How to Apply for an ITIN (and How Long It Takes): DFW Guide Without Mailing Your Passport

If you need to file a U.S. tax return but can't get a Social Security number, you probably need an ITIN. Here's how to apply, what documents you need, how long it takes, and how to do it in DFW (Dallas-Fort Worth), Texas without mailing your passport to the IRS.

An ITIN (Individual Taxpayer Identification Number) is a 9-digit number the IRS issues to people who need a U.S. taxpayer identification number for federal tax purposes but aren't eligible for a Social Security number (SSN).

It's for federal tax purposes only. An ITIN doesn't change immigration status, authorize work, or qualify you for Social Security benefits or the Earned Income Tax Credit.

You need one if you have a federal tax purpose and aren't eligible for an SSN. Common examples from the IRS:

• Nonresident aliens who must file a U.S. return or claim a tax treaty benefit
• Resident aliens (for example, under the substantial presence test) who file a return but can't get an SSN
• Spouses of U.S. citizens or resident aliens, such as a spouse on a joint return
• Dependents claimed for an allowable tax benefit, like the credit for other dependents or head of household status

Spouses and dependents qualify only if they're claimed for an allowable tax benefit or file their own return. If you're eligible for an SSN, or have an SSN application pending, don't file Form W-7.

1. Form W-7. Each applicant (you, your spouse, each dependent) needs their own.
2. Your federal tax return. Attach the W-7 to the front of the return and leave the SSN space blank for each applicant. The IRS adds the ITIN and then processes the return. Some people meet an exception (certain treaty, scholarship, or mortgage interest situations) and send that documentation instead.
3. Proof of identity and foreign status. Documents must be originals or certified copies from the issuing agency, and not expired.

• A valid passport is the only stand-alone document. Send it and you don't need anything else for identity and foreign status.
• No passport? The IRS accepts 13 document types, including a national ID card, driver's license, U.S. state ID, USCIS photo ID, U.S. visa, foreign voter's registration card, and civil birth certificate. You need at least two that together prove identity and foreign status, and one must have a photo (unless the applicant is a dependent under 14, or under 18 if a student).

Extra Rules for Dependents

Most dependents must also prove U.S. residency. A passport without a U.S. date of entry isn't enough on its own. Depending on age, proof can be a U.S. school record, U.S. medical record (under 6), U.S. state ID, U.S. driver's license, or U.S. visa. Dependents 18 or older can also use a U.S. bank statement, rental statement, or utility bill with their name and U.S. address. Limited exceptions apply, such as dependents of U.S. military personnel stationed overseas.

1. By Mail to the IRS in Austin

Mail your package to the IRS ITIN Operation in Austin, Texas. The catch: you must include originals or certified copies, which means mailing your passport. The IRS says to contact them if documents aren't returned within 60 days.

2. In Person at an IRS Taxpayer Assistance Center

Designated IRS Taxpayer Assistance Centers (TACs) can verify documents and hand them back right away. Service is by appointment only (the IRS lists 844-545-5640), and the IRS notes appointments can take several weeks. TACs review your W-7 but don't help complete it.

3. Through an IRS Certifying Acceptance Agent (CAA)

A CAA is authorized by the IRS to help complete Form W-7, verify your documents, return them immediately, and mail the package to the IRS.

For you and your spouse, a CAA can verify passports and most other documents, except foreign military ID cards. For dependents, a CAA can verify only passports and birth certificates. Other dependent documents, like school or medical records, must be mailed with the application.

The big benefit: your passport stays with you. See our ITIN service page (https://CPAcloud9.com/home/services/itin-number) for how it works.

The IRS says to allow 7 weeks to be notified of your application status, or 9 to 11 weeks during tax season (January 15 to April 30) or if you applied from overseas.

You'll get a notice by mail: CP565 means your ITIN was assigned, CP566 means the IRS needs more information, and CP567 means the application was rejected and must be resubmitted.

Timing is up to the IRS, so no one can promise a date. A complete, accurate package is the best way to avoid extra delays. Also, you can't e-file using an ITIN in the same calendar year it's assigned.

Yes. If an ITIN isn't used on a U.S. federal tax return for 3 consecutive tax years, it expires on December 31 after the third year. ITINs assigned before 2013 that were never renewed are also expired.

If an expired ITIN will be on your tax return, renew it first with a new Form W-7 (check "Renew an existing ITIN") filed with your return. Filing with an expired ITIN can delay your return and affect certain credits. If your ITIN only appears on information returns like Form 1099, you don't need to renew.

• Expired documents, or plain photocopies instead of originals or certified copies
• Names, birth dates, or countries on the W-7 that don't match the documents
• Blank lines (the IRS says to enter "N/A")
• No tax return attached, or the return filed separately
• Spouses or dependents without an allowable tax benefit (like an unchecked "Credit for other dependents" box)
• Missing U.S. date of entry or a dependent's proof of U.S. residency
• Renewals missing the old ITIN and the name it was issued under

CPAcloud9 is an IRS Certifying Acceptance Agent serving DFW (Dallas-Fort Worth), Texas. Our 12 preparers handle the full package:

• We prepare your Form W-7 together with your tax return, so everything matches.
• We verify your passport and eligible family documents and hand them right back, so your originals stay with you.
• We check for common errors before anything goes to the IRS, and can work with the IRS if questions come up.

Ready to start? Visit our ITIN service page (https://CPAcloud9.com/home/services/itin-number) or book an appointment (https://CPAcloud9.com/home/book-now). Call (469) 523-8587 or email info@CPAcloud9.com, Monday to Friday, 9 to 5 CT.

How do I get an ITIN number? File Form W-7 with your federal tax return (unless an exception applies) plus proof of identity and foreign status, by mail, at an IRS Taxpayer Assistance Center, or through a Certifying Acceptance Agent.

How long does it take to get an ITIN? The IRS says 7 weeks, or 9 to 11 weeks during tax season (January 15 to April 30) or from overseas.

Do I have to mail my passport? No. A Certifying Acceptance Agent or a Taxpayer Assistance Center can verify it and return it right away.

Can a CAA verify my children's documents? Only passports and birth certificates. Other dependent documents are mailed with the application.

Can I use an ITIN to work? No. An ITIN is for federal tax purposes only and doesn't authorize work.

This article is general information only, not legal or tax advice; IRS rules and processing times can change.