Can I collect social security numbers from participants in Ohio? What are the requirements?

Collecting Social Security Numbers in Ohio

Yes, you can collect social security numbers from participants in Ohio. However, there are requirements that must be followed.

According to OHAC Rule 4141-23-03, each employer shall ascertain the social security account number of each individual to whom the employer provides remuneration. If a worker does not have a social security account number, the employer shall advise the worker of the necessity of procuring such number in the manner prescribed by the social security administration.

Therefore, if you are an employer providing remuneration to individuals in Ohio, you are required to collect their social security account numbers.

However, it is important to note that social security numbers are considered confidential information under OHAC Rule 5101:1-1-03. Any information and records concerning a recipient of Ohio works first (OWF) pursuant to Chapter 5107 of the Revised Code, and prevention, retention and contingency (PRC) pursuant to Chapter 5108 of the Revised Code are confidential. No information or records regarding applicants, recipients, or former recipients of any of the programs listed in this paragraph is to be released to anyone except as provided in sections 5101.27 and 5101.28 of the Revised Code.

Therefore, if you collect social security numbers from participants in Ohio, you must ensure that you comply with the confidentiality requirements set forth in OHAC Rule 5101:1-1-03. This includes only disclosing the minimum information necessary to fulfill the need for sharing of information and obtaining written authorization from the participant before releasing any information.

In summary, you can collect social security numbers from participants in Ohio, but you must comply with the confidentiality requirements set forth in OHAC Rule 5101:1-1-03.

Jurisdiction

Ohio

• Privacy