Vendor TIN matches a student SSN in Banner

This guide outlines the required verification steps and approved resolution options when a vendor’s Tax Identification Number matches an existing student Social Security Number in Banner. Because this situation can impact student records, financial aid, payroll, and IRS reporting, all actions must be reviewed and approved before proceeding.

Banner enforces system constraints that allow a Social Security Number, Tax Identification Number, or Employer Identification Number to be associated with only one entity (person or vendor) at a time.

Table of Contents

Verification Requirements

1. These steps must be completed for every case before any changes are made in Banner.

2. Verify TIN and SSN accuracy
   Confirm that both the vendor TIN and the student SSN are correct. This verification must be completed with Finance and Records. If the individual has current or past employment with the institution, HR must also be included.

3. Review student record history
   Verify whether the individual has any academic history and/or financial aid history in Banner. This includes current, past, or pending records.

4. Determine vendor reporting requirements
   Confirm with Finance whether the vendor requires a 1099. This includes verifying whether the vendor is an individual, nonprofit, or otherwise exempt from 1099 reporting.

5. Approval requirements

   All resolution options require approval prior to implementation.
   Finance approval is required in all cases.
   Records approval is required when student records are involved.
   HR approval is required if the individual has employment history or potential future employment.

Option 1: Purge SSN for a past student with no academic or financial aid history

This option may only be used if the individual is confirmed to be a past student with no academic history and no financial aid history.

If approved, the SSN may be purged from the student record to resolve the conflict and allow the vendor to be added correctly.

Purge should be done by Records (unless IT involvement is needed)

This option must not be used for students with any enrollment, grades, transcripts, or financial aid activity.

Option 2: Add the vendor without a TIN or with a placeholder TIN

This option may be used when the student record cannot be altered and the vendor must still be created.

The vendor is added without a TIN or with a placeholder TIN value.
An override will be required during vendor creation.
The actual TIN must be maintained outside of Banner, such as in secured Finance documentation, and not stored in the system.

Finance approval is required before using this option.

Option 3: Enter TIN for 1099 reporting only

This option may be used when a 1099 must be produced and Finance approves separating tax reporting from identity fields.

While adding the vendor:
Enter the TIN in the top section used for 1099 reporting.
Leave the bottom section where the SSN/TIN/EIN is normally entered blank.
Remove any prefilled date from the bottom section to prevent system conflicts.

Caution:
If the individual has been a student worker in the past or may be employed in the future, this option could result in incorrect tax reporting or duplicate 1099s. This risk must be reviewed with Finance prior to approval.

Communication

In all scenarios, the following communication is strongly encouraged:

• Inform the vendor and the student that a match was identified in the system.
• Encourage the individual to contact the IRS regarding a potential issue, as it may impact future tax reporting.

What if I need additional assistance?

SJRstate IT is here to help! Reach out to us by:

• Calling the Helpdesk at (386)312-4142
• E-mailing Helpdesk@SJRState.edu