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Red Flag Rules (Identity Theft Protection)

    • Last Updated: 01/06/2017
    • Effective Date:

    Policy Statement
    The Payroll Department will comply with the University of Georgia Identify Theft Prevention Program (Red Flag Rules) to aid in the protection of sensitive employee information.
    Reason for policy
    The Payroll Red Flag Rules policy is needed to ensure that Payroll is in compliance with the University of Georgia Identity Theft Prevention Program. The UGA Identity Theft Prevention Program (Red Flag Rules) was created due to a mandate from the Federal Trade Commission (FTC) that seeks to ensure that financial institutions and creditors are alert for signs or indicators that an identity thief may be attempting to misuse sensitive data
    Procedures

    When changing data in the Payroll/Personnel system, Payroll staff will abide by the following:

    1) Payroll forms must be signed by the employee in order for data to be changed in the Payroll/Personnel system:

    • W-4 form or state withholding forms
    • Direct deposit form to set up an employee’s bank account for direct deposit

     

    2) In order for an employee to initiate a change of their Social Security Number (SSN) in the Payroll/Personnel system, the employee must show his or her Social Security card to their department administrator. The administrator must verify the SSN and send the valid SSN to confirm@uga.edu through send files (https://secarc.uga.edu/human.aspx?r=1242954337&transaction=signoff)

     

    3) An employee needing to change his/her address in the Payroll/Personnel system should initiate the change in the UGA self-service website or email the new address to the Payroll Department (payroll@uga.edu). Email documentation will be maintained in the Payroll Department’s electronic files.

     

    Additionally, the Payroll Department staff will not provide personal information such as SSN’s, birthdates, pay information, bank account information, etc. over the phone. The staff will not change an employee address as a result of a phone call. As stated above, an employee can change their address via the UGA self-service website or by sending an email to payroll@uga.edu. Paper checks will only be sent to an employee’s department and not to a home address.

    Forms/Instructions
    Additional contacts

    Julie Camp

    Phone Number: 706-542-3431

    Responsibilities

    Responsible University Senior Administrator: Vice President for Finance & Administration

    Responsible University Administrator: Associate Vice President for University Business and Accounting Services

    Policy Owner: Payroll

     

    Policy Contact: Julie Camp

    Phone Number: 706-542-3431