Human Resources
Policies and Procedures Manual

Departmental Responsibility: Office of Human Resources
Topic: Applying for a Social Security Number
Procedure: Applying for a Social Security Number
Effective:
May 01, 2008
Last Revised Date: December 13, 2011


Applying for a Social Security Number

Eligibility:

All employees in the United States are required to apply for a Social Security Number (SSN).

Prerequisites for a Social Security Number:

Employees must be present in the USA for 10 days and must have reported in to the Office of International Affairs at Clemson University before applying for the Social Security Number.

Employees must obtain a copy of the Social Security Card Application.  The Social Security Card Application may be downloaded here.  It is important to use this application form, as it ensures delivery of the Social Security Number to Clemson University in a timely manner.

The following documents are needed to apply for a Social Security Number:         

(A)  Foreign national faculty, researchers, or staff such as H1B, J1, TN, or O need:

  • Official job offer letter from the university.
  • Original valid passport with U.S. entry visa.
  • I-94 departure card and a properly completed SSN application form. 
  • J1 visa holders must complete SEVIS record activation with OIA advisors in room E301 Martin Hall before applying for the SSN card. The SSN application will not be accepted by the Social Security Administration(SSA) if your SEVIS record is not activated.

(B)  F-1 Visa student’s need:

  • To check in with OIA advisors, room E301 Martin Hall and complete SEVIS record activation.  The SSN application will not be accepted by the Social Security Administration if SEVIS record is not activated.
  • Employment verification letter approved by the hiring department and signed by OIA advisors, room E 301 Martin Hall. Original valid passport containing your entry visa, I-94 card, and form I-20.
  • Photocopies of your passport, I-94 card, and form I-20 are to be given to the SSA representative only if you apply on campus at the start of the semester.
  • Completed SSN application form.   

(C)  J-1 Visa students/scholars need:

  • To check in with OIA advisors room E 301 Martin Hall and complete SEVIS record activation. The SSN application will not be accepted by the Social Security Administration if SEVIS record is not activated
  • Original valid passport containing your entry visa, I-94 card and form DS-2019.
  • Photocopies of your passport, I-94 card, and form DS-2019 are to be given to the SSA representative only if you apply on campus at the start of the semester.
  • Completed SSN application form and Employment Verification Letter approved by hiring dept. and signed OIA advisors. J2 visa holders also need a valid Employment Authorization Card.

Applying for a Social Security Number:

Applying on Campus:

The SSA office will send a representative to campus for two days at the beginning of the fall and spring terms so that you may apply on campus for your SSN card.  You will be notified at the International Student Orientation as to the day, hours, and location of this on-campus registration.  You may also learn of the date and time arranged by the SSA office at OIA.  Receipt letters will be mailed from the Anderson SSA office directly to OIA within 7 days for those who apply on campus.

Applying at the Anderson, S.C., Social Security Administration Office.

International faculty, staff, and students may take their Social Security Number application and go to the SSA office in Anderson, SC directly to apply for their SSN card. Students who have been awarded an assistantship and have arrived early, before the beginning of the semester, are encouraged to exercise this option to obtain your SSN card as quickly as possible.

When completing the Social Security Number Application form, it is important that you do the following: 

  1. Fill out the SSN application form completely and sign the document in the appropriate space.
  2. Print clearly so that your information will be entered into the system accurately and correctly.
  3. In Box #5, mark the box entitled “Legal Alien Allowed to Work”.
  4. In Box #16, insert the address of the Office of International Affairs if a label has not already been affixed to the document.  The address should read: Clemson University, Office of International Affairs, E-301 Martin Hall, Clemson, SC 29634-5714.

When you apply for the SS card, you must request a “receipt letter” from the Social Security Administration office.  Bring the “receipt letter” directly to Office of Human Resources, attn: International Employment, Administrative Services Building, Perimeter Road.

 

After the application process has been completed and approved by the Social Security Administration (SSA), the SSN card will be issued from Baltimore, MD.  This process normally takes between two and four weeks’ time.  The SSN will be returned to OIA and you will be notified by e-mail (via your Clemson e-mail account) to pick it up.   


This procedure has been established and agreed to by the Office of International Affairs, Clemson University and by the Social Security Administration, Anderson, SC.

 

Related Documents:

Social Security Administration Web Site



The language used in this document does not create an employment contract between the employee and the agency. The document does not create any contractual rights or entitlements. The agency reserves the right to revise the content of this document, in whole or in part. No promises or assurances, whether written or oral, which are contrary or inconsistent with the terms of this paragraph create any contract of employment.