Understanding Student Social Security Numbers: A Comprehensive Guide

A Social Security number (SSN) is a unique identifier for residents in the United States, playing a crucial role in various aspects of life, especially for students seeking financial aid and employment. This article provides a detailed overview of how students can obtain and manage their SSN, particularly in the context of federal student aid (FSA) eligibility and employment.

The Role of SSN in Federal Student Aid (FSA)

To be eligible for FSA funds, every student needs to provide a correct Social Security number (SSN). The Department of Education confirms the student’s SSN for schools by conducting a match with the Social Security Administration (SSA). The FAFSA form collects the student’s and other contributors’ Social Security numbers (SSNs) so that the FAFSA Processing System (FPS) can validate the numbers through a match with the Social Security Administration (SSA). The FPS verifies that the name and date of birth associated with the SSN match the name and date of birth on the application.

The FPS won’t process an application without a valid SSN as this is a basic requirement of federal student aid eligibility. There is one exception to the SSN requirement for citizens of the Republic of the Marshall Islands, the Federated States of Micronesia, or the Republic of Palau (collectively known as the Freely Associated States), as they typically are not issued an SSN. Starting with the 2024-25 award year, students from the Freely Associated States and other contributors (parent, parent’s spouse, or student’s spouse) who do not have an SSN will have their identity verified through the TransUnion Knowledge-Based Identity Verification process. Contributors who are not verified by TransUnion will be directed to the Federal Student Aid Information Center (FSAIC) to send individual identification documents and be verified through an alternative process.

Resolving SSN Discrepancies in FAFSA

The FPS prints the SSN match result in the “FAA Information” section of the output document as the SSN Match Flag. If the match is successful, the FPS doesn’t match the student’s data against the Social Security database on subsequent transactions. However, the FPS will attempt the match again if the student makes corrections to the name, date of birth, or SSN.

If the FPS match with the SSA confirms the name, SSN, and date of birth as reported on the FAFSA form, you may disburse aid to the otherwise eligible student. No comment is provided on the output document when the SSN match is successful. Of course, if you have any conflicting information about the SSN, you must resolve the conflict before disbursing FSA funds to the student.

If a student whose data was successfully matched with the SSA subsequently tries to change their SSN, the FPS won’t accept the change. Instead, the student’s FAFSA Submission Summary will have a comment telling the student to contact the FAA at their school for help. You must resolve any problems with the SSA match before disbursing aid.

If the SSN is not found in the SSA database, the student’s application will be rejected. The student will also receive a comment instructing them to correct their SSN or contact the SSA if they believe the number reported is correct.

Addressing a Wrong SSN on the FAFSA Form

If the student’s application is rejected because they reported an SSN that is not in the SSA’s database, the student must provide the correct SSN to the FPS. This will change the current SSN in the FPS, but it will not change the original, identifying SSN. A student can file a new FAFSA form to correct the original SSN, but since the Common Origination and Disbursement (COD) System will use the current SSN to process records, changing the original SSN is not always necessary. While COD will process using the current SSN, there are other systems, such as EDExpress and some mainframe and servicer systems, that will still use the incorrect SSN originally reported to identify records.

Correcting FAFSA Data Entry Errors

If the FSAIC confirms that there was a data entry error, it will refer the error to the Department for correction - the student does not need to submit a correction. After the data entry error is corrected, the FPS will produce new output documents.

Resolving Errors in the Social Security Database

If the SSN on the FAFSA form is correct but isn’t in the Social Security database, the student must contact a local or regional SSA office to correct the database, which is updated daily with information from local and regional offices. The student must report the correct SSN and provide supporting documentation, and report the SSN directly to the SSA office-the Department cannot correct SSA records. Once the database is updated, the student can contact FSAIC and ask them to manually sync their data with SSA. The FPS will then do another SSN match and update the transaction.

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Handling Name and Date of Birth Mismatches

The student’s application will be rejected if their SSN, or their parent or spouse’s SSN, is in the Social Security database but the name or date of birth in the database differs from the information provided. Misspellings or name changes due to marriage are common reasons for an unsuccessful match. This reject is verifiable, which means that the name is questionable but not necessarily wrong.

The student can eliminate the reject by entering the right name. If the name or date of birth is incorrect, the student can correct it by logging in to StudentAid.gov and updating their information under their Account Settings. Once SSA returns a successful match and verifies the student’s account, the student can then update the information on the FAFSA form by selecting “Make a Correction” and resubmitting.

