Social Security and Identification Numbers

In order for international J-1 staff to file tax returns at the end of the year, they should obtain a Social Security number. U.S. government regulations dictate that Social Security offices confirm each applicant’s legitimacy with USCIS (United States Citizenship and Immigration Services), which may delay processing. We ask that you allow your staff to apply as early as possible.

Your international staff are required to apply for a  Social Security number. Counselors who have participated before should already have their numbers from previous years. For those that do not, please assist them with transportation to the closest Social Security office during the first week of camp. Use the Social Security Office Locator, to find the closest office to your camp. Social Security cards are mailed from the processing center to participants at the address provided on the application form approximately 4 to 6 weeks after applications are submitted. We recommend participants use their camp’s mailing address when filling out their Social Security Application. 

Participants are allowed to work and be paid before their Social Security card arrives. 

After applying, participants will be given a Social Security letter of receipt, which serves as proof that the participant has applied for a Social Security card. Participants should provide you with this letter of receipt and maintain a copy for their own records. Please notify your payroll company that participants may begin work with proof of application.

If a participant does not receive his or her Social Security card within 6 weeks, you should have them contact Social Security at 1.800.772.1213 to find out the status of the application.

Important: Participants will not be issued a Social Security number if they have not registered in SEVIS. They must register as soon as they arrive in the U.S. through their InterExchange online account. Participants need to wait at least 3-4 business days after registering in SEVIS before applying for a Social Security number.

There are sometimes issues or delays with a Social Security application because of security flags or issues with their name being correctly entered exactly as it is on their documents.

If your participant needs information on how to apply for their Social Security number, please have them visit our Camp USA Participant Resource page.

Frequently Asked Questions

What are an employer’s responsibilities when hiring international visitors who don’t have Social Security numbers?

Advise participants that they are required to apply for a Social Security number and card. If a participant applied for but has not yet received a Social Security number, ask to see and retain a copy of the receipt letter as proof of application. You should also get the following information as completely as possible: the person’s full name, address, date of birth, place of birth, father’s full name, mother’s full maiden name, gender, and the date he or she applied for a Social Security number.

Is it legal for participants on the Camp Counselor program to start working prior to receiving their Social Security number?

Yes. Participants may start working and can be paid prior to receiving their Social Security numbers. We encourage all participants to apply for their Social Security number as soon as possible, but wait at least 3-4 days after registering in SEVIS. They should provide proof of application (a copy of the application receipt and/or a copy of the Online Social Security Number Application confirmation page) to their employer.

What if my Camp Counselor employee doesn’t have a Social Security number when wage reports (Forms W-2) are due?

Paper Filers: If the worker applied for a card but didn’t receive the number in time for filing, enter “Applied For” in Box A.

Electronic Filers: If the worker applied for a card but didn’t receive the number in time for filing, enter all zeros in the field for the SSN.

Remember to ask your employees for the number and the exact name printed on their Social Security card when he or she receives it.

Learn more on the SSA website.

What if I receive the participant’s Social Security number after I have filed my wage report?

If you receive their Social Security number after you file your wage report, file Form W-2C (Corrected Wage and Tax Statement). Learn more on the SSA website.

What if my employee returns home without receiving their Social Security number? Is there a penalty for not reporting a worker’s Social Security number?

Yes, there is a penalty for not reporting a worker’s Social Security number, but this fine is usually waived if the employer can prove reasonable cause for not reporting the Social Security number. Employers will receive Notice 972CG — or a notice of proposed penalty — and will have 45 days to respond. The employer must prove that they acted in a responsible manner and that the failure to submit a Social Security number was not due to willful neglect.

To help prove reasonable cause:

• Collect employees’ proof of application, which can include a copy of their paper application Form SS-5 or a copy of their Online Social Security Number Application confirmation page, a copy of the application receipt (sometimes mailed after they have applied) or a signed statement from the participant stating that they have applied.
• Document the participant’s full name, gender, address, date of birth, father’s full name, mother’s maiden name, and the date of application.
• Make at least one solicitation for the correct Social Security number either by mail, telephone, electronically, or in person and document this solicitation and the results. Retaining a copy of Form W-4 can also be considered a solicitation for the correct Social Security number, but additional solicitations may be required.

Publication 1586 details the requirements of proving reasonable cause as well as answering additional questions regarding missing Social Security numbers. Section (m) in regulation 301.6724-1 details the procedure for seeking a waiver of the penalty.

What if my employee’s Social Security card arrives at my business after they have left?

If you have a forwarding address for the participant, please forward the card to them. At a minimum, ensure they receive the number. 

What causes delays when Exchange Visitors apply for Social Security numbers?

When Exchange Visitors apply for Social Security numbers, the Social Security Administration (SSA) verifies their documents directly with the Department of Homeland Security (DHS). Exchange Visitors must be listed as active in SEVIS before the SSA issues a Social Security number. Most applications are verified immediately, but there can be delays. Social Security understands that this process may affect companies who hire Exchange Visitors, but direct verification from DHS is vital to ensuring the integrity of the Social Security number.

Requesting Government Forms and Publications

InterExchange understands the complexity involved with handling the various tax codes and responsibilities. As such, we have provided the following information to assist in the search for accurate information. We suggest contacting a tax adviser for the most up-to-date information.

Internal Revenue Service

1.800.829.1040 (for individual tax questions) 1.800.829.4933 (for business tax questions) www.irs.gov

Social Security Administration

1.800.772.1213 www.ssa.gov

United States Citizenship and Immigration Services (USCIS)

1.800.375.5283 www.uscis.gov

U.S. Department of State

202.663.1225 www.state.gov