- Is it legal to ask for an applicant’s SS card?
- Can you request it for payroll purposes?
- Can you make a copy if an executive asks to see it?
The rules: You may not request the documents listed on Form I-9 that applicants can use as proof of identity to establish their right to work in the U.S. Applicants must choose these of their own volition. If they submit an SS card, you can make a copy; if they do not, you cannot ask for it.
However, after someone is hired, you can request a Social Security card to copy for payroll records. A good time to request it is when a new hire submits a W-4. If the W-4 is submitted with the I-9, have someone else in your firm request the SS card so you are not accused of requesting the SS card for I-9 purposes.
Once you have the SS card, make sure the name on your payroll records precisely matches the name on the SS card. If there is a difference, the SSA may not record the employee’s earnings, resulting in lower Social Security benefits later on. And, it may cost your firm even more.
Many states now have laws governing employer handling of both SS cards and SSNs. Before using SSNs as employee ID numbers, check with state authorities.
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