When requesting information on an employment application, employers should ensure that the information requested is job-related. Generally, employers should not request a Social Security Number (SSN) on an application, as it is not directly related to an applicant's ability to perform the job, and applications are often viewed by individuals who do not need to know this information.
Due to identity theft and privacy concerns, employers should avoid requesting unnecessary information and inadvertently sharing it with hiring managers or others. As a best practice, employers should request an SSN from an applicant only when absolutely necessary. For example, when conducting a background check before making an offer, an employer can collect the SSN on a separate background check authorization form rather than on the employment application.
Once an individual is hired, employers will need the employee's Social Security Number for payroll and benefit purposes. Safeguards should be in place to keep SSNs confidential, and employers should implement procedures for the safe disposal of this information. It is also important to understand state laws, as some states have specific requirements for transmitting SSNs over the Internet or printing them on information sent by mail.