Missing or Mismatched SSN
Audience: All employees
Last Updated: February 2025
What is a Social Security Number (SSN)?
A Social Security Number (SSN) is a nine-digit tax identification number issued by the Social Security Administration (SSA). International students, scholars, and employees are required to obtain a Social Security Number if they have been authorized to work in the US.
Tufts University is required to collect a Social Security Number (SSN) when you start your Tufts employment, so that we can accurately report your wage and tax information to the US Internal Revenue Service (IRS) and to local tax authorities. Occasionally, an SSN is entered incorrectly, or the name on file is a nickname rather than a legal name. In those cases, our Tufts University's payroll records do not match with the records of the Social Security Administration. In some cases, family members/covered dependents on your Tufts University medical coverage could be flagged as having mismatched data as well.
If you need a new Social Security number or need to make a SSN update or correction, contact the Social Security Administration as they share that data with the IRS.
If it is discovered that your SSN is missing, or mismatched with the Social Security Administration's records, you will be contacted by Tufts Support Services to correct your record.
When you receive your Social Security Card...
- If you completed your I-9 with I-9Everywhere, please update I-9Everywhere (call 866-661-1500 or notify i9@i9everywhere.com). I-9Everywhere will send you the appropriate form to update and complete your Form I-9.
- If you have not completed your I-9 with I-9Everywhere (ie: you went to a TSS office/campus location prior to January 2022), please submit your SSN here.
- If you are an active student, you may also update your SSN in SIS.
If you do not yet have or have not yet applied for a SSN, and you are still working on-campus (or have CPT or OPT authorization) please do so as soon as possible, before the end of the calendar year. To apply for a SSN, follow the instructions here: https://icenter.tufts.edu/practical-matters/social-security/. Most Social Security offices are now open for limited walk-in appointments. Follow the instructions on the International Center’s web site for SSN application and eligibility requirements. All evidence of immigration status and work authorization must be unexpired.
The following Social Security Administration locations are closest to our campuses:
- 10 Fawcett St, Cambridge, MA 02138 - 888-527-9340
- 192 Commercial St, Malden, MA 02148 - 866-596-8598
- 10 Causeway Street, Room 148, Boston, MA 02222 - 866-964-7311
- 51 Myrtle Street, Worcester, MA 01608 - 866-331-9069
Frequently Asked Questions:
Q: I just received my SSN. How should I submit it to Payroll?
A: There are 3 ways to get this information to us:
- If you completed your I-9 using I-9Everywhere, please submit your SSN to I-9Everywhere. This data will feed into the Payroll system, PeopleSoft HR.
- If you are a student and did not complete your I-9 using I-9Everywhere, enter your SSN into SIS. This data will feed into the Payroll system, PeopleSoft HR.
- Otherwise, submit your Social Security Number to Payroll here.
Please note that a Social Security Number is required to properly record and report your federal income.
Q: When should I apply for a Social Security Number (SSN)?
A: If you are working or have a job offer on campus, and do not yet have a Social Security Number (SS) please apply for a social security number as soon as possible.
Q: I-9 Everywhere is asking for my SSN too. Is that legitimate? Do I need to submit it to them?
A: I-9Everywhere is a secure app that Tufts University leverages to allow flexible, convenient completion of your form I-9, which is legally required for you to be employed and paid. If you did not have a Social Security Number at the time you completed your I-9, I-9Everywhere will continue to reach out in order to collect your SSN.
Yes - please submit your SSN to them. If you provide I-9Everywhere with your SSN, our payroll system will also be updated. However, it does not work in the reverse order - TSS Payroll does not report SSNs to I-9Everywhere, so you would need to supply that information to them directly.
Q: What do I do if I don't have a job currently?
A: If a student has worked in the past, but does not have a current job or pending job offer, they are not eligible for an SSN. The Social Security Administration will take an application for an F-1 student only with active employment or employment commencing in 30 days. Please apply for a Social Security Number as soon as possible when you have a new job or a pending job offer, then submit it to TSS.
Q: What if i don't get an SSN by December 31st?
A: You can submit your SSN after December 31st, and Tufts Support Services will produce a correction W-2 (W-2C) for your records.
Q: Do I need an SSN if I earned less than the minimum to be charged state tax?
A: Although you don’t pay Massachusetts state tax, the Federal reporting requirement is required at dollar-one.
Q: What would cause a data mismatch?
A. Your data could have a mismatch for any of the following reasons:
- an inverted or transposed number in your or covered individual’s social security number
- a recent name change
- misplacement of middle and last names
- use of a nickname rather than legal name