Applying for a Social Security Number
All non-U.S. citizens who do not have a social security number (SSN) that will be employed by The University of Texas at Austin must apply for a number with the Social Security Administration (SSA). The Austin SSA office is located at 1029 Camino La Costa. The SSA advises that individuals wait at least 10 days from their arrival in the U.S. before applying for a number. Additional information about the process is available on the UT International Office website.
Temporary SSN Assignment
For nonresident employees who do not have an SSN at the time they begin work, Payroll Services will assign a temporary number that has been provided by the Texas Comptroller of Public Accounts’ before payroll payments are made, as a reportable employee number is required by the State. Once the actual SSN is obtained and university records have been updated, this number will be corrected with the state.
Employees are still responsible for applying for their SSN with the Social Security Administration at the appropriate time in order to provide the actual SSN to Payroll Services as soon as possible. If the SSN is not received timely, Payroll Services may require proof of the application. Until the SSN is received, employee paychecks will be defaulted to paper checks for pick up in Payroll Services.
Receipt of SSN
Upon receipt of the social security card, the employee should immediately provide the number to Payroll Services. The employee may bring the card to Payroll Services to be updated by payroll staff, or he/she can enter it directly in Workday, via Change My Government ID. If the employee enters the number directly in Workday, proof must be provided to Payroll Services either by bringing the card to MAI 134, or by faxing a copy of the card to 512-471-1299. Copies of social security cards, should not be emailed as attachments, or included as an attachment in Workday.
After the SSN has been verified by Payroll Services and the university records have been updated, the number will subsequently be corrected with the applicable State and Federal reporting Agencies. The employee’s Payment Election can also be changed to direct deposit if desired, as long as the Glacier, Nonresident Tax Compliance form requirements has been met.
Last updated 11/8/2018