ITIN Help in Texas: Complete Guide to Tax ID Numbers

If you live in Texas and do not qualify for a Social Security Number (SSN), you may still need to file a federal income tax return. In these cases, the Internal Revenue Service (IRS) issues an Individual Taxpayer Identification Number (ITIN) to help taxpayers meet their federal tax obligations. An ITIN is especially important for immigrants, nonresident aliens, international students, and tax professionals assisting clients who must report income but cannot obtain an SSN.

This guide explains the ITIN application process in clear, beginner-friendly language, using only official IRS sources. You will learn who needs an ITIN in Texas, how to apply or renew, and what documents the IRS requires to prove identity and foreign status. It also covers common problems applicants face and provides practical resources, such as IRS Taxpayer Assistance Centers in Texas and Certified Acceptance Agents who can assist with applications.

What Is an ITIN? Understanding the Basics

An Individual Taxpayer Identification Number (ITIN) is a nine-digit number issued by the Internal Revenue Service (IRS) to people who need to file a federal tax return but are not eligible for a Social Security Number. It always begins with the number 9 and follows the format 9XX-XX-XXXX. The IRS issues ITINs strictly for federal tax purposes and only serves as an identification tool within the tax system.

What an ITIN Allows You to Do

An ITIN is designed to help individuals and families comply with U.S. tax laws. With a valid ITIN, you can:

• File a federal income tax return and report income accurately.
• Claim refunds when you are eligible under federal law.
• Be listed as a spouse or dependent on another person’s tax return.
• Provide eligibility for certain tax benefits that require a tax identification number.
• Meet tax filing requirements even without an SSN.

What an ITIN Does Not Do

It is equally important to understand the limits of an ITIN. Having this number does not:

• Authorize you to work in the United States.
• Qualify you for Social Security benefits or other government benefits tied to citizenship.
• Provide legal immigration status or replace the documentation required by immigration services.
• Allow you to claim the Earned Income Tax Credit (EITC).
• Serve as official identification outside the federal tax system.

In short, an ITIN helps taxpayers meet their obligations but is not a substitute for work authorization or immigration documents. Knowing these distinctions will help applicants avoid confusion and comply properly with IRS rules.

Who Needs an ITIN in Texas?

Not everyone living in Texas requires an Individual Taxpayer Identification Number, but many groups do. The IRS issues ITINs to individuals who must file or be listed on a federal tax return but are not eligible for a Social Security Number. Below are the most common categories of applicants in Texas.

Resident Aliens Without SSNs

Some residents who meet the substantial presence test or hold lawful permanent resident status may not qualify for an SSN. In these cases, they need an ITIN to file taxes, report income, and comply with U.S. tax laws.

Nonresident Aliens

Foreign nationals who do not pass the green card or substantial presence test are considered nonresident aliens. They may need an ITIN if they:

• File a federal tax return as required by law.
• Claim tax treaty benefits with their home country.
• Report U.S.-based investment or rental income.

Foreign Students and Researchers

International students, professors, and researchers studying or working in Texas often need ITINs. Common reasons include:

• Filing a federal tax return
• Claiming treaty benefits allowed under international agreements
• Reporting scholarship, fellowship, or stipend income

Spouses and Dependents

Family members may also require ITINs if they:

• They are listed on a joint tax return with the primary taxpayer
• Can be claimed as dependents for allowable tax benefits
• Must file their separate tax returns

Texas-Specific Scenarios

Texas has unique circumstances where ITIN applications are typical, including:

• Mexican nationals working in border communities.
• International students attending Texas universities.
• Foreign investors purchasing real estate or operating businesses in Texas.

By identifying whether you or your family falls into one of these categories, you can determine if you must apply for an ITIN to comply with IRS requirements.

ITIN Application Process: Step-by-Step

The ITIN application process is straightforward if you prepare carefully and include all required items. Applicants must follow the IRS rules and provide supporting documentation to prove identity and foreign status. Below is a step-by-step guide.

1. Complete Form W-7

• Form W-7, Application for IRS Individual Taxpayer Identification Number, is the official application form.
• Fill in personal information, address, date of birth, and why you are applying.
• Mark whether the application is for a new ITIN, a renewal, or a name change.

2. Attach a Federal Tax Return

• Most applicants must include a federal income tax return (Form 1040 for residents or Form 1040-NR for nonresidents).
• Leave the SSN field blank. The IRS will assign the ITIN once your application is processed.
• This step proves you have a valid tax purpose, which is required for ITIN eligibility.

3. Gather Supporting Documents

You must include documents confirming both your identity and your foreign status. The IRS accepts documents issued by government agencies as proof.

