SSN Policy Manual

Some Examples

Indeed, the Internal Revenue Code and the regulations" promulgated pursuant to the code do not contain an absolute requirement that an employer provide an employee social security number to the IRS. Internal Revenue Code Section 6109 (a) (3) states: Any person required under the authority of this title to make a return, statement or other document with respect to another person, shall request from such other person, and shall include in any return statement, or document, such identifying number as may be prescribed for securing proper identification of such other person. 26 U.S.C. 61Og(a)(3) (Supp. 1992). The IRS regulation interpreting Section 6109 provides:

If he does not know the taxpayer identifying number of the other person, he shall request such number of the other person. A request should state that the identifying number is required to be furnished under the authority of law. When the person filing the return, statement, or other document does not know the number of the other person, and has complied with the request provision of this paragraph, he shall sign an affidavit on the transmittal document forwarding such returns, statements, or other documents to the Internal Revenue Service so stating. (emphasis added) Treas. Reg. 3Ol.6lO9-l(c) (1991).

The applicable IRS statute and regulation place a duty on the employer to request a taxpayer identifjmg number from the employee. If a document must be filed and thc employer has been unable to obtain the number but has made the request then the employer need only include an affidavit stating that the request was made. In August 1989, Internal Revenue Code Section 6676,26 U.S.C. 6676 (1989), set forth the penalties for failing to supply the IRS with identifying numbers as required by the code. Th15 section states that a $50.00 penalty will be imposed for failure of an employer to provide ran identifying number on any document filed with the IRS unless it is shown that the failure Ir due to reasonable cause and not willful neglect. The Treasury Regulation interpreting the statute states:

Under Section 301.6109-1(c) a payor is required to request the identifying number of the payee. If after such a request has been made, the payee does not furnish the payor with his identifying number, the penal& will not be assessed against the payor. (emphasis added) Treas. Reg. 310.6676-1 (1989)

Thus, based upon the IRS regulations in effect in August 1989, the defendant only had r i b request the identifying number from Mr. Hanson and then when the number was MI provided, provide an affidavit stating that the number had been requested. The defendant could have accommodated Mr. Hanson by filing an affidavit with the IRS stating that a request for a social security number had been made. Once such an affidavit was filed no penalty could be assessed against the defendant. The defendant cannot argue that filing an affidavit would create undue hardship on its business. See Trans World Airlines v. Hardison, 432 U.S. 63 (1977) (employer must show that an accommodation would require the employer