hand holding a social security card

Social Security

Social Security Overview 

A Social Security Number (SSN) is a nine-digit, permanent tax identification number issued by the U.S. Social Security Administration (SSA). A Social Security Number is required if you are employed in the U.S. Please read this SSA publication and the information below about SSN eligibility. Refer to the correct section, as instructions may differ depending on your specific visa type.

Important security note: Once you receive your SSN, keep it secure and safe. Providing your SSN to an unauthorized party, or including it in an non-secure e-mail, can increase the risk of identity theft and fraud. You do not need to report your SSN to SISS; however, if you are working at UC Davis, you may need to update your employee records. 

  • F-1 and J-1 Students and Dependents

  • F-1 and J-1 students are eligible for a Social Security Number only if they have an offer of on-campus employment or have been approved for F-1 practical training (CPT or OPT) or J-1 Academic Training. You cannot apply for an SSN if your only need is for general identification, opening a bank account, obtaining a driver’s license, or for phone service.

    Procedures:
    • 1. Once you have an on-campus job, request a Social Security letter from SISS through our iGlobal portal. The letter request is in the “Employment” section. Please allow up to two weeks for processing. You will need to upload a department appointment letter confirming your employment, or show other evidence such as a pay stub.
    • 2. After you have received the letter from SISS, go to the Social Security Administration website to submit an online SSA-5 application for the SSN. At the end of that application, you can schedule your appointment with the Social Security office.
      • a. If you have issues with the online application and appointment system, you can print out the application and call your local office to schedule an appointment.
      • b. The application requires a mailing address. The SSA cannot accept a hotel or office address. You must provide an address where you reside. A Social Security Number card can only be mailed to the card's applicant or owner.
    • 3. At your SSA appointment, be prepared to show the following documents:
      • a. Valid and unexpired Passport
      • b. I-94 record
      • c. Unexpired I-20 (F-1 Students) or DS-2019 (J-1 Students)
      • d. SISS letter confirming that you are eligible for employment
      • e. Proof of employment, such as a confirmation of employment letter or a recent pay stub. If you need a confirmation of employment letter, please request one from your employer. It should be printed on your department or employer’s official letterhead, include the following: your employer’s full address, your job title, the employment start date, the estimated number of hours per week, the rate of pay, your supervisor’s name and phone number, and signed by your supervisor or department manager.
    Notes:
    • - CPT / OPT approved students: If you are an F-1 student applying for a SSN based on CPT or OPT, you are not required under SSA procedures a SSN letter from SISS, although you may request one. You will need to show your I-20 annotated for CPT / OPT; students on OPT must also show their approved and unexpired Employment Authorization Document (EAD) card.
    • - F-2 Dependents: F-2 dependents are ineligible for Social Security Numbers.
    • - J-2 dependents are eligible to apply for SSNs only if they have an unexpired Employment Authorization (EAD) card showing that they are eligible to work in the U.S. See our J-2 dependent employment page for more information. 
  • J-1 Scholars and J-2 Dependents (Research Scholar/Professor, Short-Term Scholar, Specialist)

  • J-1 scholars are required to have a Social Security Number (SSN) if they are employed at UC Davis. It is optional for others who are not receiving U.S. source income.

    J-1 scholars may apply directly for a Social Security Number after they have arrived in the U.S. and completed their mandatory J-1 check-in with SISS. Wait at least 10 days after completing your SISS check-in before submitting your Social Security application.

    Procedure:
    • 1. After completing your arrival and check-in with SISS, submit the online SSA-5 application at the Social Security website, and schedule an appointment with your local Social Security office at the end of the application.
    • 2. At your appointment at the Social Security office, present the following original documents listed below:
      • a. A valid and unexpired passport
      • b. Your Form I-94 record showing your admission into the U.S. in J-1 status
      • c. Your Form DS-2019
      • d. The invitation letter or letter of appointment from your department at UC Davis. No letter from SISS is needed unless you are an undergraduate researcher in the J-1 non-degree student category, in which case, follow the instructions for J-1 students above.

     

    Upon submitting your application, ask for a receipt. The SSA may take two to four weeks (on average) to process and mail your SSN card to your U.S. mailing address. Keep your number safe and secure. If working at UC Davis in a paid position, submit your SSN information to UC Path.

    J-2 dependents are eligible to apply for SSNs only if they have an unexpired Employment Authorization (EAD) card showing that they are eligible to work in the U.S. See our J-2 dependent employment page for more information.

