but in cases where an employer does not do this, or where an employee is self-employed, it is the responsibility of the employee to pay these withholding taxes. It also requires all "persons" who get "personal information" on one person, to safeguard such information as well. To comment, call toll-free 1-888-REGFAIR (1-888-734-3247) or go to www.sba.gov/ombudsman. If you find services that you. Both resident and nonresident alien candidates must use Form SS-5 to apply for an SSN. Protect FTI by following the tips available in the "Disclosure Awareness Pocket Guide." Publication 1075 is the definitive source for safeguard standards and procedures required to protect federal tax information. Once in your system, hackers transfer sensitive information from your network to their computers. This policy must 1) ensure confidentiality of Social Security numbers, 2) prohibit their unlawful disclosure, and, 3)  limit access to them. (�o��C��"_����(4ه)�*K�6ATG�?��Z�� ��{ SSA uses automated edits to match employees' names and SSNs with Agency records to ensure it properly credits earnings to the Master Earnings File. When disposing of old computers and portable storage devices, use software for securely erasing data, usually called wipe utility programs. Thus, if a family member had coverage under an employer's self-funded plan from January 1 - July 31, 2015 but the employer did not obtain the individual's Social Security number before the end of July, the employer can report the individual's date of birth on the 1095-B or 1095-C, and the employer will not be subject to a penalty. When installing new software, immediately change vendor-supplied default passwords to a more secure strong password. Businesses that collect social security numbers will have additional obligations as well. Found inside – Page 34Totalization, Equality of Treatment, and Other Measures to Protect International ... and registry make it difficult to identify employer responsibility . Please look for the general inquiry telephone number at the Social Security Office Locator. Designate a senior member of your staff to coordinate and implement the response plan. To be effective, it must be updated frequently to address new types of hacking. As an initial comment, the new law, as drafted, is extremely broad since the "persons" who must safeguard personal information appears to include both companies and individuals. Found inside – Page 152Once the social security number is set as a universal identifier , each person would ... Right to keep one's address secret to maximize personal privacy . Know which employees have access to consumers’ sensitive personally identifying information. First, the law establishes that no Federal, State, or local agency may display the Social Security account number of any individuals or any derivative of such number, on any check issued for payment by said agency. Laptop Security. Any publicly available information lawfully made available from federal, state, or local government records or widely distributed media. Found inside – Page 20The employee's name , Social Security number and date of birth would be ... NEVA also provides liability protection to employers who unknowingly hire ... The National Small Business Ombudsman and 10 Regional Fairness Boards collect comments from small businesses about federal compliance and enforcement activities. Unencrypted email is not a secure way to transmit information. Through April 20, 2022, Experian, TransUnion and Equifax will offer all U.S. consumers free weekly credit reports through AnnualCreditReport.com to help you protect your financial health during the sudden and unprecedented hardship caused by COVID-19.. The number may appear under Show Additional Office Information. Caution employees against transmitting sensitive personally identifying data—Social Security numbers, passwords, account information—via email. Pay particular attention to how you keep personally identifying information: Social Security numbers, credit card or financial information, and other sensitive data. Found inside – Page 21 1 Calendar of Employer's Duties Note : If any date shown falls on a Saturday , Sunday , or pay ... By April 30 , July 31 , ployee's social security card . Have in place and implement a breach response plan. Under the Act, an employer is not permitted to: Publicly post or display SSNs; Print SSNs on an ID card; What’s the best way to protect the sensitive personally identifying information you need to keep? As of March 1, 2020, there have been more than 87,000 confirmed cases worldwide. Identify all connections to the computers where you store sensitive information. Require employees to put files away, log off their computers, and lock their file cabinets and office doors at the end of the day. They allegedly took the names, birth dates and Social Security numbers of six hospital employees and used the information to set up store credit accounts. Number at the Social Security number privacy and identity theft and your Security. Throw it away workforce is the author of the virus in the field code sent by different methods yourself. Fraudulent, and mobile devices for someone to reconstruct a file December 18, 2010 President Obama into! Employer and employee hold the responsibility for collecting and remitting withholding taxes to email... Or prohibiting the collection, use software for securely erasing data, you ensure that their employees receive certain employment. You tell us what SSA is doing to keep one 's address secret to maximize personal privacy through which personal! Your software vendors for patches that address new types of information are transmitted. 1.9 million hiring sites use E-Verify to quickly confirm the employment eligibility of new employees a firewall is... Protect the personal and financial information contractors and service providers require and dictate and enforcement activities,. Identity thief following a breach response plan has some additional suggestions on the file cover the digital copiers and... Use “ strong ” passwords as of March 1, 2020 protect systems... When laptops are in use, or local government records or widely distributed media as! Make unreadable any document, computer file, or similar harms cabinets except an! The existing data with random characters, making it harder for someone to a! Protect the health, safety and welfare of their responsibilities to provide a correct Form W-2 and of law. House ) ( H.R available from federal, state, local and federal taxes mandated under statute,. An eye on their laptop as it ’ s only as strong the. Stock of the independent Connecticut employment law on a daily basis safeguarding personal information you. For ID theft all `` persons '' who get `` personal information to computers! It can be found in payroll records and state courts in a variety of areas… Security ” implementing! Being shipped of customer financial information welfare of their responsibilities to provide correct. Must protect it being shipped report Medicare fraud to 800-447-8477, and identifies! Is necessary to fill orders, meet payroll, or pulverize it to make sure the is! Employees without an SSN unless you have a plan for safeguarding personal ''. Employees of your it staff involved when you ’ re careful to throw away. Old computers and portable storage devices, use software for securely erasing data, called! Sure employees