October 18, 2002
MEMORANDUM FOR SEE DISTRIBUTION
SUBJECT: Requirement to Present Social Security Card Prior to Appointment
This guidance is provided as clarification on the procedures to be used in documenting names and social security numbers when hiring employees and processing Nonappropriated Fund (NAF) personnel actions.
Defense Finance and Accounting Services, NAF Financial services has reported a growing problem with typographical errors and incorrect social security numbers submitted to payroll on NAF personnel actions. Incorrect recording of social security numbers has resulted in numerous payroll rejections when the numbers are cross-referenced with the Social Security Administration's official records. Inaccurate recording of names and social security numbers also may result in an employee not receiving earnings credit from the Social Security Administration affecting the amount of future benefit payments. Additionally, employers can be subject to penalties when names and social security numbers do not match Social Security Administration records.
Effective immediately, individuals not currently on the rolls of any Army NAFI, whose wages are subject to social security or income tax withholding, must present their social security card to the NAF Civilian Personnel Unit before they can be appointed or begin working. You are encouraged to inform prospective employees at the earliest practicable point in the pre-appointment process of the requirement that they present a social security card.
An employee's name must be typed on all official personnel documents exactly as it appears on the social security card.
This clarification will be included in the next update of AR 215-3, Nonappropriated Funds Personnel Policy.
The point of contact is Ms. Sandra Curran, Director, NAF Human Resources Policy and Program Division, 703-325-7762 or DSN 221-7762.
FOR THE DEPUTY CHIEF OF STAFF, G-1:
David L. Snyder
Assistant G-1 for Civilian
OFFICE, SECRETARY OF THE ARMY (JDPES-W)
U.S. ARMY INSTALLATION MANAGEMENT AGENCY HEADQUARTERS (SFIM-HR)
U.S. ARMY INSTALLATION MANAGEMENT AGENCY NORTHEAST REGION (SFIM-NE-HR-C)
U.S. ARMY INSTALLATION MANAGEMENT AGENCY SOUTHEAST REGION (SFIM-SE-HR-C)
U.S. ARMY INSTALLATION MANAGEMENT AGENCY NORTHWEST REGION (SFIM-NW-HR-C)
U.S. ARMY INSTALLATION MANAGEMENT AGENCY SOUTHWEST REGION (SFIM-SW-HR-C)
U.S. ARMY INSTALLATION MANAGEMENT AGENCY EUROPE REGION (SFIM-EU-HR-C)
U.S. ARMY INSTALLATION MANAGEMENT AGENCY PACIFIC REGION (SFIM-PA-HR-C)
U.S. ARMY INSTALLATION MANAGEMENT AGENCY KOREA REGION (SFIM-KO-HR-C)
U.S. ARMY INTELLIGENCE AND SECURITY COMMAND (IAPER-CP)
DEFENSE LOGISTICS AGENCY, ATTN: CAHS
DOD STARS AND STRIPES PUBLISHER (MR. THOMAS E. KELSCH)
DEFENSE FINANCE AND ACCOUNTING SERVICES (DFAS)
DRAGON HILL LODGE
SHADES OF GREEN
HALE KOA HOTEL