If the name was correct on the application, the student should contact the SSA to update its records. After the student confirms that the SSA has corrected its records, the student must contact FSAIC and ask them to manually sync their data with SSA. The student can also notify their school to force the update. An FAA may update the Resend to Matches field to “Y” in the FAFSA Partner Portal and submit it as a correction so the transaction can go back to SSA for an updated match flag.

If the student’s (or parent’s or spouse’s) name and SSN match the SSA’s database but the date of birth does not, the application will also be rejected, and the student must correct the application using the same process described above for correcting the name.

Addressing Name Changes

When the school receives the student’s ISIR, the SSN match shows the name on the application isn’t the one associated with the SSN in the database. The FAA asks the student to bring in documentation showing their correct name and SSN. The student brings in his Social Security card, and the first name on the card is Jose, not Miguel. The student also has a driver’s license showing his first name is Jose. If a student legally changes their name because of marriage, divorce, court order or any other reason, they should notify SSA so they can get a corrected card and FPS can resubmit the match to SSA.

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Special Cases: No SSN and Residents of Freely Associated States

Contributors (student, parent, parent’s spouse, or student’s spouse) who do not have an SSN and are not verified by TransUnion during the StudentAid.gov account creation process will be directed to the Federal Student Aid Information Center (FSAIC) to complete an alternative process to validate their identity. Individuals will be required to submit an attestation and validation of identity form along with their approved identity documentation.

If the contributor is completing their own section of the online FAFSA form and doesn't have an SSN, the SSN will be blank and disabled. If the contributor has an Individual Taxpayer Identification Number (ITIN), they should add it to the FAFSA form. If they don’t have an ITIN, they should leave that question blank.

If a student is a resident of the Freely Associated States (Republic of Palau, Republic of the Marshall Islands, or Federated States of Micronesia) and a first-time applicant, they should enter “000” in the first three boxes of the field and leave the remaining six positions blank; FSA will create an identification number to be used for federal student aid purposes.

Missing Information on FAFSA

No match is performed if the student doesn’t sign the FAFSA form or provide a last name or date of birth. Although the FPS doesn’t conduct the match, the student will receive a comment explaining that the match could not be conducted without the name, date of birth, or signature. The student must submit a correction providing the missing information.

Marriage and SSN

The student’s ISIR shows that her name doesn’t match the one the SSA has on file for her SSN. When the FAA talks to the student, she explains that she recently got married and changed her last name. The student gives the FAA a copy of her marriage certificate.

Death Indication

If the SSA’s database shows a death indicator associated with the SSN the student reported, the student’s application will be rejected. The FPS will verify that student SSNs do not appear on a master death file the Department obtains from the SSA. This will be in addition to the date of death match. The FPS will regularly compare its records with those in the master death file. If a match is found, the FPS will resend the student record to SSA. If the SSA does not confirm a date of death for the applicant, the FPS will do nothing further.

Duplicate SSN

When one student uses another’s SSN, the duplicate SSN flag will be set in the ISIR, and the student’s application will likely fail the SSN match, but it will be processed. If a student uses the same SSN and first two letters of the last name (together these data are the record identifier) as another student, the FPS will not accept the application because it will assume it to be a duplicate application of the first student.

If the student is using the online FAFSA form, they will receive an immediate message with instructions on the proper way to make a correction, or if the student’s record identifier is correct and they are trying to apply for aid, instructions on how to proceed. If the student using the correct SSN applied after the other student, they must submit a special “correction application” that they can only get from the Department. It will enable the FPS to accept the student’s data instead of treating the application as a duplicate.

The first student, who used the wrong SSN, must correct the error by filing a new FAFSA form because the FPS uses the record identifier for students for the entire award year, even if they later change their SSN or last name. If the student using the correct SSN applied first, the FPS will have their data, so a correction application isn’t necessary. Both students should keep copies of all output documents, including those from the first FAFSA forms filed. When a student files a correction application or a new FAFSA form, the application receipt date is changed.

Obtaining an SSN for International Students

For international students (F-1 or J-1 status), eligibility for an SSN is typically tied to employment opportunities within the United States. All persons working in the US are required to obtain a social security number from the Social Security Administration (SSA). Students in F-1 or J-1 immigration status will be eligible for a Social Security number if they are working on campus. Students and scholars who will be employed in the United States will apply for a social security number through the Social Security Administration.

