Hiring an International Employee without a Social Security Number

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.

Departmental Responsibility: Office of Human Resources
Topic: Hiring an International Employee without a Social Security Number
Procedure: Hiring an International Employee without a Social Security Number
Effective: January 01, 2006
Last Revised Date: December 05, 2011

Hiring an International Employee without a Social Security Number

Process:

All international employees who do not have a U.S social security number will be hired and paid in CUBS using a temporary Social Security Number (SSN) assigned by the Clemson University Payroll Office for international faculty or staff (999-99-xxxx), and by the Clemson University Human Resources  Office of International Affairs (referred to as HROIA) for international students (901-xx-xxxx).

This will be done only after HROIA has received from the Social Security Administration (SSA) an official acknowledgement letter stating that the individual’s application for a card has been accepted and a card will be issued. Otherwise, the individual will be hired and paid upon presentation of their signed U.S. Social Security card.   

Hiring departments submit an International Hire request to OHR OIA through CUBS HR. Hiring departments can use a CU student ID number, a CU Employee ID number, or the temporary SSN.

HROIA will complete the International Hire Request  Form (IHF), using the 9xx-xx-xxxx number as the temporary SSN. The IHF approval (or denial) is electronically routed to the hiring department and to Payroll.

HROIA sends to the Payroll Office a copy of the “SSN Applied For” letter from the SSA. These letters will be kept as backup documentation in the Office of Human Resources.
Human Resources will maintain the copy in the employee's personnel file.

Departments need to ensure direct deposit is completed for each of these employees. Also, as a means of communication, the international employees need to put their temporary SSN on the Direct Deposit form if they do not already have an Employee ID number.

Related Documents:

Applying for a Social Security Number