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Taxes, SSNs, and ITINs

US tax system overview

In the United States, all kinds of income are taxable, including wages, non-service scholarships, awards, and interest payments. Each type of income may be taxed differently based on the category, amount, or recipient of the payment.

Each spring, employers, banks, and other institutions issue individual summaries of all financial activities for the previous year. Individuals use these documents to complete and file their tax return. Once an individual’s earnings for the year are summarized and totaled, the actual tax amount owed for the year can be calculated. Any money withheld from payments during the year is counted as taxes already paid and refunds are granted when total withholdings are greater than the tax obligation. However, if more taxes are owed than the amount withheld during the year, individuals are responsible for making the required payment.

The federal tax agency is called the Internal Revenue Service (IRS). In addition, each US state has its own tax agency and regulations.

Tax residency category

Your tax residency category is determined by your immigration status and time in the US. You’ll be categorized for tax purposes as either a nonresident alien or resident alien.

Your tax residency category has no bearing on your actual residency status with US immigration. Also, your federal tax residency status may differ from your state level residency status.

You can find out your federal tax residency category in one of the following ways:

  1. If you’re receiving payments from the University of Rochester, you’ll have received a link to create a Sprintax Calculus account. After you have completed the forms, your Sprintax Calculus Tax Summary will list your tax residency category, as well as the timeframe when that category might change, OR
  2. If you’re preparing to file your annual income tax forms, the Sprintax tax preparation software will calculate your residency to support your compliance with tax requirements.

Tax forms and documents

Form 8843 (Statement for Exempt Individuals and Individuals with a Medical Condition)

All nonresident aliens who are in the US on F-1, J-1, F-2, or J-2 visas are required to file Form 8843, even if you earned no US income. Reference tips for completing Form 8843.

Form 1040-NR (US Nonresident Alien Income Tax Return)

Form 1040-NR is the income tax return form that nonresident aliens in the U.S. have to file if they had any income from US sources throughout the year.

Form 1040 (US Individual Income Tax Return)

Form 1040 is the income tax return that resident aliens in the US have to file if they had any income from US sources throughout the year.

W-2 (Wage and Tax Statement)

A W-2 is a summary of all wages paid from a single employer and taxes withheld during the previous calendar year. If you worked for multiple US employers during the calendar year, you’ll receive a separate W-2 from each employer.

University of Rochester Employees: If you selected electronic delivery of your W-2 from the University, you’ll be able to print this form by logging in to your HRMS account (click on “Main Menu,” then click “Self-Service,” then select “Payroll and Compensation”). Otherwise, this form will be mailed to the address in your HRMS record.

1042-S (Foreign Person’s US Source Income Subject to Withholding)

The 1042-S is used to report payments made to non-US citizens, including:

  • Fellowship / assistantship payments
  • Wages that are exempt from taxes under a treaty
  • Awards or royalties

Note: Only nonresident aliens receive a 1042-S. If you are considered a resident alien and received the above type of payment from the University of Rochester, you will instead receive an ‘End of Year Letter’.

1099 (Information Return)

A 1099 is used for documenting different types of payments from someone that typically isn’t your employer. There are different 1099 forms that report various types of income, such as earnings working as a freelancer or independent contractor, interest earned from a bank account, dividend payments or distributions, and more.

The government does not always require that a 1099 be issued if the income is below a specified dollar amount. Your tax return forms, however, should still list the total earnings and income during the previous calendar year.

If you have a US bank account but it earned less than $10 in interest, then the bank will not send a 1099, and you do not have to report the interest on your tax return.

1098-T (Tuition Statement)

The University of Rochester must file Form 1098-T for each student enrolled for the given calendar year and for whom a reportable transaction is made. However, the IRS does not require the University to provide a 1098-T for:

  • Courses for which no academic credit is offered, even if the student is otherwise enrolled in a degree program.
  • Nonresident alien students.
  • Students whose qualified tuition and related expenses are entirely waived or paid with scholarships and/or grants.
  • Students whose expenses are covered by a formal third-party billing arrangement.

The University’s Bursar’s Office is responsible for all 1098-T forms for the University.