  • H-1B, E-3, O-1 and Other Non-Immigrant Employees

  • Employees in H-1B, E-3, O-1 or other non-immigrant visa classifications should apply for a Social Security Number if they do not already have one. You can start the SSN application after arriving in the U.S. in the correct non-immigrant status (or if you are already in the U.S., after the change of non-immigrant status has been approved).

    Procedure:
    • 1. After completing your arrival and check-in with SISS, submit the online SSA-5 application at the Social Security website. Schedule an appointment with your local Social Security office at the end of the application.
    • 2. At your appointment at the Social Security office, present the following original documents listed below:
      • a. A valid and unexpired passport
      • b. Your Form I-94 record showing your admission into the U.S. in your status (if you changed to a different non-immigrant status while in the U.S., your I-94 would be attached to your I-797A approval notice)
      • c. Your I-797A approval notice confirming your dates of approval to work at UC Davis
      • d. The letter of appointment from your department at UC Davis.

     

    Upon submitting your application, ask for a receipt. The SSA may take 2-4 weeks (on average) to process and mail your SSN card to your U.S. mailing address. Keep your number safe and secure. If working at UC Davis in a paid position,submit your SSN information to UC Path.

  • Social Security and Medicare Taxes

  • A Social Security Number (SSN) is needed if you are employed in the U.S. However, in certain cases, international students and scholars in F or J status may be exempt from federal Social Security and Medicare (FICA) taxes. For more information, refer to the Internal Revenue Service Publication 519, Chapter 8 (section on Social Security and Medicare taxes). If you believe Social Security and Medicare taxes have been improperly withheld from your income taxes, speak to your employer and present them with the above information from Publication 519, or this IRS webpage.

    Students and scholars working at UC Davis: Any international student or scholar who is receiving payments from UC Davis for wages or other types of compensation should create and/or update their Glacier Tax Compliance (GLACIER) account with the University. The information in your GLACIER account will help UC Davis to determine the appropriate tax withholding, including exemptions from Social Security and Medicare taxes. For more information, contact the UC Davis Tax Reporting and Compliance office.

  • Social Security Office Locations

  • After you have reviewed and completed the instructions for your specific visa classification, you will need to go to a Social Security office to complete your application. Appointments are required.

    Yolo County residents should go to the West Sacramento office (Davis and Woodland are in Yolo County):
    825 Riverside Parkway, Suite 1000
    West Sacramento, CA  95691
    Phone: (866) 726-8136
    Check for Hours – use ZIP code 95691
    Location on Google Maps

    Sacramento County residents should go to the Sacramento office:
    8581 Folsom Boulevard, Suite A
    Sacramento, CA 95826 
    Phone: (877) 274-5419
    Check for Hours – use ZIP code 95826
    Location on Google Maps

    Go to the Social Security website for directions and click on Find an Office to find the location, a map and the hours that office is open.

Individual Taxpayer ID Number (ITIN)

The Individual Taxpayer ID Number (ITIN) is for individuals who need a temporary taxpayer ID number and do not qualify for a Social Security Number. ITINs may only be requested if you have U.S. federal tax reporting purposes. Anyone who receives an ITIN and later qualifies for an SSN must apply for an SSN, which is a permanent, lifetime number. An ITIN must be renewed periodically following IRS instructions, unless and until the ITIN is replaced by an SSN.

  • Who May Qualify for an ITIN

  • Only certain individuals qualify for an Individual Taxpayer ID Number (ITIN). In general, these include any foreign national who does NOT qualify for a Social Security Number but has a U.S. federal tax reporting purpose. This may include an international student or scholar who:

    • - is receiving non-compensatory U.S. income (i.e., income that does not require work), such as a taxable scholarship or grant
    • - is being claimed as a dependent on a U.S. federal tax return
    • - is seeking to jointly file a U.S. federal tax return with a U.S. citizen or permanent resident spouse
    • - is seeking other tax benefits

     

    For more information about ITINs, go to the Internal Revenue Service’s ITIN web page.

  • Special ITIN Procedures for  F-1 Students

  • If you are in F-1 status and do not qualify for a Social Security Number but have a U.S. federal tax reporting need, you may apply for an ITIN following the instructions on the Internal Revenue Service’s ITIN webpage. As a part of your application, you may request an ITIN letter from SISS. This letter is for those F-1 students who:

    • - are receiving non-compensatory taxable income (e.g., a scholarship or fellowship or similar payment that does NOT require work)
    • - are being asked by UC Davis or another organization to submit a tax identification number
    • - have other U.S. federal tax reporting requirements

     

    You should not apply for an ITIN if you otherwise qualify for a Social Security Number.