• Passport (Only Document Option): A valid foreign passport is the only document that proves identity and foreign status.
• Two or More Documents: If you do not use a passport, you must provide two or more documents. One must prove identity, and the other must prove foreign status.
• Examples of Acceptable Documents:
  
  • USCIS photo ID
  • U.S. visa issued by the Department of State
  • Foreign military ID card
  • National identification card
  • School records or medical records for dependents
  • Civil birth certificate for applicants under 18
  • U.S. driver’s license or state ID card

4. Provide Special Documentation for Dependents

• Dependents must show proof of U.S. residency, such as school records, medical records, or an entry date stamp in a passport.
• Exceptions exist for dependents from Canada or Mexico and children of U.S. military personnel stationed abroad.

5. Submit Original Supporting Documents or Certified Copies

• The IRS requires either original documents or certified copies from the issuing agency.
• Do not send photocopies, as the IRS will not accept them.
• Certified Acceptance Agents can review and return documents if you prefer not to mail originals.

By completing each step carefully, applicants reduce the chance of rejection and ensure their ITIN application is processed smoothly.

How to Submit an ITIN Application in Texas

Applicants in Texas have three ways to submit their ITIN application. Each method has different advantages, costs, and processing times.

1. Apply by Mail

• Send your completed ITIN application package to the IRS Austin Service Center.
• Include Form W-7, your federal tax return, and required supporting documentation.
• If mailing, you must provide original supporting documents or submit certified copies from the issuing agency.
• Processing typically takes seven weeks, but it may take nine to eleven weeks during tax season.

2. Apply In Person

You may submit your application at specific locations without mailing original documents. Options include:

• IRS Taxpayer Assistance Centers (TACs): Free service where IRS staff review your Form W-7 and accept documents. Some TACs in Texas require appointments.
• Volunteer Income Tax Assistance (VITA) Sites: Free programs that help low-income taxpayers, students, and immigrants file tax returns and apply for ITINs. Availability may be limited.

3. Apply Through an Acceptance Agent

The IRS authorizes Acceptance Agents to help with ITIN applications.

• Certified Acceptance Agents (CAAs): Can review and authenticate most original documents, reducing the need to mail them to the IRS. They charge a fee but return your documents the same day.
• Acceptance Agents (AAs): Can assist with completing Form W-7 and reviewing documentation, but cannot authenticate documents. Applicants must still mail originals to the IRS.

Processing Times

• Mail and TAC applications: About seven weeks under normal conditions, and up to eleven weeks during tax season.
• CAA submissions: Similar timelines but fewer risks of delay because CAAs verify documents on your behalf.

Choosing the correct method depends on your preference for convenience, cost, and how quickly you need your original documents returned.

ITIN Renewal: When and How

An ITIN is not permanent. The IRS requires renewal when the number expires, and taxpayers in Texas should understand the rules to avoid delays in filing a federal tax return.

When ITINs Expire

• An ITIN expires if not used on a federal income tax return for three consecutive years.
• Expiration occurs on December 31 following the third year of non-use.
• Some ITINs also expire based on their middle digits, as announced periodically by the IRS.

When Renewal Is Required

You must renew your ITIN if:

• You plan to file a federal tax return with the expired number.
• You need to claim tax benefits, such as the Child Tax Credit.
• Your spouse or dependent will be listed on your tax return.
• Your ITIN is past its expiration date, and you still have a tax filing obligation.

Renewal Process

Renewing an ITIN follows the same steps as applying for a new one:

1. Complete Form W-7 and check the box for “Renew an Existing ITIN.”
2. Attach a federal tax return, unless you qualify for an exception.
3. Provide original documents or submit certified copies from the issuing agency to prove identity and foreign status.
4. If your name changed due to marriage, divorce, or a court order, include supporting documentation such as a marriage certificate or legal record.
5. You can apply by mail, in person at an IRS Taxpayer Assistance Center, or through a Certified Acceptance Agent.

Renewing early helps avoid processing delays during tax season, ensures eligibility for tax benefits, and ensures compliance with federal filing rules.

Becoming a Certified Acceptance Agent (CAA) in Texas

Certified Acceptance Agents (CAAs) are essential in helping taxpayers apply for and renew ITINs. In Texas, CAAs are often tax professionals, community organizations, universities, or financial institutions that partner with the IRS to review documents and assist applicants. Becoming a CAA allows professionals to expand their services while helping immigrants, students, and other individuals meet federal tax obligations.

Who Can Apply

The IRS permits a wide range of individuals and organizations to become CAAs, including:

• Tax return preparers and enrolled agents.
• Colleges and universities that serve international students.
• Financial institutions and government agencies.
• Community-based organizations and nonprofits.
• Partnerships, corporations, or limited liability companies providing tax services.

