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Social Security numbers (SSN) are necessary for employers to report wages to the federal and state governments for tax purposes. It is a requirement for all individuals, including salary-receiving exchange visitors, who are legally authorized to work in the US to obtain an SSN.

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Acknowledgement
Social Security Card

1 What is it? A Social Security card (SSC) issued by the Social Security Administration (SSA) provides a unique nine-digit identifying number that is used for important purposes, including employment, tax reporting, and accessing certain government benefits. The SSC is vital for participants to receive payment for a US job and for hosts to accurately record and report wages to the IRS.

NOTE: A dishonest person who has your Social Security number can use it to get other personal information about you. Be very cautious to whom you give this number. For more, click HERE

2 Who needs it? Participants who earn income in the US should apply for a Social Security card from the Social Security Administration (SSA) for tax reporting purposes. Participants who receive non-wage income, such as a stipend, may apply for an Individual Taxpayer Identification Number (ITIN) for tax purposes. Participants who do not earn any income in the US do not need to apply for a Social Security card.

3 Where to apply? Participants should apply for a Social Security card from the SSA card center that corresponds to their US residence. It is important to ensure that the provided address can safely receive mail for the card to be sent. If mail delivery is not secure, participants can inquire with the office if it is possible to pick up the card in person, as some offices may allow for this option.

4 How to apply? Before visiting the card center field office, participants should schedule an appointment in advance by completing an online form. Upon completion, the screen will display a confirmation number along with the designated card center where they can apply within 45 days. Click HERE for more.

Step 1 Schedule an appointment online - Click HERE
Step 2 Complete SEVIS check-in, validate your record, and wait for at least two days for activation
Step 3 Visit a SSA Card Center to apply for an SSC in person - Click HERE
Step 4 Obtain the SSC by mail - Click HERE to check the application status

5 What to bring? When applying, participants should bring the following documents.

• Application (Form SS-5) - Click HERE
• Unexpired Passport
• Most Recent Form I-94 Arrival/Departure Record
• Form DS-2019
• Support letter issued by FUSIA

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Acknowledgement (continued)
Social Security Card

6 When to apply? Participants generally apply for a Social Security card after completing the SEVIS check-in and having their record validated. It is important to note that after SEVIS record validation, it may take up to 10 calendar days for the participant’s record to appear in SAVE (Systematic Alien Verification for Entitlements), the system used by the SSA to verify immigration status. If the record is not found in SAVE, the SSA will wait an additional 10 days before attempting verification. If the information still does not appear in SAVE, the SSA will request special verification from the DHS’ Immigration Status Verification unit, which may take more time. Participants, apply for an SSC at least 10 days after SEVIS record validation and make best efforts to complete the SEVIS check-in process and necessary administrative tasks in a timely manner.

7 How long to wait? Based on past experiences, most participants receive their SSC within about a week after applying, although some cases may take longer, exceeding 10 days. In case of a delay, participants are advised to visit the respective card center directly to rectify the situation.

8 I got my card what’s next? After receiving your Social Security card, bring it to the HR department and resubmit Forms I-9 and W-4 (amended) with your SSN. Additionally, upload a copy of the acknowledgment letter (not the card) to the FUSIA online panel to confirm receipt.

9 Can I still get paid or authorized to work if waiting for an SSC? Participants waiting for an SSC can begin working as per the program start date because the SSC is only required for tax reporting purposes, not as work authorization. Participants can receive their salaries and utilize the paper tax form until they receive the SSC. If the host’s third-party payroll service requires a valid number for entry, participants can consider obtaining a temporary taxpayer identification number from the IRS, if allowed by the payroll service.

NOTE: Some payroll services may use the highest tax bracket for tax reporting when an SSC is not yet available. Participants in this situation would need to claim tax credits and potentially receive a refund when filing their tax return early the following year.

NOTE: As per instructions from SSA, exchange visitors who have yet received their Social Security number may enter “Applied For” (paper) or “0” or the “control number” from the appointment confirmation letter. If the payroll website requires a real number to be entered, use the paper forms for the time being. After receiving the SSC, if the quarterly wage report has been filed, correct the records using Form W-2C.

10 Should I apply for more than one SSC?
If you have been in the US and obtained a SSC in the past, you shouldn’t apply twice except under compelling circumstances. Use your previous number for your current J-1 program.

www.fusia.net/ssnletter