2100   Social Security Number Enumeration Requirement                             05-01-08

           To meet the Social Security enumeration requirement, each eligible person        included in the Budget Unit must either:           

            a.   Declare a Social Security number or

b.  Apply for a Social Security number if one has not been issued or if one has been issued but is not known.

2200       Individuals who Declare an SSN                                                             05-01-08

                To declare an SSN, an individual must state the number.  Verification is not required. When an individual declares an SSN, the eligibility worker will enter the SSN to the ANSWER system for verification through the IEVS system.  (This verification process is described in FSC 2400.)  The county office worker will not attempt to verify the SSN declared.  However, if the household presents documentary evidence such as a social security card, a copy of the documentary evidence will be placed in the case record and used, if necessary, to clear any SSN discrepancies.  

2210       SSN Application Process (No SSN or SSN Not Known)                  05-01-08

a.    Aliens and Individuals age 12 or over 

An alien regardless of age and an individual age 12 or over must apply in person at the local Social Security Administration Office.  The eligibility worker will issue an SS-5, Application for a Social Security Card, and a DCO-12, Enumeration Referral, along with the identifying information and pseudo-SSN to the applicant. The worker will not forward any evidence to SSA for the applicant unless SSA specifically requests such evidence.  A photocopy of the SS-5 and DCO-12 will be retained in the county office until the DCO-12 is returned by SSA showing that a complete SSN application has been received. 

An individual who has been issued a number but does not know it can obtain a replacement SSN card by completing an SS-5 and taking or mailing it to SSA.

            If the DCO-12 is returned by SSA showing that a complete SSN application has not been received, the eligibility worker will send a Notice of Action-(DCO-1) advising the applicant that he must submit a complete SSN application to SSA within 10 days or the Food Stamp application will be processed without that person’s eligibility being considered.

      b.   Individuals under age 12

Form SSA-2853 (Receipt for Enumeration at Birth) will be accepted as proof of application for an SSN if an application for an SSN was made at the hospital when the baby was born.  The eligibility worker will request the applicant to provide the SSA-2853, and make a photo copy for the case record.  The county worker can accept this form as proof until the first recertification.  At that time, if a card has not been received, or a number is not on the system, the worker will complete an SS-5 and DCO-12 to forward to the SSA office, as described below.

For other individuals under age 12 who must apply for an SSN, the eligibility   worker must complete the SS-5 and DCO-12.  The worker will inform the applicant what are acceptable types of evidence to verify date of birth, identity and U.S. citizenship as listed on the SS-5 application.

2220   Delay in SSN Requirement                                                                              05-01-08

1.      When a household reports the birth of a child to a household member, a DHS county office worker must request that the household declare an SSN or apply for an SSN for the newborn child.  If the newborn child has not yet received his or her SSN, a DHS county office worker must request that the household furnish proof that an application for an SSN has been completed for the child. A copy of the Receipt of Enumeration at Birth (SSA-2853), the form issued by the hospital when a parent applies for an SSN for a newborn child, will be sufficient verification of application for newborns.  A Newborn Infant Medicaid Coverage (DCO-645) may also be used as proof of application for an SSN if the form indicates that application for an SSN was made.  The county office worker must complete the SS-5 when there is no declaration of an SSN or when an SSA-2853 OR a DCO-645 has not been provided for a newborn.

In some instances, the parents of a newborn child will not be able to declare an SSN or furnish birth proof for the newborn child.  In these instances, compliance with the SSN requirement may be delayed until the household's next recertification or for up to six months from the month of birth, whichever is later.  The purpose of this delay is to allow newborns to participate in the Food Stamp Program while the parents obtain an SSN for the child or obtain the birth proof needed to apply for an SSN.

Whenever compliance with the SSN requirement is postponed for a newborn child, the household must be issued a Notice of Action (DCO-1) to explain: 

•  That the household must either be able to furnish an SSN or birth proof for the child; 

•  The approximate date by which this information must be furnished; and 

•   That the child will be disqualified if this information is not furnished.

Households unable to comply with the SSN requirement for newborns within the time frames established in this policy section may be able to establish good cause as explained in FSC 2310.

2.   Households entitled to expedited service as specified in FSC 9200 may delay compliance with the SSN requirement for the first month of certification.  See FSC 9442 for an explanation.

2300   Failure to Comply                                                                                           05-01-08

Any household member for whom the household declines to provide a social security number will be disqualified as instructed in FSC 1623.1. The county office worker will explain to the applicant when an SSN is being requested that refusal or failure to apply for an SSN without good cause will result in disqualification of the noncompliant member.

If a DHS county office worker determines that a household has refused or failed without good cause to declare an SSN, to apply for an SSN, or to provide the documents needed to complete and submit an application for an SSN (SS-5) for a household member, a sanction must be imposed.  The sanction will be the disqualification of the individual for whom the SSN has not been provided.  The earned or unearned income and resources of an individual disqualified from the household for failure to comply with the SSN requirement will be counted as household income and resources to the extent specified in FSC 1623.1.

2310   Good Cause for Failure to Comply                                                            05-01-08

 If, at application, the household can show good cause why an otherwise eligible   household member failed to declare or to apply for an SSN in a timely manner, the member will be allowed to participate for one month in addition to the month of application.  Good cause must be shown on a monthly basis in order for the household member to continue to participate until the SSN requirement is met.

