Introduction to SSN and Taxes

Introduction to SSN and Taxes

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Welcome to Introduction to Social Security and Taxes:

• This course provides international students with essential information about working legally in the United States, obtaining a Social Security Number (SSN), completing the federal Form I-9, and understanding basic U.S. tax responsibilities.
• Whether you are a graduate assistant or student worker this guide outlines what you must do before, during, and after starting your job at Illinois State University.

Objectives

By the end of this module, students will be able to:

• Understand the purpose and process of obtaining a Social Security Number (SSN).

• Identify the steps and documentation required to complete the I-9 Employment Eligibility Verification process.

• Recognize their tax filing responsibilities and know where to find tax resources and support.

Module Navigation

Move at Your Own Pace

Interactive Learning

Accessibility Features

Tracking Completion

Human Resources

Modules

Form I-9: Employment Eligibility Verification

Click each module to learn about SSN and Taxes from each department.

ISSS

Social Security Number (SSN) Process

Tax Office

Taxes for International Students

HR Module - I-9 Employment Eligibility Verification

1. Form I-9: Employment Eligibility Verification:

Federal law requires all employees in the U.S. to verify their identity and employment authorization by completing Form I-9.

• Complete your I-9 after accepting a job offer and no later than your first day of work.
• Bring original documents (no photocopies or digital versions) to the Human Resources office (Nelson-Smith Building, Suite 101).

Typical documents that establish Identity and Employment Authorization:

• Passport
• I-94 record
• I-20 /DS-2019 (signed by you)
• SSN (if you already have one)
• J-1 students will also need a letter from ISSS

2. After completing your I-9:

• Notify your department once your I-9 is complete.
• Check your email for next steps from HR, including direct deposit setup in iPeople.
• Apply for your SSN (if needed).

Contact HR at hr@ilstu.edu or 309-438-8311 with any questions.

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ISSS Module - SSN

1. What is a Social Security Number (SSN)?

A SSN is a unique number used primarily for tax purposes in the U.S. All students working on campus must have a SSN.

• A Social Security Number (SSN) is like a U.S. national ID number. It is NOT a work permit.

• It is required for:

• Completing the I-9 hiring process.

• Reporting income for U.S. tax purposes.
• Applying for loans and tracking your U.S. credit score

2. Beware of Scams:

Your SSN is yours for life – keep it secure. Do not share your SSN except with trusted sources (HR, banks, tax forms).

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ISSS Module - SSN

3. Applying for an SSN:

Who Can Apply:

• As a F-1/J-1 student you can only apply for a SSN if you are employed.

Note: New international students cannot apply for an SSN prior to checking in with ISSS.

How to Apply:

• Request your on-campus employment verification letter (link) from your supervisor.
• Submit a SSN Letter Request in the ISSS Portal.
• After you receive your letter from ISSS, complete the Online Social Security Number Application.
• At the end of your SSN application, you should schedule your in-person appointment.

Note: ISSS will not begin processing SSN letters until after the 10th day of classes. Please allow an additional 10 days for processing (about a month after the first day of class).

Where to Apply:

• Take BOTH letters (one from your supervisor and one from ISSS) to the Social Security Administration (SSA) office.
• Be sure to bring your original documents and be on time for your appointment at the SSA office.

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Sprintax Office Module - Taxes

1. Sprintax Calculus:

If you work on campus or have received a scholarship or fellowship from the university, you will need to complete tax forms.

• If you are employed on-campus, then you will need to complete tax forms after you are hired.

• Illinois State uses Sprintax Calculus to determine tax withholding and treaty eligibility.

• You will be sent an activation email from the Tax Office to get you started with Sprintax Calculus.

• Based on the substantial presence test, Sprintax will determine whether you are a resident or nonresident for tax purposes.

• Most F-1/J-1 students are considered nonresident aliens for their first 5 years in the U.S.

• Nonresidents generally do not pay Social Security and Medicare (FICA) taxes.

2. Sprintax Tax Prep: All international students in the U.S. are subject to U.S. tax laws. Even if you do not earn income, you will still have a tax filing obligation. You are responsible for ensuring your tax filings are completed & accurate.

• Every year in April, you MUST file a Federal and State tax return for the previous year.

Ex: April 2027 - File your taxes based on any income from the calendar year 2026.

• ISSS has partnered with Sprintax Tax Prep to help you with your tax needs.
• Keep an eye out for an email from ISSS in mid-February to get you started with filing your taxes.
• If you worked on campus and completed your Sprintax Calculus profile, Sprintax Tax Prep will automatically populate the information from your Sprintax Calculus profile for you.
• Even if you did not work, you will still need to file your taxes.

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Sprintax Office Module - Taxes

3. Tax filing deadlines:

• April 15: Federal
• April 15: State of Illinois
• Other states: If you earned income in another state, please check that state's requirements and deadlines for filing.

