EPA Appointments and UNC Personal Identification and Social Security Numbers
PIDS and UNC One Cards
Any individual with a paid or unpaid appointment processed in EPAWeb is issued a PID as part of the New Employment action. Once issued in EPAWeb, the PID is active immediately and an Onyen may also be activated using the ITS Onyen Services web page. UNC One Cards for all of these individuals may be obtained by the person visiting the UNC One Card Office.
To obtain a PID and UNC One Card for any individual not covered under the above circumstances, such as a contractor or other affiliated individual, requests must come directly from the university department, such as the Department Chair, Center Director, or other appropriate administrative official. Please be aware that PID processing can take up to two business days. Please fill out this Affiliate Registration form and give it to your departmental HR Facilitator for entry into the Affiliate System. To find out who your HR Facilitator is, refer to the HR Facilitators List.
*Note: the SSN is requested for University record keeping purposes and to prevent the issuance of duplicate PIDs to the same individual. Submission is voluntary for the individual and if the individual chooses not to provide their SSN or does not presently have a U.S. SSN, please indicate this in the request letter. As long as all other required information is provided, the creation of a PID can still be accomplished.
Duplicate PIDS and Social Security Numbers
Employee names should be entered into EPAWeb exactly as their name appears on their Social Security Card. There is a possibility of a $50 penalty for every incorrect Name/SSN combination based on IRS and Social Security Administration regulations. An annual matching and verification process is required by these agencies of the University so accuracy on the part of departments in entering this information is greatly appreciated.
Employees who, for whatever reason, were assigned duplicate PIDs should be reported to the PID Office so the duplicate PID can be eliminated. In these instances, the PID Office should be advised of which PID is used for the affected employee in EPAWeb so the correct duplicate PID can be removed. If this results in any issues in EPAWeb for this employee, contact the HR Application Support Help Desk for assistance.
In many circumstances, foreign nationals newly arriving in the U.S. or those working for the University overseas do not have an SSN but need a temporary dummy SSN to enable processing in EPAWeb. For information on having a dummy SSN number issued to permit EPAWeb processing, click here.
Related subjects
How to Get a UNC-Chapel Hill Personnel Identification Number (PID)