Requirements

To qualify as a CAA, applicants must:

• Be at least 18 years old.
• Complete IRS Acceptance Agent training and forensic document training for CAAs.
• If they are compensated tax preparers, they must maintain professional credentials, such as a Preparer Tax Identification Number (PTIN).
• Pass suitability checks, including tax compliance reviews, credit history, and background.

Application Process

• Submit an electronic application through the IRS e-Services portal.
• Register all principals, partners, or responsible parties and sign electronically.
• Upload documentation using the IRS CAA Document Upload Tool, including training certificates and professional credentials.
• Wait for IRS review, which can take up to 60 days.

Responsibilities of a CAA

Once approved, a CAA must:

• Review original documents or certified copies to confirm both identity and foreign status.
• Authenticate most documents so taxpayers do not need to mail originals to the IRS.
• Complete and submit Form W-7 and Certificates of Accuracy (Form W-7(COA)).
• Keep client records for at least three years, including copies of documentation and IRS notices.
• Maintain an error rate below 10 percent and comply with IRS quality standards.

Becoming a CAA in Texas provides opportunities to serve diverse communities while meeting IRS requirements for professionalism and accuracy.

Real-World Examples and Case Studies

Real-life situations in Texas highlight how ITINs are commonly used. These examples show the types of applicants who often need ITINs and the documentation required.

Example 1: Immigrant Worker With Dependents in Texas

An immigrant who earns wages in Texas but is not eligible for a Social Security Number must file a federal tax return. Their spouse and children also require ITINs to be included on a joint return and to qualify for certain tax benefits. The family must provide passports or a combination of birth certificates, school records, and proof of U.S. residency for the children.

Example 2: International Student on a Visa

An international student enrolled at a Texas university receives a fellowship or stipend income. To comply with IRS rules, the student must file Form 1040-NR and report income. If the student does not qualify for an SSN, an ITIN is required. Acceptable supporting documentation includes a valid passport, visa, and school records.

Example 3: Nonresident Real Estate Investor

A nonresident who purchases property in Dallas and earns rental income must file a U.S. federal tax return to report that income. Since the investor does not qualify for an SSN, an ITIN is required. The applicant submits Form W-7 along with the federal tax return and provides a valid passport or certified copies issued by the appropriate agency.

These cases demonstrate how ITINs allow diverse groups of taxpayers to file tax returns, claim dependents, and report income in compliance with U.S. law.

Common ITIN Issues and Troubleshooting

Even when applicants follow the ITIN application process carefully, issues can arise. Understanding common problems and their solutions helps taxpayers avoid delays and stay compliant with IRS requirements.

Misapplied ITINs

• Problem: The IRS applies an ITIN to the wrong tax account or year.
• Solution: Contact the IRS directly at 800-829-1040. Provide your ITIN, correct tax year, and supporting documentation. Request a correction in writing and keep copies of all correspondence.

Duplicate ITIN Numbers

• Problem: In rare cases, two individuals may be assigned the same ITIN.
• Solution: Contact the IRS Taxpayer Advocate Service at 877-777-4778. Submit proof of identity and foreign status, such as a passport or certified copies from the issuing agency, so the IRS can assign a new ITIN.

Rejected Applications (CP567 Notice)

• Problem: The IRS rejects ITIN applications for reasons such as incomplete Form W-7, missing signatures, expired documents, or a tax return that does not establish a valid tax purpose.
• Solution: Carefully review the CP567 notice, gather the correct supporting documentation, and resubmit the ITIN application package. Always submit original documents or certified copies rather than photocopies.

ITIN Suspense (CP566 Notice)

• Problem: The IRS places the application in suspense when more information is requested, such as proof of U.S. residency for a dependent.
• Solution: Submit the requested documentation within 45 days. This may include school records, medical records, or proof of entry date in the U.S. Do not submit a new Form W-7 unless specifically instructed.

By knowing these common issues and preparing documentation carefully, applicants in Texas can reduce the chance of rejection and ensure their ITIN is processed without unnecessary delays.

Deadlines, Processing Times, and Penalties

Meeting IRS timelines is critical for Texas taxpayers applying for or renewing an ITIN. Missing deadlines or failing to comply with tax requirements can lead to penalties, delays, and other consequences.

Processing Times

• By mail: About 7 weeks under normal conditions; 9–11 weeks during tax season.
• IRS Taxpayer Assistance Centers (TACs): Around 7 weeks; may take longer during peak filing periods.
• Volunteer Income Tax Assistance (VITA) or Certified Acceptance Agents (CAAs): Similar to mail timelines, CAAs may reduce delays because they authenticate documents on behalf of applicants.

