HomeMy WebLinkAboutPension General_Documentation_Tab 13_02/04/2008HANSON, PERRY ~ JENSEN, P.A.
40O EXECUTIVE CENTER DRIVE, SUITE 2O7 -WEST PALM BEACH, FLOHIOA 33401-2922
L HANSON*
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N H. PERRY
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BONNI SPATARA JENSEN
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'uso ADMITTED iN N.Y.
To:
From:
Subject:
Date:
TELEPHONE (561)686-6550
FACSIMILE (561) 686-2802
MEMORANDUM
Board of Trustees
Bonni S. Jensen;,
Hanson, Perry & Jen~n, P.A.
Governmental Agency Use of Social Security Numbers -Florida Statues
§ 119.071(5)
December, 2007
Florida Statutes §119.071 was amended to create a new requirement for the use
of social security numbers by all governmental agencies, including cities and municipal
• pension boards. In passing the law, the Legislature acknowledged that social security
numbers were intended solely to administer the Social Security System and were never
intended to be used for business purposes. The Legislature also expressed its concern
that the social security numbers can, and have been, used "as a tool to perpetuate fraud."
The Legislature declared its intent "to monitor the use of social security numbers held by
agencies in order to maintain a balanced public policy." Florida Statutes §119.071(5)(a)1.
The new legislation requires:
A. An agency may not collect an individual's social security number unless the
agency has stated in writing the purpose for its collection and the collection
of the social security number is specifically authorized by law OR imperative
forthe performance of that agency's duties and responsibilities asprescribed
by law.
B. Social security numbers collected by an agency may not be used by that
agency for any purpose other than the purpose provided in the written
statement.
C. An agency collecting an individual's social security number shall provide that
individual with a copy of the written statement.
• D. Each agency shall review whether its collection of social security numbers
:.'.
Board of Trustees
• Use of Social Security Numbers -Florida Statues §119.071(5)
December, 2007
Page2of2
is in compliance with Fla. Stat. 119.071(5).
E. Each agency shall certify to the President of the Senate and the Speaker of
the House of Representatives its compliance with this subparagraph no later
than January 31, 2008.
Fla. Stat. §119.071(5)(a).
The Pension Fund must use the social security number for data collection from the
employer payroll system, fortax reporting and for identity verification. Therefore, I suggest
the following general policy for adoption. Should your Pension Fund have specific needs
for use of the social security number, the policy can be amended to include that specific
need.
It is the policy of the Pension Fund to collect and maintain social security
numbers of Plan Members, Retirees and Beneficiaries for the purposes of
data collection, benefit processing, tax reporting and identity verification
(including death record searches).
• This policy should be provided to the participant with each document which is
completed which includes a social security number and should be included in the Pension
Fund's Summary Plan Description.
Rememberthat social security numberare exemptfrom disclosure in a public record
and should be redacted from any document which is provided to or for the public.
Please add this item to the next meeting agenda for discussion.
• H:1All MiscellaneouslALL BOARDSImemo use of SSNs.wpd