Question: Should Employers Keep Copies Of Social Security Cards?

Does employer need copy of Social Security card?

You may, but are not required to, photocopy the Social Security card if the employee provides it.

Record each new employee’s name and social security number from his or her social security card.

Any employee without a Social Security card should apply for one using Form SS-5, Application for Social Security Card PDF..

Why do employers need a copy of your Social Security card?

Employers often ask to see an employee’s Social Security card. … While not required, SSA provides a service for employers to verify a name and SSN for wage reporting purposes when you want additional assurance of an employee’s correct name and SSN.

Do you have to keep paper copies of employee records?

When you employ staff or engage volunteers, you must keep records, whether in paper form or electronically. It is easier to maintain confidentiality and ensure that records are kept securely if you keep only one file about each person. … Records containing data on people are subject to the Data Protection Act 2018.

What forms do I need to get a replacement Social Security card?

To Obtain a New Social Security Number and Card you will need to provide at least two documents to prove age, identity, and U.S. citizenship or current immigration status….To prove identity: Social Security must see:U.S. driver’s license; or.State-issued non-driver identity card; or.U.S. passport.

Do employers need to keep copies of i9 documents?

Even if you retain copies of documents, you are still required to fully complete and retain Form I-9. … However, if you make copies or electronic images of the employee’s documents, you must make them available at the time of a Form I-9 inspection by DHS or another federal government agency.

You should ask your employee to show you his or her social security card. The employee may show the card if it is available. You may, but are not required to, photocopy the social security card if the employee provides it. … You cannot require an employee to produce specific documents for I-9 purposes.

Should you keep copies of ID in personnel files?

Copies must not be used for any other purpose. … If copies or electronic images of the employee’s documents are made, they must either be retained with the Form I-9 or stored with the employee’s records.

How many times can you replace your Social Security card?

There are limits on the number of replacement social security number cards we will issue to you. You may receive no more than three replacement social security number cards in a year and ten replacement social security number cards per lifetime.

Can you use copies of documents for i9?

May I accept a copy of a document from an employee? No. Employees must present original documents. The only exception is that an employee may present a certified copy of a birth certificate.

How can I prove my Social Security number without my card?

Note: For REAL ID document purposes, you may not need a Social Security number (SSN) card as proof of an SSN. Instead, a recent pay stub, W-2 (wage and tax statement), SSA-1099 (Social Security Benefit Statement) or other tax documents showing your full name and entire SSN may be acceptable proof of your SSN.

Is it safe to send a copy of Social Security card?

The IRS never calls asking for your Social Security number. … Never email sensitive personal information like your SSN or images of government documents (Social Security card, driver’s license, passport) unless that transmission will be encrypted.

How long does it take to get copy of Social Security card?

The fastest way to replace your Social Security card is to request a new one online. You can also visit a local SSA office in your area. According to the SSA website, it typically takes 10 to 14 business days to receive your new card once your application has been processed.

What can be used as proof of Social Security number?

Acceptable documents to provide proof of Social Security number are:Social Security Account number card (not laminated)W-2 form (not accepted electronically)SSA-1099 form.Non-SSA-1099 form.Pay stub with the applicant’s name and SSN on it.More items…

Can you print out a temporary Social Security card?

Can I print the temporary Social Security card online? If you are applying online, you will not be able to print your card for security reasons. To get a temporary card printout, you have to go to the SSA office, and you will get it on the same day.

What are i 9 supporting documents?

Driver’s LicenseID card issued by federal, state or local government agencies or entities, provided it contains a photograph or information such as name, date of birth, gender, height, eye color and address.School ID card with a photograph.Voter registration card.U.S.military card or draft record.More items…•