Key Tax Deadlines

Penalties for Noncompliance

• Failure-to-file penalty: 5% of unpaid monthly taxes, up to 25% of the total owed.
• Failure-to-pay penalty: 0.5% per month of the unpaid balance, also capped at 25%.
• Interest charges: Accrue daily on unpaid taxes and penalties.
• Other consequences: Noncompliance can affect immigration status, credit applications, and professional licensing in Texas.

By filing on time and renewing ITINs before their expiration date, taxpayers avoid unnecessary fines and maintain compliance with IRS requirements.

Texas-Specific Resources for ITIN Applicants

Texas offers many options for individuals who need ITIN support. These resources include government offices, certified agents, universities, and nonprofit organizations that assist with applications, renewals, and supporting documentation.

IRS Taxpayer Assistance Centers (TACs)

• Located in major cities such as Houston, Dallas, San Antonio, Austin, and El Paso.
• Provide free services, including reviewing Form W-7 and accepting original supporting documents.
• Some locations require appointments, so applicants should contact the IRS in advance.

Certified Acceptance Agents (CAAs) in Texas

• Widely available across Texas, particularly in Houston, Dallas–Fort Worth, San Antonio, and border cities like Laredo and McAllen.
• CAAs authenticate identity and foreign status documents, reducing the need to mail originals.
• Fees vary, but same-day document return provides added convenience.

Universities and Colleges

• Many Texas universities, including major public institutions, provide ITIN support for international students.
• Services often include preparing federal tax returns, verifying school records, and assisting with visa-related documentation.
• These programs may be offered through international student services or seasonal Volunteer Income Tax Assistance (VITA) clinics.

Community and Nonprofit Organizations

• Local community centers and immigrant assistance programs often assist applicants with completing ITIN forms.
• Nonprofits provide multilingual support and may accept documents issued by foreign agencies for review.
• Services may be free or offered at a reduced cost, making them accessible to low-income families.

Language Support

• The IRS provides Spanish-language forms, including Form W-7(SP).
• Spanish-speaking customer service is available at 800-829-1040.
• Many Texas CAAs and community organizations assist in multiple languages, ensuring applicants can confidently file on behalf of family members.

Applicants can use these Texas-based resources to ensure their ITIN application or renewal is accurate, complete, and submitted with the required documentation.

Frequently Asked Questions

How long does it take to get an ITIN in Texas?

The IRS usually processes ITIN applications within about seven weeks. During tax season, which runs from mid-January through April, processing may extend to nine to eleven weeks. Applicants using Certified Acceptance Agents or visiting an IRS Taxpayer Assistance Center can reduce errors that cause delays, though the overall processing time is the same.

Can I work in the U.S. with an ITIN?

No, an ITIN does not grant work authorization in the United States. It is issued only for federal tax purposes, such as filing a tax return or reporting income. To work legally, you must obtain proper authorization through U.S. Citizenship and Immigration Services and qualify for a Social Security Number.

What happens if my ITIN application is rejected?

If the IRS rejects your application, you will receive a CP567 notice explaining why. Common issues include missing signatures, expired documents, or not providing a valid tax purpose. To resolve the issue, gather the correct supporting documentation, complete a new Form W-7, and resubmit the ITIN application package following the instructions.

Do I need to renew my ITIN every year?

No, you do not need to renew annually. An ITIN remains valid as long as it is used on a federal tax return at least once every three consecutive years. If your ITIN has not been used for three years, it will expire on December 31, and you must renew it before filing again.

Can my spouse and children get ITINs?

Yes, spouses and dependents may receive ITINs if they have a federal tax purpose. For example, they may be listed on a joint return or claimed for tax benefits. Each applicant must submit a separate Form W-7 and original documents or certified copies proving identity and foreign status, such as passports or school records.

Can I file taxes while my ITIN application is pending?

You cannot file a federal tax return until the IRS assigns your ITIN. However, you can still request an extension to file using Form 4868. This allows you additional time while your application is processed. Once the ITIN is issued, you can complete your tax return and submit it with the correct information.

What’s the difference between a Certified Acceptance Agent and a regular Acceptance Agent in Texas?

Certified Acceptance Agents (CAAs) are authorized to authenticate original supporting documents, meaning you do not need to mail them to the IRS. This reduces risk and speeds up document return. Regular Acceptance Agents (AAs) can assist with completing applications, but cannot verify documents. Applicants working with AAs must still send original documents or certified copies directly to the IRS.