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What To Do Next:

• If you are a new student, complete your ISSS Check-In steps (link)
• Watch this step-by-step SSN video.

• Follow the steps on the next pages to learn how to:
• Complete your Hiring Paperwork
• Apply for a SSN

• File your taxes

Complete your Hiring Paperwork

Step 2

Step 1

Monitor your email and don't exceed your hourly limits

Bring your documents to HR

Step 3

Keep your I-9 updated

Apply for your SSN:

Step 2

Step 1

Complete I-9 with HR

Get Hired and Request Letter from Hiring Department

Step 3

Step 4

Request SSN Letter from ISSS

Apply for an SSN through the SSA office

Step 5

Protect your SSN

Avoid Scams

SSN Approval

Filing Your Taxes

Step 2

Step 1

Familiarize yourself with Sprintax

Prepare to file taxes

Step 4

Step 3

File the appropriate paperwork

Keep records and watch out for scams

Certificate

Achievement Certificate

This certifies that the student has completed the Introduction to SSN and Taxes for International Students learning module.

Congratulations!

Sincerely,

• There are clickable sections, expandable text, and embedded resources (in red) to help you move smoothly from one topic to another.
• Use the Next and Back arrows at the top or bottom of each page to navigate or revisit sections you’d like to review again.
• If you need help, click the blue question mark to open a short form—our staff will assist you as soon as possible.

• Click the CC button for closed captions in videos.
• Use a screen reader to have the course read to you.
• Adjust your screen zoom or use keyboard navigation for ease of access.
• Let us know if you need additional support.

• Once hired, you’ll complete paperwork with Human Resources in the Nelson Smith Building, Room 101, including the I-9 form.
• Bring your passport, I-20 or DS-2019, and printed I-94 record. J-1 students will also need a letter from ISSS.
• Contact Human Resources (link) with any questions or concerns regarding your hiring paperwork process.

• Save a copy of your tax return and all forms for your records.

• Watch for your refund, if eligible.
• Remember: Protect yourself from scams.
• The IRS will never call, text, or email demanding payment.
• Do not share personal info with unknown contacts.
• Let ISSS know if this happens.

• If your I-20 end date ever changes, you must bring your new I-20 document to HR to update your I-9.
• If you are a J-1 student, you must be re-authorized by ISSS for every new job or GA contract.

• You must have a job offer first.
• Ask your hiring department to complete and sign the On-Campus Employment Verification Letter (link) on departmental letterhead.

• After you have BOTH letters (from your department & ISSS), complete your online application (link) for a SSN card.
• Make note of your SSN application reference number.
• At the end of your application, you should be prompted to schedule your appointment.
• Bring BOTH letters, your application reference number, and original immigration documents to your appointment.

• Once you begin work, monitor your ISU email for updates from HR or your supervisor.
• Apply for your SSN, if you don't already have one.
• Keep track of your work hours to make sure you don't exceed your F-1/J-1 status limits.
• It is generally recommended to arrive 5 minutes prior to your scheduled shift.

• Your progress is automatically saved.
• Mark each module completed in the ISSS portal when done. Completion will be tracked by our staff.
• You should download or print your Certificate of Completion as proof that you’ve successfully finished the Introduction to Social Security and Taxes..

• This module is self-paced, meaning you can complete it on your own schedule. You can stop at any time and pick up right where you left off.
• Take time to review each section carefully and revisit any topic that you’d like to understand more deeply.

• Watch for an activation code mid-Feb. sent to your ISU email by ISSS for Sprintax Tax Prep

• Do not complete your annual tax filing until you know you have all the appropriate tax forms

• Submit an SSN Letter Request in the ISSS Portal (link).
• Upload the letter from your hiring department.
• ISSS will issue a second letter once:
• You’ve completed ISSS check-in (new students).

• Your job is visible in the HR database (iPeople).
• It’s after the 10th day of classes (please allow an additional 10 days for processing)

• Don’t share it by email, text, or phone.
• Don’t carry the card daily.
• Only share with reputable agencies that require it, such as HR, banks, or IRS.

You should now be prepared to apply for your SSN!

• Read the U.S. Tax Season Survival Guide for F-1 Students (link).
• Gather your tax forms
• Some examples include:

• W-2
• 1042-S
• 1099

• Sprintax tax prep will figure out your residency status and automatically provide you with the appropriate tax forms to file both your federal & state tax returns.
• The activation code from ISSS will pay for the cost of preparing your federal return.
• If you want to utilize Sprintax Tax Prep for your state return, you will be given payment options.
• See our Taxes page (link) for more filing options and information.

• Visit the Nelson-Smith Building to complete your I-9 hiring paperwork with HR.

• Note: This is required by U.S. federal law to verify your identity and work authorization.

• Bring original immigration documents (not copies).

• Let your HR contact person know when you have applied for your SSN
• Your SSN card arrives in the mail (2–4 weeks).

• Go to Human Resources Office (link) and bring your SSN card to finalize your I-9.