Use and Collection of Social Security Numbers
The Florida Legislature has imposed obligations on state agencies regarding their use, collection, and release of social security numbers. In accordance with Florida Statute 119.071(5)(a)(2), Florida International University (FIU) notifies individuals before collecting their social security number (SSN) and identifies the purpose for such collection.
Please review the table below for the list of the FIU divisions, departments, or units that collect, use, or release SSNs. The list also identifies the purpose for such collection, use or release; the statutory authority for such collection, use or release; and whether the collection, use or release is required by law, authorized by law, or imperative for the performance of their duties.
| Division, Department, or Unit | Purpose | Statutory Authority | Required, Authorized, or Imperative |
|---|---|---|---|
| College of Education | Verify internship placements; fingerprint clearance with state school districts. | Fla. Stat. Sec. 119.071(5) | Imperative |
| College of Law | Same as Enrollment Services. | Fla. Stat. Sec. 119.071(5); 20 U.S.C. 1091 | Imperative; Required |
| College of Nursing and Health Sciences | Same as Enrollment Services. | Fla. Stat. Sec. 119.071(5) | Imperative |
| Division of Human Resources | Processing payroll and other Human Resources functions, including benefits, enrollment, and processing; use in proper identification and background screening of employees, vendors, and volunteers; completing and processing the Federal I-9; completing and processing Federal W4, W2, 1099; completing and processing Federal Social Security taxes; processing and distributing Federal W2; completing and processing quarterly Unemployment Reports; completing and processing Florida Retirement Contribution reports; Workers Compensation Claims; completing and processing 403b and 457b contribution reports; completing and processing group health, life, disability, and dental coverage enrollment; completing and processing various supplemental insurance and insurance deduction reports. | Fla. Stat. Sec. 119.071(5); 8 U.S.C. 1324; 26 U.S.C. 6109 | Imperative; Required |
| Division of Research | To fulfill sponsor requirements as required by sponsors of research projects. | Fla. Stat. Sec. 119.071(5); 26 U.S.C. 6109 | Required |
| Enrollment Services | Processing admission applications for purposes of identification and verification of student records; administering federal and state programs/loans, including verification of eligibility; complying with IRS Reporting Requirements pertaining to the Hope Scholarship Credit and the Lifetime Learning Credit; preparing Student Enrollment Reports to be submitted to the National Student Loan Data System; providing official student transcripts to authorized third parties (i.e., educational institutions and employers upon receipt of required releases) for student identification purposes; enrollment verification and eligibility for health insurance coverage, auto insurance coverage, and benefits, as requested by students; submitting reports to the Florida Board of Governors; requirements for licensure and internships such as criminal background checks. | Fla. Stat. Sec. 119.071(5); 20 U.S.C. 1091 | Imperative; Required |
| Financial Aid Office | Same as Enrollment Services. | Fla. Stat. Sec. 119.071(5); 20 U.S.C. 1091 | Imperative; Required |
| FIU Healthcare Network | Verification of an individual to ensure that reports about the individual and communications to the individual as well as medical record content are verifiably linked to the correct individual for maintenance and retrieval of information; to perform its duties and responsibilities relating to financial records, billing and collections and administration of health benefits. | Fla. Stat. Sec. 119.071(5); 26 U.S.C. 6109 | Imperative; Required |
| FIU One Card | Identity Management for individuals who are neither students nor directly affiliated with FIU, but who are eligible to apply for an FIU One Card (formerly known as the PantherCARD) under applicable procedure. | Fla. Stat. Sec. 119.071(5) | Imperative |
| Graduate School Admissions | Same as Enrollment Services. | Fla. Stat. Sec. 119.071(5); 20 U.S.C. 1091 | Imperative; Required |
| Intercollegiate Athletics | Insurance billing and collection activities for health services provided. | Fla. Stat. Sec. 119.071(5) | Imperative |
| Legal Studies Institute | Same as Enrollment Services. Additionally, in order to comply with the Department of Education Integrity Rules Program requirements; to process reports to be provided to other FIU Departments and the Department of Education. | Fla. Stat. Sec. 119.071(5); 34 CFR § 668.6 | Imperative; Required |
| Office of the Controller / Student Financials | Verifying enrollment in FIU Payment Plan and participation in Florida Prepaid Program, reporting Tuition Payment Statements (1098-T), and authenticating identity for collection purposes to third party collection agencies. | Fla. Stat. Sec. 119.071(5) & Sec. 1010.03; 26 USC § 3402; 26 USC § 6109 | Imperative; Required; Authorized |
| Office of the General Counsel / University Compliance Office | Requests by federal or state oversight agencies as required or mandated by them. | Fla. Stat. Sec. 119.071(5) | Required |
| Planning and Institutional Research | Responding to requests by Federal or State oversight agencies such as the U.S. and State of Florida Department of Education and State of Florida Board of Governors. | Fla. Stat. Sec. 119.071(5) | Imperative; Authorized |
| Robert Stempel College of Public Health and Social Work | Same as Enrollment Services | Fla. Stat. Sec. 119.071(5), Sec. 456.013 (1)(a), & Sec. 456.013 (12) | Imperative; Required |
| University Health Services | Patient identity verification; requesting patient records from other medical facilities; processing of applicable licenses. | Fla. Stat. Sec. 119.071(5) | Imperative |
| University Police Department | Background screening; identity management; law enforcement. | Fla. Stat. Sec. 119.071(5) | Imperative; Required |
| Veterans Affairs | Administering VA benefits, including verification of eligibility and complying with VA reporting requirements. | Fla. Stat. Sec. 119.071(6); 38 U.S.C. 5101; 38 U.S.C. 3471 | Imperative; Required |
| Wertheim College of Medicine Self Insurance Program | Requests by federal or state oversight agencies for Florida Agency for Health Care Administration and Department of Health reporting; vendor & claimant payments; National Practitioner Databank & Medicare secondary payer reporting. | Fla. Stat. Sec. 119.071(5), Sec. 395.0197, & Sec. 458.351 | Imperative; Authorized |
| Wertheim College of Medicine | Same as Enrollment Services. | Fla. Stat. Sec. 119.071(5); 20 U.S.C. 1091 | Imperative; Required |
Important Notice:
Any other FIU divisions, departments, or units that require the collection, use, or release of SSNs must first prepare the notice that they intend to provide to individuals regarding their need for the collection of the SSN and submit such notification for approval to the FIU Office of University Compliance & Integrity before any collection, use, or release of SSNs takes place.
Contact Information for the Office of University Compliance & Integrity:
11200 SW 8th Street, PC 429
Miami, FL 33199
305-348-2216
305-348-7657
compliance@fiu.edu