Overview

Any student who intends to engage in employment must apply for a Social Security Number (SSN).

The SSN is intended only for use in relation to employment in the U.S. It is a taxpayer identification number. The SSN does not represent permission to work nor is it proof of U.S. citizenship or permanent residence. If you are an F-1 or J-1 student visa holder but are not employed, you are not eligible to apply for an SSN.

If you are a new student you should wait 7-10 business days after arriving in the U.S. and receiving an approval letter from our office regarding the completed processing of your Immigration Document Review (IDR) before applying for an SSN. That allows time for arrival data from the port of entry and SEVIS to be entered in the primary system that the Social Security Administration (SSA) uses to validate authorization.

Applying for a Social Security Number

Click each step for details

These steps can only be completed following appropriate arrival in the U.S. and completion of Immigration Document Review. Click through each step to read the detailed instructions that follow.

1. Receive a letter of employment

Letter of Employment:
To be obtained from your prospective on-campus employer.

Letter of Employment Template
The employment letter must be on CSU department letterhead and signed with wet ink (emails and electronic signatures do not qualify)

Include the following information:
Student’s full name (must match name on passport)
Position (job) title
Employment start date
Number of hours per week (must not exceed 20 hours/week)
Supervisor’s full name and phone number
Employer’s wet ink signature (electronic, copied or scanned signatures do not qualify)

Graduate students with assistantships: your original assistantship offer letter is not sufficient for this process. Please have your department (likely the HR liaison) create a letter that strictly follows the linked template and required information listed above on their departmental letterhead.

2. Request a status verification letter

Status Verification Letter: To be obtained from International Student and Scholar Services (ISSS).

The SSA requires CSU to verify your immigration status and eligibility to apply for an SSN by issuing a Status Verification Letter. All students must be enrolled full time for the semester to be eligible for this letter (12 credits for undergrads, 9 credits for graduate students) unless they have an approved Reduced Credit Load on file.

Click the following link to request your Status Verification Letter.
You will need to upload a scan of your Letter of Employment from Step 1 above.

3. Apply at the Social Security Administration (SSA)

Read the following instructions before going to the SSA.

1. Make an appointment
Applicants must make an appointment. Contact the Social Security Administration to make an appointment: 1-866-336-7385

Monday – Friday: 9 a.m. – 4 p.m.
301 S Howes Street, 4th Floor
Fort Collins, CO 80521

2. Complete the application form for an SSN (Form SS-5, page 5) before going to the SSA. Leave items #2, 12, 9b/10b, and 13 blank if not applicable to you. For item #5, select “legal alien allowed to work.” Don’t sign until the SSA representative tells you to.

3. Prepare these documents:
– Letter of Employment with an original wet ink signature
– Status Verification Letter from ISSS with an original wet ink signature
– Form SS-5 (filled out but not signed ahead of time)
– Current I-20 or DS-2019 (must be printed in color so ISSS’ signatures show in blue, with your signature and date on the student attestation line on page 1)
– Valid passport
– Current I-94

4. Do not bring a backpack with you to the Social Security Administration building; we’ve heard of students being turned away for security concerns.
Please note that because the Social Security Administration is located inside a federal building, you will need to bring a valid government-issued ID, go through a metal detector, and have your bag inspected. Backpacks may not be allowed through security, so it’s best not to bring them.

5. Go to the Social Security Administration office at your appointment time

6. Apply for your Social Security Number
– Request a receipt or a letter of verification confirming that you have applied for your SSN.
– It can take 2-4 weeks to receive your Social Security Card by mail, so the receipt will be used by your employer’s payroll department in the meantime.

If you have questions about applying for your Social Security Number, contact ISSS at [email protected] or (970) 491-5917.

4. Check that USPS knows your address

Make sure the United States Postal Service formally knows where you live; if the post office hasn’t determined in their system that you live at the address you put down, they will not deliver the SSN.

You can visit the post office on the 1^st floor of the same building as the Social Security Administration to update them with your address.

5. Give your employer the receipt from the SSA

Give your employer the receipt from the SSA, and expect to wait 2-4 weeks to get the card in the mail.

If you have not received the number within four weeks, call the SSA (1-866-336-7385).

6. Tasks to complete when your social security card arrives

After receiving the Social Security Number (SSN) from the Social Security Administration (SSA):

1. You must contact Foreign Tax Office by email at [email protected] to complete a Sprintax Calculus international tax profile.

Sprintax Calculus is used to help determine tax residency and treaty benefit eligibility and proper employment taxation. The employing department (not the employee) may request a temporary Payroll Control Number (PCN) from the Foreign Tax Office if it is critical that the employee be set up in Workday prior to receipt of the SSN. The PCN is temporary and CANNOT be used as an SSN for payroll reporting purposes.

The employing department must obtain a receipt (copy of SSA’s letter) as proof that the SSN has been applied for and must provide a copy of the letter to Foreign Tax prior to receiving a PCN.

After Sprintax Calculus is completed and tax forms have been submitted to Foreign Tax, the Foreign Tax Office will notify HR Records to change the PCN to the employee’s SSN in Workday.

If the employee provides the SSN to the employing department, the department should ensure they have completed all required steps with Foreign Tax. This is a critical step in the onboarding process for all Foreign National employees.

If the employee fails to complete the Sprintax Calculus profile within 60 days of their hire date, they may not continue to work.

2. Students also must contact [email protected] when OPT or CPT work authorization has been granted.

After receiving an updated copy of the I-20, Foreign Tax will remove the student’s work hours restriction in Workday.

If you Change Status, do CPT or OPT, or get an I-20 / DS-2019 Extension of program end date, you must contact the CSU Foreign Tax Office to update your tax settings.

Campus Employers can access the Hiring International Students page for more information on this process.

Additional Information

F-1 and J-1 visa students may work on-campus up to 20 hours total per week during the academic year and unlimited hours on-campus when classes are not in session.
J-1 students must have their employment authorized in SEVIS and get an authorization letter from ISSS before beginning employment.
Protect your identity by keeping your Social Security Card in a locked, safe place.
Do not give your SSN to just anyone. Employers, tax agencies (IRS, tax accountants), CSU, and banks are some of the few organizations that might legitimately request your SSN. The IRS will not call you and request your SSN over the phone. If this happens, it is likely a scam. If anyone requests your SSN that you are unsure of, please contact our office and we will help you confirm the organizations legitimacy, if possible. When in doubt, don’t hand it out.
United States employees pay 7.65% “F.I.C.A.” tax, which includes the Social Security and Medicare taxes. The employer automatically withholds it from the employee paycheck. If you are paid, you will have this tax withheld unless you are tax exempt due to your immigration status. J-1 and F-1 students should not have the Social Security or Medicare taxes withheld if they have been in the United States for less than five calendar years. In order to ensure exemption from these obligations, CSU employees must contact the Foreign Tax Office as soon as they receive their Social Security Number.

Resources

Status Verification Letter Request for Students Social Security Information for Scholars Social Security Administration Career Center Career Center (Graduate Students)

International Activities

On-Campus Initiatives

Resources

Social Security Information

Overview

Applying for a Social Security Number

Click each step for details

1. Receive a letter of employment

2. Request a status verification letter

3. Apply at the Social Security Administration (SSA)

4. Check that USPS knows your address

5. Give your employer the receipt from the SSA

6. Tasks to complete when your social security card arrives

Additional Information

Resources