Navigating Changes in the U.S. Social Security Number Application Process for First-Time Applicants

Published By Julie Clements, Operations Director Feb 7, 2025

The Social Security Number (SSN) application process has undergone recent changes, particularly for first-time applicants. While many adjustments mirror procedures introduced during the COVID-19 pandemic, several key updates are worth noting. Those familiar with this process know that policies frequently shift, and further changes may be on the horizon. The best approach? Be prepared. Staying informed and proactive will help ensure a smooth application experience. 

For newly arrived international employees, securing an SSN is a critical step—but finding clear, up-to-date information can be frustrating. The official Social Security Administration (SSA) website provides only broad guidance, outlining required forms, online application options, mandatory office visits, and estimated processing timelines. However, the real-world experience often differs from what’s posted. Recent changes impact how and when applications can be submitted, which means advance preparation is more important than ever. 

While these updates may introduce new challenges, understanding the latest requirements will help businesses and employees adjust expectations accordingly. 

Key Changes to the SSN Application Process

• Walk-in Appointments Are No Longer Available
• First-time applicants must now schedule an appointment—walk-ins are no longer accepted. This also applies to individuals who have previously applied but never received an SSN. 

• Appointment Scheduling Now Tied to U.S. Presence 
• A significant update restricts when appointments can be scheduled. New applicants must be physically present in the U.S. before requesting an appointment. This policy, enforced by the U.S. Department of Homeland Security (DHS) and reflected in SSA procedures, impacts how quickly an application can be submitted. 
• Once in the U.S., applicants have two options: 
• Option 1: Complete the online application immediately upon arrival. This may trigger the self-request appointment feature, allowing direct appointment scheduling. If not, a call to the SSA office is required. 
• Option 2: Complete the online application before arrival. Once in the U.S., check online for self-request availability. If unavailable, the applicant must call the SSA office for an appointment. 

• Longer Wait Times for Appointments and SSN Issuance 

• Previously, new arrivals could visit an SSA office and receive an SSN within 2–4 weeks. Under the new system, appointment delays of 1–3 weeks are common, pushing SSN issuance timelines to 3–6 weeks post-arrival. Employers should anticipate these delays and adjust payroll timelines accordingly.

• Increased Hold Times for Appointment Scheduling 
• The long wait times and dropped calls that characterized the COVID-19 era have returned. When calling SSA offices, applicants can expect 1–3 hour hold times, with the added risk of disconnections. This creates additional delays in securing an appointment, making persistence and patience essential. 

What Hasn't Changed?

Despite these updates, several core aspects of the application process remain the same:

• Required Documents – First-time SSN applicants must still provide proof of identity and legal work authorization. 
• Eligibility Criteria – SSNs remain available to U.S. citizens, permanent residents, and specific visa holders with valid work authorization. Spouses of certain visa holders remain eligible.
• Application Process – A valid U.S. mailing address is required, and applicants must apply through a designated SSA office. Applicants must remain in the U.S. until the application is processed.
• Denied Applications – If an application is denied, the resubmission process can take up to 90 days or longer for a final decision. 
• Support Services – Expert guidance and document preparation assistance continue to streamline the process. Professional support can help applicants avoid common pitfalls, ensuring a faster, smoother experience.