A Social Security number is a nine-digit number formatted like this: XXX-XX-XXXX. If you are the site owner (or you manage this site), please whitelist your IP or if you think this block is an error please open a support ticket and make sure to include the block details (displayed in the box below), so we can assist you in troubleshooting the issue. When you hire a freelance or contract employee, basic tax information is collected using a W9 form that is available from the IRS. Employers should note that this does not excuse them from failing to obtain an SSN from a worker after employment has begun. Warnings. Any employee without a Social Security card should apply for one using Form SS-5, Application for Social Security Card PDF. In either case, you don’t have to send them to a local Social Security office. Any employees that you hire would still need to have proper work authorization. Those on a non-employment based temporary visa (like ESTA) without work authorization are not permitted to apply for a social security number. You must have a SSN to fill out the I-9. If your employee applied for a card and has not received it yet, write “Applied For” in Box A on Form W-2. They must fill out Form SS-5 and provide original documents proving their identity, immigration status, and age. The W-9 form serves the same purpose as a … Health insurance is available. Now maybe this person might not be legally be able to work for you, and the ITIN is not an authorization to work. Our friendly and free support is only a call, email, or chat away. The short answer: no. Good Luck. If you are not an employer, you can connect a person's Social Security number to his name by running a credit report on him. We’re always ready to keep the conversation going. An ITIN cannot be used for employee identification or work. Employees must fill out personal information on Form W-4, such as their name, address, marital status, and SSN. Can you hire someone without a Social Security number? If you are not eligible to receive a Social Security Number, you may still apply for an Individual Identification Number (ITIN). Remember, it is against federal law to hire illegal aliens. Be wary of online verification services that charge a fee. If you are a non-US citizen, it can be a bit tricky. You are opening up yourself for potential problems. Finding the right apartment for you can be headache-inducing enough without the extra worries of doing so without giving out a Social Security number. However, it will cover you in case of illness, accident, or a trip to the hospital. Contact the SSA for more questions about hiring an employee without an SSN. Both resident and nonresident alien candidates must use Form SS-5 to apply for an SSN. Use Form W-4 to determine how much to withhold in federal income taxes from employee wages. But, while you can ask that employees show you their Social Security card for payroll purposes, you cannot tell them to use their Social Security card for I-9 purposes. But, what happens when an employee doesn’t have an SSN? Okay, now let's talk about Tax Identification Numbers. You have to have a social security number to legally work in the United States, places that do not ask for one on the application still have to file the I-9 form with a new hire packet to ICE. It saves you and the employee time. What you can try is to have that letter in hand when you apply for the job. For individuals, there are three possibilities: U.S. Citizen; U.S. Resident Alien; Or, Nonresident Alien. Access from your Country was disabled by the administrator. Steps to follow when hiring an employee without an SSN: After your employee begins working, be sure to add them to payroll and withhold payroll taxes from their wages. ITINs are only available for resident and nonresident aliens who are not eligible to work in the U.S. Do not accept an ITIN in place of an SSN. The form asks the contractor’s name and the name of their business if it’s different, their Social Security Number or Tax Identification number. However, since you don’t have the SSN or EIN you need for completing your 1099-MISC, try to get this information from the payee before the filing deadline. Or, can I simply NOT hire anyone if they don't have a social security number? With the immigration policies becoming stricter, illegal migrants can be easily detected. However, the IRS requires you to have an employee’s SSN to report their wages. If someone has been convicted of assault, that record might not be linked with their Social Security Number. Form W-4, Employee’s Withholding Certificate, is a new hire form your employees must complete. These employees must apply for an SSN, however, and be able to provide the number immediately upon receipt (or no later than 90 days after hire). Follow the steps below to ensure you are meeting IRS requirements when hiring an employee. They may take a chance if they have something like that to put into their file. If a newly hired employee has applied for, but has not yet received his or her SSN (e.g., the employee is a newly arrived immigrant), attach an explanation to the employee’s Form I-9 and set it aside. Ideally, the subcontractor’s Social Security number is obtained before any payments are made for work completed for you. Hiring someone who would otherwise be an employee as an independent contractor has the potential to create other problems, and the label itself does not legally change someone's status. There are instances when you can’t get a job even if you have a social security number. Along with applying for an SSN, candidates or employees can also use Form SS-5 to: Individuals typically receive their SSN card within two weeks after the SSA processes their application. The Social Security Administration (SSA) offers Social Security number (SSN) verification and quick access to relevant forms and publications. Yet, many businesses ask for it in the application stage. While this may make things a little more complicated for payroll and benefits, employers can, and should, allow work-authorized employees to start before their Social Security … Then create a case in E … However, an ITIN always begins with the number “9.”