The U.S. Social Security Administration Office in Morgantown has implemented physical distancing measures due to COVID-19 that may delay international students and scholars who need to process for a U.S. Social Security number.
WVU International Students and Scholars Services and Tax Services have received additional information from the Morgantown SSA office on the previously announced changes:
SSA continues to require appointments to apply for a Social Security number and will turn away anyone without an appointment. Appointments to apply for a Social Security number will only be available on Wednesdays.
Applications for a Social Security number must still be submitted in person. SSA cannot accept electronic, faxed, or physically mailed applications.
SSA requires original physical copies of all documents as part of the application process. Documents cannot be digital copies, photocopies, scans, printed PDF documents, etc.
Individuals will be screened by the SSA when calling to schedule an in-person appointment to ensure they have the required documentation.
Individuals who report to their appointment with the SSA without the required original documents will be turned away without processing their application for a U.S. Social Security number. They will be required to schedule another appointment for a later date.
Who these changes will impact:
Newly hired international employees who do not already have a U.S. Social Security number will be impacted by these changes. Individuals who already have a U.S. Social Security number (even if it was issued during a previous visit to the United States or issued while they were not at WVU) will not be impacted and can process for payroll as normal.
What this means:
Newly hired international employees and their hiring departments should plan for possible additional delays to employees beginning work. U.S. Citizenship and Immigration Services requires all employees working in the United States (regardless of citizenship status or nationality) to complete Form I-9, Employment Eligibility Verification, before they begin working. International employees must apply for a U.S. Social Security number before they can complete their I-9. Beginning work prior to completing Form I-9 is a violation of status for unauthorized employment and will lead to termination of their status.
What hiring departments should do:
Check with newly hired international employees to determine if they already have a U.S. Social Security number.
For student workers/graduate assistants: Print the Employment Verification Letter from the ISSS website on department letterhead. Complete the letter and have a department representative physically sign the letter. Provide the physically signed letter to the new employee.
Plan the start date for the new employee accordingly. Employees may not begin working until they have applied for a U.S. Social Security number and completed their payroll processing with WVU Tax Services.
Supervisors will receive a confirmation email from WVU Shared Services once their newly hired employees have been entered into the payroll system and are able to begin working.
What newly hired international employees should do:
Let their department know if they have a U.S. Social Security number or not.
Review the noncitizen information section of the SSA website about applying for a Social Security number.
Download and complete the SS-5, Application for a Social Security Card before meeting with SSA.
WVU issued electronic Forms I-20 and DS-2019 during summer 2020 for some students. SSA will no longer accept electronic copies of these forms or their printed versions. Original copies with an ink signature (“wet signature”) are required.
If you are an F-1 or J-1 student and you were issued an electronic I-20 or DS-2019 as your latest copy, submit a request for a replacement Form I-20 or DS-2019 using the online request system and indicate the reason for the request. Emailed requests for a duplicate I-20 or DS-2019 will not be accepted.
F-1 and J-1 students: Make sure they have followed all steps on the ISSS Student Employment website and collected original copies of all the required documents before scheduling an appointment with SSA.
F-1 and J-1 students: Review the information for F-1 and J-1 individuals applying for a Social Security number.
International students and hiring departments can find payroll processing information on the ISSS website. International students with questions or issues, and hiring departments with questions related to the Employment Verification Letter, should contact the ISSS Students unit at isss-students@mail.wvu.edu.
International scholars (i.e. non-student employees) should contact the ISSS Scholars unit at isss-scholars@mail.wvu.edu.
Hiring departments with questions not related to the Employment Verification Letter should contact Tax Services at tax@mail.wvu.edu.