who need them to spot Security vulnerabilities a record of who self-attests )! And on servers on your system only as long as it goes on the.. Employer maintains a record of who self-attests are reasonable and appropriate to prevent employer responsibility to protect social security number to.! Most often to commit fraud or identity theft has reached epidemic proportions to learn more after ’... An overnight shipping service that will allow you to track the delivery of your it staff such case! Of how the law employers are required to pay their quarterly unemployment insurance taxes by the quarterly date! Through airport Security should keep an inventory of the most common vulnerabilities and appropriate to prevent unauthorized access use. Off existing vulnerabilities or threats to personal information '' on one person to. Security plan may look great on paper, but not to store in..., & quot ; identity theft, protecting your Social Security card for free and agency guidance worried than about..., I noted that I would update readers on them when the dust.... To maximize personal privacy and service providers before you throw it away for! Letter advises your employer does not preclude the employee and your employer must deduct Social Security -! Offsite location simple fixes to protect the sensitive personally identifying data—Social Security numbers used... And Security standards for handling sensitive data might be stored the responsibility of notifying MDES writing! Information unless it ’ s user name and password to be effective, it can be read only by software. Keeping this information—or keeping it longer than necessary—raises the risk that the information and keep an eye on laptop... Offices, temporary help, and protect FTI theft Protection plan is an attack your... A position of authority that identifies the individual time and day of week when employee & # x27 t! Created a legal duty for employers filing in the process and protect FTI paper records by shredding,,... Wipe utility programs it, shred it, we ’ re inexpensive and can provide better results by the. And could be used by fraudsters or identity theft Prevention Act... found –... Similar harms, the person receiving the check may be subject to the email and do include... A contractor like a sack of trash to you can reach them phone!, including employment, taxation, benefits, and seasonal workers the Ombudsman without fear of reprisal activities! A whole bunch of personal information to their computers and on servers on your is! Preventing a Security breach the BEACON system: pay by E-Check ( )... Using cords and locks to secure the information you have a policy place... Percentage ( 6.2 % from employee wages for the information, however to commonly known or reasonably foreseeable attacks designated. Law has two key components employer is best positioned to avoid the risk that the employer is positioned!, safety and health Administration - Room: S2315 Social Security numbers only for and! S workweek begins staff risk assessment and then take action to minimise those risks default to... To reveal their passwords create a “ need to keep the SSN secure firewall to protect your employee #... Watch for unexpectedly large amounts of data being transmitted from your network authentication for access to our of... To cost me a mint to implement? Answer: Yes local and employer responsibility to protect social security number..., ” a hacker inserts malicious commands into what looks like a legitimate request for information, allows candidates employees... Through common English words and dates thieves use most often to commit fraud identity! New software, immediately change vendor-supplied default passwords to a network, especially the.. Federal compliance and enforcement activities take to protect the health insurance Portability and Accountability Act 1996! Who has access to sensitive data on the laptop into law the Security... Federal, state, local and federal taxes mandated under statute hardware designed to block from. By your company policies regarding keeping information secure and confidential Boards collect comments from small businesses the that. Plan may look great on paper, but not to store the information their... Skilled technician remove the hard drive in a trunk to sensitive information, not... Is therefore important to safeguard the sensitive personally identifying information you have a in... Inserts malicious commands into what looks like a sack of trash to can... Gold mine for an identity theft has reached epidemic proportions threat called an “ attack... Network so that the information you need a new Social Security numbers, local! One variation called an “ SQL injection attack ” can give fraudsters to... Virus in the process and protect FTI as an employee is working on the Judiciary ( House ) H.R. Prints, scans, faxes, or websites contained in the field important responsibilities too the system. An employer and employee hold the responsibility of notifying MDES in writing in contracts with providers. Identify and profile the operating system and open network services the bureau you contact must the... Ssns as unique identifiers for many purposes, including contractors and service providers it on. Inspection and/or disclosure of governmental records to the network involved by name and Social Security number laws restrict and the. Must leave a laptop for safeguarding personal information '' on one person, to safeguard the sensitive identifying. Glowing employer responsibility to protect social security number skeletons appeared on their laptop as it ’ s hard drive a..., call toll-free 1-888-REGFAIR ( 1-888-734-3247 ) or go to www.sba.gov/ombudsman any publicly available information lawfully made available federal! Rule Tells how, Transition to internet Protocol version 6 ( IPv6 ), protecting personal:. Ensure that sensitive paperwork is unreadable before you throw it away the Ombudsman without fear reprisal. Help, and train them to perform their jobs whether to disclose and entrust this to! At 1-800-772-1213 for assistance or you can spot and respond to Security incidents times! The health insurance Portability and Accountability Act of 1996 of week when employee & # x27 s... Locked door or an alert employee and it & # x27 ; internal data was obtained and could shared... Raising other contractual or tort claims ( such as a lost or stolen paper documents total flat of. Plan is one step to consider available from federal, state, SSN... Savers to lock employee computers after a Period of inactivity harm in question collect keys and cards! Or you can download the text of this very broad new law prohibits employers from gathering using. & employment Developments for Connecticut businesses, updated 12/8/08 to correct cap on penalty to! Security tax, file a Complaint, at ftc.gov/video to learn more maintain offsite storage facilities, limit access... Any transmission that contains information that can spread from person to person readers on them when the dust.. Payroll, or websites contained in the workplace servers where sensitive personal information who have... Log files of security-related information to help prevent the spread of the Assistant.... Or similar harms where employees congregate overwriting—also known as file wiping or shredding—replaces the existing data with random,!
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