Non-Resident Aliens and Social Security Numbers (SSN)

SSN Required

In order to save a job record in PeopleSoft and enable an employee to get paid, Data Services must have a Social Security Number (SSN) for each employee. Because it can take a few weeks to obtain a valid SSN, non-resident alien employees are assigned a "dummy SSN" by Data Services until they are able to produce a valid number.

When a "dummy SSN" is assigned by Human Resources Data Services, the employee is sent a notice with a Social Security Administration Application Form for a Social Security Number. The International Student and Scholars Services also supplies SSN Application information to new arrivals during their orientation sessions.

If the employee does not report a valid SSN to Human Resources Data Services within a reasonable timeframe, the Payroll Office sends a follows up letter.

The tax specialist with the Controller's Office also needs notification when the employee gets a valid SSN.

Note: Some non-resident alien employees believe the dummy SSN we assign is a valid Social Security Number. They are using them to apply for driver's license, bank accounts, and other services. Those businesses and government entities have been issuing complaints to the Social Security Administration.

The SSA's Regional Office has indicated that "dummy Social Security Numbers" should NOT be used by employees to apply for a bank account, driver's license or any purposes.

Resources Outside Emory

Social Security Numbers and Foreign Workers

International Students and Social Security Numbers

Sample Letter if a Dummy SSN is Used

FROM: Susan Newborn, Manager,
Emory University Human Resources, Data Services
DATE:
SUBJECT: Valid Social Security Number Required for Employment

The U.S. Department of the Treasury requires that all individuals employed in the United States have a valid Social Security Number. Our records indicate you do not yet have a valid Social Security Number.

If you have a valid Social Security Number, you must contact Data Services in Human Resources, (404) 727-7563.

If you do NOT have a valid Social Security card with a number:

Human Resources Data Services can provide an Application Form for a Social Security Number. You are advised to complete this process as soon as possible. If you are a Non-Resident Alien, the Social Security Administration requires you to submit your application for a Social Security Number in person. The application packet also lists the required documentation you must bring.

Please call (404) 727-7563 if you have any related questions. The Data Services Department is open Monday through Friday, 8 a.m. to 5 p.m.

NOTE: Nonresident alien employees must meet with the Nonresident Alien Tax Specialist at the earliest possible time to determine tax status and treaty benefits. Call (404) 727-6080 for an appointment.

Please contact the Tax Specialist and provide a valid Social Security Number upon receipt.

Emory University Data Services

Hours of Operation: Monday through Friday from 8:00 a.m. to 5:00 p.m.
1599 Clifton Road, NE
Atlanta, GA 30322
(404) 727-6066
(404) 727-0227
(404) 727-7563
(404) 712-9274