May we use an employee’s Social Security number for recordkeeping purposes?
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Generally, no, except as required for tax purposes. It is illegal in California to print Social Security numbers (SSNs) on employee ID badges or cards; to require their use to access a website, obtain Web-based information, or send information over the Internet without certain security measures; to print them on mailed material (unless required by law); or to publicly post or display—intentionally communicate or otherwise make available—SSNs to the general public.
Also, health care providers, health plans, and insurance companies may not print SSNs on ID cards.
What’s more, by Jan. 1, 2008, only the last four digits of employees’ SSNs may be shown on their itemized wage statements.
— CELA Editors