Steps to Obtain a Social Security Number (SSN) for Columbia University Employment

Dear Colleague:

As you welcome students back to campus, and onboard new students, there may be students who need a U.S. Social Security Number to work at Columbia University.

Please provide those students the following letter in any onboarding materials, or any materials given to re-hires who may need a Social Security Number.

Thank you in advance for your collaboration.

Dear Student:

As an employee at Columbia University, there is an important federal requirement we need to complete together. Because you do not currently have a Social Security Number (SSN), we want to walk you through why it is required and the steps you need to take to get one.

Why You Need a Social Security Number

To work in the U.S. an employee must have a U.S. Social Security Number (SSN) for tax withholding purposes. Columbia University is also required to participate in the federal E-Verify program, which matches employee Form I-9 information with Social Security Administration (SSA) and Department of Homeland Security (DHS) records to confirm employment eligibility.

You may start working while you are in the process of applying for your SSN. If you do not have an SSN at the time you are hired, you will be required to provide evidence that you are in the process of applying for a Social Security Number.

Your Step-by-Step Action Plan 

If you do not yet have an SSN but are authorized to work in the United States, please complete the following steps as soon as possible:

1. Obtain your job letter: Secure a formal job offer letter from your hiring department that confirms your employment.
2. Apply for your SSN: Schedule an appointment and visit a local Social Security Administration (SSA) office to submit your application.
3. Verify your name: Ensure that the name on your SSN application exactly matches the name on your passport and work authorization documents.
4. Show proof of application: Immediately after your appointment, the SSA will give you a receipt. Provide a copy of this receipt to your hiring department so we know your application is officially in progress.
5. Submit your SSN: As soon as your physical Social Security card arrives in the mail, notify your hiring department immediately and provide the number. This allows HR to submit a Personnel Action Form (PAF) to finalize your Form I-9 and update your official employment records. 
    

Timeline and Expectations

The Social Security Administration generally advises that it may take several weeks to receive your card in the mail.

• You are expected to provide your official SSN within 30 days of applying.
• If your card has not arrived within 30 days, you must provide your hiring department with updated documentation proving that your application is still pending.
• Please monitor your email and respond promptly to any follow-ups from Human Resources regarding the status of your application.
• Failure to apply for an SNN when eligible, failure to provide requested documentation regarding a pending application, or failure to provide your SSN after it has been issued may affect the University’s ability to comply with federal employment verification requirements and may result in further review of employment status.
   

If you have any questions about this process or need assistance with your employment letter, please reach out to your hiring department or contact [email protected].