. This article will explain the difference between an SSN and an ITIN, and what to do if you hire a worker who doesn't have a social security number. We can help with ITINs! If your worker receives their SSN after you file a wage report, file Form W-2c, Corrected Wage and Tax Statements, to report corrections. If an employee does not receive an SSN or gets turned down for one, they cannot legally work for you. The issue is, since on the topic of illegal immigration, if I make the statement that illegals aren't paying their taxes, I want to make sure that is accurate. An employee must list their SSN on a state W-4 form. For this lesson we are assuming you are hiring individuals. https://www.patriotsoftware.com/.../hire-without-social-security-number Before we dive into whether you can hire an employee without an SSN, let’s briefly recap what an SSN is. Self-employment is a means of making money without a social security number; also, there are several types of small businesses that employ without asking for social security information. A case cannot be created in E-Verify without an SSN. Admittedly, making money without a Social Security Card can be difficult, as a Social Security Card is required to file an income tax return. International persons who have proof of employment eligibility (employment authorization) may begin work without a Social Security Number (SSN). All new hires must complete Form W-4 before receiving their first paycheck, and a Social Security Number must be specified on the form. However, if a candidate does not have an SSN, there is a workaround to get an SSN. Tired of overpaying for accounting software? "use strict";var wprRemoveCPCSS=function wprRemoveCPCSS(){var elem;document.querySelector('link[data-rocket-async="style"][rel="preload"]')?setTimeout(wprRemoveCPCSS,200):(elem=document.getElementById("rocket-critical-css"))&&"remove"in elem&&elem.remove()};window.addEventListener?window.addEventListener("load",wprRemoveCPCSS):window.attachEvent&&window.attachEvent("onload",wprRemoveCPCSS); Tired of overpaying? On the other hand, it seems very clear that courts around the country will support an employer's decision that it will not hire an employee who fails to give a social security number … Apply for a replacement Social Security card, Mother’s full name (including maiden name), Have employee get a letter from the SSA regarding SSN application, After the employee receives their SSN, verify that the employee name on the new hire documents matches the name on the employee’s Social Security card, Make a copy of the employee’s Social Security card along with copies of other identification (e.g., driver’s license). Most applications are verified immediately, but there can be delays. It is legal to hire someone who does not have a social security number. If you’re electronically filing Form W-2 for an employee without an SSN, enter 0’s in the Social Security number field. For a number of reasons, a newly arrived Foreign National employee may not receive their Social Security Number (“SSN”) from the Social Security Administration by the time they are scheduled to begin work in the U.S. They must take all reasonable … I would recommend requiring disclosure of their social security number as you are required to provide a 1099 if you pay in excess of $600 to this person in any one tax year. You don't need it at the application stage. There are, however, ways to make smaller amounts of money fairly quickly without needing a Social Security Card. A candidate can begin working for you before they provide you with their SSN. An ITIN is formatted like an SSN (e.g., XXX-XX-XXXX). A Social Security number is a nine-digit number issued by the Social Security Administration (SSA) to all U.S. citizens. You can start to work without an SSN, if you have an employment authorization document, but you must obtain the number and provide it to your employer later. ITINs are only available to resident and nonresident aliens who are not eligible to work in the U.S. What do you do if you need to file Form W-2 for an employee with no SSN? Get started with your self-guided demo today! Some manual-labor employers will hire illegal workers and don’t require their employees to show proof of their social security number. I know this isn't very helpful to you, but its why the employers won't hire you without it. First things first, direct your candidate to Form SS-5 to apply for an SSN. For this, you will need the person's signature. When you hire new employees, you are responsible for collecting new hire paperwork. Your SSN identifies you as an individual. And like an SSN, an ITIN is also nine digits long. There is, however, a requirement that employees at least apply for an SSN within seven days of beginning employment. But, they must provide you with an SSN within a reasonable amount of time. If the employee's application and identity document (s) are in order, he or she will receive a SIN in one visit. Employees can apply for a Social Security card for free. All rights reserved. And in order to avoid the confusion, it is a good idea to know the difference of these social security cards. Can I hire an employee without an SSN? Instead, learn about what steps you and your candidate must take if they do not have an SSN. As mentioned, you must gather specific documents when you hire an employee. However, the employer must have the employee complete an affidavit or IRS approved document for failure to obtain a valid tax identification number. If you don’t have a social security number, you may believe that you can’t obtain health insurance. Anyone you hire as an independent contractor must complete and sign this form before they begin work for your business. You can, but why would you? NO, and it is your responsibility to ensure that everyone that you hire is eligible to work in the US by completing an I-9 Verification : "Form I-9 is used for verifying the identity and employment authorization of individuals hired … If a worker has applied for an SSN but has not received it yet, gather the following information from them: The SSA does not require employees to have an SSN before they start working. www.zumapay.com/single-post/2017/04/21/can-hire-employee-without-social-security-number/, Mozilla/5.0 (Windows NT 10.0; Win64; x64) AppleWebKit/537.36 (KHTML, like Gecko) Chrome/83.0.4103.116 Safari/537.36. You Can Hire Someone Who Doesn't Have a Social Security Number FALSE. Consider using the free Social Security Number Verification Service (SSNVS) which allows registered employers to quickly verify whether a person’s name and SSN match Social Security’s records. You might have heard of an Individual