NOTE: Many Social Security Administration (SSA) offices were recently closed for in-person services due to COVID-19, with limited resumption of services. If you are currently working or will be working soon and are in need of a Social Security Number, please contact the nearest SSA to understand local operations. Based on this information, you may want to communicate with your employer about local SSA operations given COVID-19, and what
instructions your employer may have moving forward. For more on SSA COVID-19 closures: www.ssa.gov/coronavirus/ The Social Security Number (SSN) is a tax identification number that tracks employee salary in a
payroll system. Social Security Numbers are issued by the Internal Revenue Service (IRS), which is the tax authority of the United States, at birth for U.S. citizens. To be eligible to apply for a SSN, foreign nationals must be required to have one for a specific immigration status or as an employee onboarding requirement. The University Payroll
Office must show proof an SSN to the IRS for every individual employed by the University in order to pay that employee and to conduct government reporting required of employers. F-1 and J-1 students that are eligible for employment in the United States, whether on or off campus, will also require a Social Security Number. Beyond tracking payroll, the SSN has become somewhat of a universal identification number used for many purposes around the country, including signing up for
utilities, phone service, credit reporting, and banking. Return to Top F-1 students require a job offer and employment authorization before they are eligible to apply for a Social Security Number. The three main categories of
work authorization for F-1 students are: Note: You cannot apply for a SSN without a job and/or employment authorization. J-1 students require a job offer and employment authorization before they are eligible to apply for a Social Security Number. There are two main categories of work authorization
for J students:
Note: you are not be eligible for a SSN without a job and/or employment authorization. J-1 ScholarsIndividuals in J-1 Scholar status are eligible to apply for a Social Security Number at any time, though note that you should wait at least 10 days after you arrive in the US to apply. You are considered a scholar if box 4 on your DS-2019 indicates either "Professor," "Research Scholar," "Short-Term Scholar," or "Specialist." Recommended documents to apply for the SSN include: passport, J-1 visa stamp, I-94 printout, DS-2019, and UChicago offer or invitation letter from department. J-1 Students (including J-1 non-degree students) are NOT automatically eligible to apply for an SSN. J-2 DependentsJ-2 dependent spouses and children are also eligible to apply for social security numbers, after applying for receiving an Employment Authorization Document. Please see the J-2 work authorization page for more information. H-1B EmployeesH-1B employees are eligible to apply for a Social Security Number at any time, though note that you should wait at least 10 days after you arrive in the US to apply. Recommended documents to apply for the SSN include: passport, H-1B visa stamp, I-94 printout, H-1B Approval Notice (Form I-797), and UChicago offer or employment verification letter from department. Previously-Issued SSN CardsThe Social Security Administration issues only one SSN per person. If you've previously had an SSN at any point in your life--even if it was decades ago--you cannot apply for a new number. If you no longer have your SSN card or number (or the type of SSN card you need has changed), you may need to apply for a replacement SSN card. If you were previously issued an SSN card that says "NOT VALID FOR EMPLOYMENT," you may need to apply for a replacement card to show that it is "VALID FOR WORK ONLY WITH DHS AUTHORIZATION" before you can complete your new employee paperwork. You can read about types of SSN cards on the SSA website. You can contact a local SSA branch (info below) for any questions you have about SSN validity. Return to Top How do I apply for a Social Security Number?Step 1: Be in the U.S. for 10 Days with 'Active' RecordIf you are in F-1, H-1B or J-1 status, the data that confirms your status and the fact that you are eligible for a Social Security Number has to be accessed on-line by the agent of the Social Security Administration (SSA) at the time you apply. The data will not travel from the Immigration Service to the SSA database until two conditions apply:
Step 2: Obtain Proof of Employment EligibilityTo be eligible for an SSN, you must provide proof of employment to the Social Security Administration. You must have this documentation in hand before you apply for an SSN. The type of proof varies with the type of work authorization you have:
Step 3: Go to a Social Security Administration OfficeTo apply for an SSN, you must go to a Social Security Administration (SSA) office in person. Locating an SSA OfficeTo find the nearest Social Security Office, you can enter your zip code in the SSA locator. Two popular SSA locations include:
Documents to BringWhen you go to the SSA office to apply, you must present the following original documents:
Please also review the Social Security Administration Publication "International Students and Social Security Numbers" for additional information. Step 4: Obtain a Receipt, Wait for your SSN CardAnyone applying for a Social Security Number will receive a "receipt," consisting of a form letter confirming that you have submitted an application. (If the official does not give it to you automatically, please ask for it.) There are three different versions of this receipt, depending on circumstances:
If you got a receipt notice (scenarios 1 and 2, above) you are eligible to begin work. Show a copy of your receipt notice to your employer. For more information, please see the following SSA publications:
J-1 Scholars**As indicated above, J-1 Students need to present a job-offer letter when applying for a SSN. This is not a requirement for J-1 Scholars, i.e. those individuals who are in the J-1 "Research Scholar," Short-Term Scholar," "Professor," or "Specialist" categories. (See box #4 on your DS-2019 form.) However, several scholars have reported that they were asked for such a letter when applying for a SSN. Should you be asked for such a letter, please indicate that you are a J-1 Scholar and do not need a letter. Should the official at the SSA insist, please ask to speak with a supervisor. The supervisor will likely be familiar with the relevant regulations and policies, which are addressed in Section RM 00203.480 C1 of the Program Operations Manual System (POMS) which is the SSA policy manual. This section states that "[a]n individual who presents a valid Form DS-2019 with one of the [aforementioned] categories [as] identified in Item 4 of the Form is presumed to have work authorization and does not require a sponsor letter." Return to Top FAQsDo I need an SSN to apply for jobs?
Do I need an SSN to begin work?
My SSN card says, 'NOT VALID FOR EMPLOYMENT' on it. Can I use it for work?
Can I use my SSN card for I-9 purposes?
What other documents will I need for I-9 or employment verification purposes?
How do I get a replacement Social Security card in Illinois?To apply for a new or replacement Social Security Card, you can complete the online application here. You can also go to a Social Security Office with your documents. You can find locations of Social Security Offices here. Afterward, it usually takes 2-4 weeks to get an official school transcript or medical records.
How much is a replacement Social Security card in Illinois?There is no charge for a Social Security card. This service is free.
Can I get a replacement Social Security card at my local office?Once you complete your application (online or in-person), we will mail the card after we process the application. Please understand that we don't issue cards at our offices. If you need to visit an office, we encourage you to first check the office's status at our Office Closings and Emergencies page.
How long does it take to get a Social Security card in Illinois?You should usually receive it within 7-10 business days from that time. Because we are experiencing slight delays in processing mail-in Social Security card applications, it may take us between 2-4 weeks to process a mail-in application and return the evidence.
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