New Social Security Number Requirements for International Students

1
New Social Security Number Requirements for
International Students
PresentedByInternational Student and Scholar
Services
2
Agenda for Todays Meeting

• Introductions
• Social Security Number Requirements for
  International Students before October 13, 2004
• The New Requirements
• Documentation that Students Must Present
• What are the BU Issues for Compliance?
• Next Steps

3
Social Security Number Requirements for
International Students Before October 13, 2004
4
Social Security Number Requirements for
International Students before October 13, 2004

• For any applicant who is not a U.S. citizen,
  Social Security Administration regulations
  require that it first match the applicants
  information with the Department of Homeland
  Securitys immigration database before a social
  security card can be issued
• A person in J-1 status will be issued a social
  security card once the data match is made
• A person in F-1 status must also provide a letter
  from the schools Designated School Official

5
Social Security Number Requirements for
International Students before October 13, 2004

• At BU, the designated school officials are in
  the ISSS
• The letter must verify that the F-1 student is
  enrolled in a full-course of study AND is
  eligible to be employed
• The letter must be on office stationery and have
  an original signature. An individual letter must
  be issued for each student
• Thus, most new international students do not
  receive a social security number until at least
  three weeks after classes begin

6
The New Requirements
7
The New Requirements

• Took effect October 13, 2004
• Applies only to students in F-1 non-immigrant
  status
• A Social Security Number will only be issued if
  the F-1 can show PROOF that he or she has a job,
  or has been offered a job
• If there is no job or job offer, then no Social
  Security Number for the F-1. The F-1 can apply
  for a SSN at any point in the future once he or
  she secures employment

8
The New Requirements

• The Social Security Administration states that it
  has changed its regulations due to
• national security concerns
• identity theft
• the need to protect the integrity of the Social
  Security Number

9
The New Requirements

• In its publications that announce the new
  requirements, the Social Security Administration
  reminds employers that F-1 students may work
  while the Social Security Number application is
  being processed
• See Employer Responsibilities When Hiring
  Foreign Workers
• Available on the web at http//www.socialsecurity
  .gov/employer/hiring.htm

10
The New Requirements

• The Social Security Administration states that
  there is no provision in the Social Security Act
  that employers must have their employees SSNs
  before hiring them
• Neither is there any provision in the Act that
  prohibits an employee from beginning work if he
  or she has not yet obtained an SSN

11
The New Requirements

• We believe that any disadvantages that might
  exist for F-1 students who do not yet have their
  SSNs, versus students who do, will be minimized
  once the schools employer community understands
  that F-1 student applicants for on-campus jobs
  should receive their SSNs very quickly after
  providing evidence to SSA that they have job
  offers.
• Supplementary information from the SSA that
  accompanies the October 13, 2004 final rule

12
The New Requirements

• Also, F-1 students, once they apply for an SSN,
  can request that SSA issue them an
  acknowledgement letter. This dated letter
  confirms that SSA has received an application for
  an SSN. An F-1 student can show this letter to
  an employer as proof that they have filed for an
  SSN.
• Supplementary information from the SSA that
  accompanies the October 13, 2004 final rule

13
Documentation That Students Must Present
14
Documentation That Students Must Present

• To show proof of on-campus employment, the F-1
  must present

• A letter on school letterhead from the Designated
  School Official with an original signature that
  identifies
• the student by name
• the on-campus employer (bookstore, Biology
  Department, etc)
• nature of the on-campus employment (teaching,
  waiting on tables, monitoring a laboratory, etc)

15
Documentation That Students Must Present

• The F-1 must also present

• A pay slip or pay stub from the students
  employer OR
• A letter from the employer on employers
  letterhead that verifies employment

16
Documentation That Students Must Present

• The Employers letter must include

• identity of student employee
• nature of job the student is, or will be engaged
  in
• anticipated or actual employment start date
• number of hours the student is expected to work
• Employer Identification Number (EIN)
• employer contact information, including telephone
  number and name of immediate supervisor
• original signature and signatory title, and date

17
Documentation That Students Must Present

• If an F-1 student will receive or is receiving an
  assistantship or fellowship in exchange for
  teaching or other services, the F-1 may present
  his or her letter of award, if it outlines the
  stipulations of the work portion of the
  fellowship or assistantship

• In such cases, the SSA will not require any
  additional statement from the employer, but will
  require the letter from the Designated School
  Official

18
Documentation That Students Must Present

• If the employer is the Designated School Official
  (ISSS)

• the letter verifying employment must come from a
  separate source, such as the department or
  payroll official that issues the paycheck and is
  responsible for wage reporting

19
Documentation That Students Must Present

• All documents must be originals. Photocopies or
  notarized copies will not be accepted
• In lieu of the separate letter from the
  Designated School Official, the DSO may sign off
  on the information provided in the employers
  letter
• The sign-off must contain the DSOs original
  signature, printed name, telephone number and
  date

20
What are the BU Issues for Compliance?
21
What are the BU Issues for Compliance?

• Payroll systems that require a social security
  number before hire may need to develop
  work-arounds with their software vendor
• Due to lag payrolls, waiting for the first pay
  stub before applying for an SSN may be
  problematic for students
• Current funding/offer letters (other than
  assistantship letters) will need to meet all of
  the SSA requirements including the Employer
  Identification Number (EIN)
• Some on-campus employers do not routinely issue
  offer letters

22
What are the BU Issues for Compliance?

• Other compliance issues?

23
Next Steps
24
Next Steps

• A plan will need to be developed to educate ALL
  on-campus employers (departments, offices)
  regarding the new regulation
• The Smart Forms listserv and other listservs
  may be a vehicle for communication
• A version of this workshop may need to be offered
  to on-campus employers

25
Next Steps

• Other next steps?

26
Resources

• Employer Responsibilities When Hiring Foreign
  Workers
• http//www.socialsecurity.gov/employer/hiring.htm
• SSA Final Regulation http//a257.g.akamaitech.ne
  t/7/257/2422/06jun20041800/edocket.access.gpo.gov/
  2004/pdf/04-20614.pdf
• SSA Program Operations Manual System (POMS)
• http//policy.ssa.gov/poms.nsf/lnx/0100203470

27
If I Have Questions, Whom Should I Contact?
28
If I Have Questions, Whom Should I Contact?

• The Social Security liaison in the Office of
  International Student and Scholar Services is 

• Karen Keefe-Guzikowski, Assistant
  Directorkkeefe_at_binghamton.edu
• 777-2510