Tax reporting requirements

Nonresident Alien for tax purposes
  • You must file Form 8843, even if you didn’t receive any type of US income during the calendar year.
  • If you had income, you must report all US earnings using Form 1040-NR. This form will also allow you to request a refund for any tax withholdings greater than the calculated tax amount you ultimately owe.
  • You aren’t eligible for common credits and deductions available to US citizens or Permanent Residents.
  • You’re eligible to utilize Sprintax. If you prefer to complete the forms on your own, you may access the IRS website
Resident Alien for tax purposes
  • You do NOT have to file Form 8843.
  • If you had income, you must report US earnings using Form 1040, subject to a standardized threshold. If your income for the calendar year was less than that threshold, you’re not required to file a tax return. However, if taxes were withheld from your payments throughout the year, you must file a tax return to calculate any refund amount and to collect this money back from the government.
  • In your first year as a resident alien for tax purposes, you could be a nonresident alien for part of the year and resident alien for the other part of the year. This is commonly referred to as a dual-status taxpayer. Under this status, you may not be eligible for most tax credits. You’re also not allowed to file a joint tax return with your spouse, even if they are a US citizen or resident alien.
  • In subsequent years, as a resident alien for tax purposes, you’ll be eligible for the same credits and deductions as a US citizen or Permanent Resident. However, resident aliens may have many tax items to consider under US tax policy, such as reporting worldwide income. However others, such as the Foreign Tax Credit, can be utilized to lessen the burden of US tax.
  • You’re eligible to use a variety of widely available tax preparation tools in the US.
Document retention guidelines

Whether you e-file or file paper forms by mail, the law requires you to keep paper copies for at least 3 years of the tax forms you submit to the federal government and any state government agency.  This documentation will be needed if there is any error on your tax forms, or you have a need to verify compliance with tax reporting requirements for immigration or other purposes.

State taxes

State taxes vary by the state where income was earned during the tax year. As a result, forms must be filed separately for each state.

For example, if you worked for the University of Rochester (in New York state) and completed a summer internship in Pennsylvania, then you may need to file several forms, including:

  1. a federal tax return for all US earnings and income
  2. a state tax return for New York
  3. a state tax return for Pennsylvania

Each state will determine whether you are considered a resident for tax purposes, depending on the laws of that state. Your state tax residency category may differ from your federal tax residency category. This state-level determination can impact what income and withholdings you must report and what forms to file.

Check with each state’s appropriate government office to determine your tax filing needs for those earnings.

New York State (NYS)

New York State does not follow the same residency guidelines as the Internal Revenue Service (IRS). If you lived and/or worked in New York during the calendar year, you must confirm your own NY tax residency category, but, in general:

  • All full-time undergraduate international students are considered NYS nonresidents for income tax purposes.
  • All other international students, scholars and employees are considered NYS residents for income tax purposes if you maintain a permanent residence in New York for more than 11 months of the year and spend 184 days (six months) or more in the state during that tax year.

This determination is only for New York State tax purposes and does not change your residency status under U.S. immigration regulations.

NYS forms and instructions

  • If you are a NYS resident for tax purposes, download Form IT-201.
  • If you are a NYS nonresident for tax purposes, download Form IT-203.

The instructions mention e-filing. However, individuals in their “Dual Status” year (i.e., their first year as a resident alien for tax purposes) cannot e-file. You must file on paper. If you’re not certain, it’s safest to file paper forms to NYS by mail.

Tax preparation resources and support

Nonresident alien for tax purposes

We’re thrilled to partner with Sprintax to provide you with an easy-to-use tax preparation software designed for nonresident students and scholars in the US.

After you login to Sprintax, you’ll be asked a series of questions about the time you’ve spent in the US over recent years. Sprintax will then determine your tax residency category. If it determines that you’re a nonresident alien for federal tax purposes, you can continue to use the software and respond to a series of guided questions. Sprintax will then complete and generate the tax forms you need to send to the tax authorities.

Please be sure to access the University of Rochester’s Sprintax portal through our direct link to ensure Sprintax covers your federal filing fee.

For a fee, Sprintax will also assist with any state filing requirements.

If Sprintax determines that you’re a resident alien for federal tax purposes, you won’t be able to continue using the software.

YouTube Sprintax resources are available, including details on their Nonresident Tax Webinars.

Resident alien for tax purposes

Individuals who are considered resident aliens for tax purposes, or those with more complex tax situations, may benefit from hiring a professional tax preparer. Such services are available for a fee.