Eligibility Criteria

F-1 Students: Eligible if they have on-campus employment, are receiving fellowships requiring employment or RA/TAships, or working off-campus on OPT or CPT.
J-1 Students: Eligible if they have a letter of permission to work from their visa sponsor.

Application Process

To receive a Social Security Number, you will need to visit a Social Security Office in person. After filing the form-SS-5 online, please schedule an appointment using the online scheduling system.

Schedule an Appointment: After filing the form-SS-5 online, please schedule an appointment using the online scheduling system. Please note that walk-in appointments are no longer available at SSA offices.
Required Documents: Depending on your status as a J-1 or F-1 student, J-1 Scholar or J-2 dependent, or an H-1B employee you will be required to provide different documents during your SSN appointment.

Documents Required for F-1 Students:

Form SS-5 online: Application for a Social Security Card
Passport, printed copy of current electronic I-94 arrival record, and current printed I-20
Evidence of SSN eligibility:
- EAD card (if on OPT)
- I-20 showing unexpired CPT or OPT endorsement for off campus employment
- For on campus employment, 2 letters are needed:
  - A letter from the on-campus employer addressed to the Social Security Administration. The signature on the letter MUST be a wet signature. No electronic signatures are accepted.
  - PhD students with a fellowship must have a letter from their department indicating employment stipulations.
  - An SSN letter from Bechtel confirming your status. You can only request this by logging into Bechtel Connect, selecting My Student Home, then scrolling down and selecting SSN Letter Request. You must upload your employment or PhD fellowship letter as part of the request.* The SSN Letter Request is available 30 days after the I-20 program start date.

Documents Required for J-1 Students:

For off-campus employment, current DS-2019 showing unexpired Academic Training endorsement AND job offer letter from the off-campus employer.
For on campus employment, two letters are needed:
- A letter from the on-campus employer addressed to the Social Security Administration
- orPhD students with a fellowship must have a letter from their department indicating employment stipulations.
- An SSN letter from Bechtel confirming your status. You can only request this by logging into Bechtel Connect, selecting My Student Home, then scrolling down and selecting SSN Letter Request. You must upload your employment or PhD fellowship letter as part of the request.* The SSN Letter Request is available 30 days after the DS-2019 program start date.

Important Considerations for International Students

Timing: If you are a new F-1 or J-1 student, wait 30 days after the I-20/DS-2019 program start date before applying for an SSN. If you are a J-1 Scholar, please wait 16 days after submitting the arrival confirmation before applying for an SSN.
J-1 Research Scholars and Short-Term Scholars: If you are holding a J-1 visa in the "Research Scholar" or "Short-Term Scholar" categories, you are eligible for an SSN and do not require a letter from the Bechtel International Center to make your application.
Letter of Eligibility: Students should fill out the Request Letter of Eligibility for SSN e-form in iSTART to request the Letter of Eligibility (if applicable) from ISSS.
CPT Restrictions: The Social Security office will not accept requests for the Social Security Number for students who are doing CPT if the CPT starts more than 30 days in advance. Please make sure that the employment, either on campus or CPT, starts within 30 days.
SEVIS Information: It takes about two weeks after the semester has started for your SEVIS information to be updated at the Social Security office. You may submit your request for the Letter of Eligibility on I-Start after the tenth day of classes.

SSN Security and Privacy

The Social Security number is a private identification number. Be very cautious to whom you give this number. Do not give your number to telemarketers or solicitors. Your Social Security Number is tied to your identity and financial background. To avoid risk of identity theft, take care to keep your Social Security Number secure and private. A Social Security Number Card is an important identifying document. Please make sure you keep it in a safe place to avoid identity theft. Do not carry your card with you.

SSN as a Work Authorization Document

Remember: Social Security Numbers are not valid forms of work authorization!

Applying for an SSN Before Receiving the Physical Card

It takes about two to four weeks for an Social Security Number card to be issued. You are allowed to start working with just a letter/receipt from the Social Security Administration (SSA) stating you have applied for a Social Security Number. However, this is at the discretion of your employer. Typically, if an employer will be doing a background check they will only accept a Social Security Number before you can start working.

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