Taxpayer Identification Number (ITIN). Anyone assigned an ITIN who becomes eligible to work in the U.S. must apply for a social security card. Including the SSN as part of the background check can give you more information about the person you are screening. for you to review along with their completed form. However, businesses that violate the law risk federal intervention, which may include loss of business licenses and/or the deportation of illegal workers. Per the IRS, an employee can’t work for you if they are denied an SSN after applying. Need an easy way to pay your employees? Your potential hire, must apply for an SSN using Form SS-5. Employers use SSNs to report employees’ annual wages to the IRS and SSA. There's nothing restricting you from hiring someone with an ITIN number, by itself. This solution is simple: have the candidate apply for (and hopefully get) an SSN. Can you hire someone without a Social Security number? Give us a like on Facebook and share your thoughts on our latest articles. Do not accept an ITIN in place of an SSN for employee identification or for work. A social security number is only limited to those who have legally immigrated to the United States or those who have been living as a citizen for so many years. A Social Security number is needed to work and to collect Social Security benefits. Form SS-5, Application for Social Security Card, allows candidates or employees without an SSN to apply for one. You must gather information, such as an employee’s name, address, and Social Security number (SSN). Patriot’s payroll software lets you streamline your payroll responsibilities so you can get back to your business. Do not accept an ITIN in place of an SSN. Save money and don’t sacrifice features you need for your business. Social security number can be obtained both by those who are citizens of the US and also non-US citizens. Depending on your state and business, you might also need to gather additional new hire documents, such as a state W-4 form, from employees. When looking through new hire paperwork, check to see if the employee filled in an SSN or ITIN. If a candidate you want to hire does not have an SSN, don’t panic. Employees can get a letter from the SSA for employers stating that they applied for an SSN. If a candidate you want to hire does not have an SSN, don’t panic. You or your candidate can access a copy of Form SS-5 from the SSA’s website. Again, have your employee apply for a Social Security card immediately by filling out Form SS-5. Only non-citizens authorized to work in the U.S. are eligible for a Social Security number. This is not intended as legal advice; for more information, please click here. Try our payroll software in a free, no-obligation 30-day trial. Contact self-employed businessman such as painters and contractors because most of them do not require you to have a social security number. What are you waiting for? Form W-9 can be used for that purpose, although it is not required.. To maintain compliance with IRS guidelines, you must make a formal request to the subcontractor for his identification number before the end of the year. While most employers would prefer their new hires to have Social Security numbers, there is no legal requirement for this. Two forms you must collect from new hires are Forms W-4 and I-9. In this article, we discuss health insurance for people without a social security number. Free payroll setup to get you up and running and support to smoothly run payroll. Save money and don’t sacrifice features you need for your business with Patriot’s accounting software. That is not necessarily true. Employers also report employee wages to local and state tax agencies. 17. Copyright © 1999 – 2019 GoDaddy Operating Company, LLC. We are committed to providing timely updates regarding COVID-19. Social Security understands that this process may affect companies who hire foreign workers, but direct verification from DHS is vital to ensuring the integrity of the Social Security number. If I employ someone without a social security number, could I still withhold taxes? If you have a legitimate reason to verify a person's Social Security number, you can do it without paying this type of company. When hiring someone who does not have a social security number, you must have the employee complete an affidavit or IRS approved document for failure to obtain a valid tax identification number. But with some extra time and patience, you can find a place and landlord that are a good fit for you without giving out more information than you want or are able to. No two Social Security numbers are the same. With all the documentation you need, you’re probably wondering, What happens if my new hire does not have an SSN? Form I-9, Employment Eligibility Verification, is a form used to confirm your employee is legally allowed to work in the U.S. On an I-9 form, employees must fill out their name, address, and SSN. May 31, 2019 6:55 PM Unfortunately, you may not be able to efile a Form 1099-MISC without either an EIN or an SSN. The one stating from Social Security that you are entitled to work right now. And, employees must provide you with personal identification (e.g., passport, SSN card, driver’s license, etc.) While it may be possible for an employer to hire an employee without a social security number and seek a waiver from IRS regulations requiring its use on various payroll tax-related forms, it is by no means clear that other laws, such as new hire reporting statutes and DOT regulations, allow such waivers. Advise workers that they are required to … But, it's not important that you have the social security number of job applicants. What are an employer's responsibilities when hiring foreign workers who don't have Social Security numbers? The person must put a tax ID number (social security number, employer ID (EIN) on the form. Whenever you hire someone to work for you, the first step is to determine their tax status. Get the answers to all of your burning SSN-related questions below. However, that person’s address history and alias history is linked with their Social Security Number. If a new employee does not have a SIN and is eligible to work in Canada, instruct the employee to apply for a SIN at a Service Canada office. It is merely a taxpayer identification number for someone who is not eligible to receive a Social Security Number. Honestly, it’s not the best health insurance.