The University of Rochester does not vouch for or vet the below services; it is not responsible for their advice or any outcomes, and individuals are responsible for making arrangements and negotiating payments.

  • Phuong Nguyen, CPA, MBA, CISA: Experienced consultant provides virtual tax/finance advisory services. Flexible outside of business hours. Appointments available upon request. Discounts available for students or first-time clients.
  • Email: proflexcpa@gmail.com
  • Direct message via LinkedIn or Slack
  • H&R Block:
    • Location one: 921 Genesee Street, Rochester, NY 14611
      • Phone: 585-436-0763
    • Location two: 1000 Hylan Drive, Rochester, NY 14623
      • Phone: 585-424-232
  • Welker Mojsej & DelVecchio: Certified Public Accountants, LLC
    • Address: 1200 Jefferson Road, Suite 300, Rochester, NY 14623
    • Phone: 585-292-1041
Internal Revenue Services (IRS) resources

IRS Free File lets qualified taxpayers prepare and file federal income tax returns online using guided tax preparation software. It’s safe, easy and no cost to you. Those who don’t qualify can still use Free File Fillable Forms.

Visit the IRS website for more information on:

Complete and file your own tax forms

You don’t have to use any of the resources listed above. Many students, scholars and employees choose to complete their own tax forms and mail their return directly to the IRS. The instruction sheet that prints with your tax return or forms will provide you with the information regarding which documents should be included with your tax return and the appropriate mailing address.

Be aware, in the days leading up to income tax deadline, many USPS locations will have longer than normal wait times to buy postage and/or send mail.

Government offices

Federal/IRS

Taxpayer Assistance Centers (TACs) provide an IRS office for individuals to visit for specific tax related services. All TACs now operate by appointment only and must be scheduled using the phone number provided below.

Schedule an appointment
  • To schedule an appointment, call: 844-545-5640
  • Appointment hours: Monday through Friday, 8:30 am to 4:30 pm
  • Customer service available to help you schedule an appointment: Monday through Friday, 7:00 am to 7:00 pm
Rochester TAC
Tips for your appointment
  • Have your SSN/ITIN available when contacting the IRS
  • TACs are often located in Federal Office Buildings and may not allow visitors to bring in cell phones with camera capabilities.
New York State (NYS)

Visit the New York State Department of Taxation website for more information or contact the department:

  • Local Office: 340 East Main Street, Rochester, NY  14604
  • For forms and publications, call: 800-462-8100
  • For tax guidance, call: 800-225-5829
Other states

Contact each state’s Department of Taxation and Revenue or do an internet search with the state name and “income tax forms”.

Taxpayer identification (SSN and ITIN)

If you receive payments from a US-based source, you’ll typically require a US taxpayer identification number to file your taxes.

Social Security Number (SSN)

To be eligible for a Social Security Number (SSN) you must have employment. J-1 scholars and employees in visa categories such as H-1B, TN, and O-1 are automatically eligible to apply for their SSN due to the employment-based nature of their immigration status. F-1 and J-1 students will need to secure authorized employment before they can apply.

Visit our Social Security Number page for more details on required documentation and the application process.

Social Security Number overview

Individual Taxpayer Identification Number (ITIN)

The IRS issues ITINs to individuals who are required to have a U.S. taxpayer identification number but who do not have, and are not eligible to obtain, a Social Security number (SSN) from the Social Security Administration (SSA).

Non-service / academically required positions (i.e., Graduate Assistantship, Graduate Fellowship) are not considered employment.  However, the payments for these positions may be taxable.  Students or scholars in receipt of a non-service payment, may need to apply for an ITIN.

Visit our ITIN page for more details on required documentation and the application process.

Individual Taxpayer Identification Number overview

What if I’m not eligible for the SSN or ITIN?

Not all international students need a taxpayer identification number. If you didn’t receive any payments throughout the year, you don’t need a Social Security Number or Individual Taxpayer Identification Number to file Form 8843.

If your circumstances change, ISO can help you assess your eligibility and need for either the SSN or ITIN.

Keeping your information safe

Keep in mind that these identification numbers are an important component of your financial identity in the US and should be kept safe and confidential. Please review our guidance on avoiding scams for more information.

Protect yourself from identity theft