Good cause applies when the Division of County Operations (DCO) or the Social Security Administration (SSA) fails to take action or takes an improper action.  Good cause does not include delays due to illness, lack of transportation, or temporary absences.  Good cause does include:

•       Failure of DCO or SSA to complete an SS-5 even though all needed documentation has been supplied.

•        Improper completion of an SS-5 by DCO.

•       Loss of the SS-5 by DCO.

•       Failure of DCO to submit the SS-5 to SSA.

When determining if good cause exists, the DHS county office worker must consider information from the household, DCO and SSA. 

2320     Ending Disqualification                                                                                      05-01-08

A household member disqualified for failure to declare or apply for an SSN becomes an eligible member upon compliance with the SSN requirement.  See FSC 2400.

05/01/08

2400    Verification of Social Security Number by SSA                                            05-01-08

Each month, all Social Security numbers that have been entered to ANSWER  by the county office with enumeration code "Provided" are submitted to the Social Security Administration to verify SSN based on name, sex and date of birth.  ANSWER will submit every unverified number and pseudo numbers on a monthly basis.  If all match data agrees with SSA records, the enumeration code is changed to "Verified" in ANSWER by the system and the SSN is no longer keyable by the county.  Once verified the enumeration code “S” will show on the Mainframe and ANSWER will show “Verified”.

            If one or more of the match items does not agree with SSA records, the enumeration code will be changed on the Mainframe and ANSWER system to one of the following mismatched codes:

Mainframe                                ANSWER

1                                              SSN not on SSA files

2                                              Name matches, DOB matches, Sex does not match

3                                              Name matches, DOB does not match

4                                              Name matches, DOB and Sex do not match

5                                              Name does not match, DOB and Sex not checked.

6                                              Name and DOB match, multi or different SSN

2410      SSN Mismatch Report                                                                                05-01-08

SSNs that have mismatched with SSA records will be reported via the SSN Mismatch Report on the ANSWER Reporting System.  A mismatched SSN will continue to verifies the number.  The report will reflect the number of times a particular mismatched SSN has been submitted to SSA.  This counter will appear in the “Counter” column of the Mismatch Report.

The report will be posted to the ANSWER Reporting System by the third workday of each month.  The county staff must review and take action to resolve each mismatch on the report within 60 days of receipt.  The ANSWER Narrative will be updated to reflect the action taken.

FSC

Manual

05/01/08

2420      Resolving Mismatches                                                                                  05-01-08

            First check for obvious mismatches, (e.g. errors in keying the SSN, sex, name, or date of birth).  Next, check SOLQ to determine if a correction can be made in ANSWER from the SSA data on SOLQ.  If this process does not resolve the mismatch, follow the procedures listed below.

a.         SSN Not on SSA Files (Code 1)

            If the SSN submitted is not a pseudo number;

            (1)        View the person's Social Security card.

                        (2)        If the number on the card is different from that shown on ANSWER, make the necessary corrections on ANSWER and change enumeration code to "provided".  The SSN will then be resubmitted to SSA on the next SSN electronically transferred file.

(3)        If the number on the card is the same as shown in ANSWER, send a photocopy of the card with a memo via fax or email to ANSWER System Support, Office of Program Planning and Development (OPPD),  fax # 682-1597.  The memo should list the case head name, case number, member name, member SSN, the reason for the mismatch and any other pertinent information the county has obtained, e.g., contact with SSA.  Narrate information in ANSWER.  System Support will further investigate and advise the county of further action needed.

Note:  Code 1 will continue to show for a newborn with a pseudo number until an SSN has been issued.  

b.         Name matches, DOB matches, Sex does not match (Code 2); Date of Birth Mismatch (Code 3); Name matches, DOB and Sex do not match (Code 4)

            (1)        View a copy of the individual's birth certificate or other proof of age.

            (2)        If date of birth and/or sex is different from that shown in ANSWER, make

                        necessary corrections in ANSWER and change enumeration code to     "Provided".

            (3)        If date of birth and/or sex is the same as shown in ANSWER but different from what is shown in SOLQ, submit an SS-5 to SSA with the age documentation.  A DCO-12 will also be sent with the SS-5.  When SSA’s records are corrected, an update will be received via the enumeration system and the enumeration code will be changed automatically to “S” on mainframe and “Verified” in ANSWER.

(4)        If all information is the same as shown in ANSWER, send a photocopy of the documents  with a memo via fax or email to ANSWER System Support, Office of Program Planning and Development (OPPD),  fax # 682-1597.  The memo should list the case head name, case number, member name, member SSN, the reason for the mismatch and any other pertinent information the county has obtained, e.g., contact with SSA.  Narrate information in ANSWER.  System Support will further investigate and advise the county of further action needed.  

c.         Name Mismatch (Code 5)

            (1)        View the person's Social Security card.

            (2)        If the name shown on the card is different from that shown in ANSWER and the person is in agreement, make the necessary corrections in ANSWER and change the enumeration code to "Provided".  If the person is not in agreement and it has been established that the person is the same, the preferred name will be used.                                                                       

                                           Example 1:  The name on the card is Mary Smith (married name).  The name in ANSWER is Mary Jones.  Ms. Jones agrees to change her name to Mary Smith.  ANSWER is corrected and the enumeration code will be changed to “Provided”.

                                           Example 2:  Mary Smith prefers to use her maiden name, Mary Jones, instead of her married name.  The name in ANSWER is Mary Jones.  Her name will not be changed to her married name. in ANSWER. Ms. Jones will be advised to contact SSA to change their records.  

            (3)        If the name shown on the card is incorrect, proof of the correct name should be obtained.   An SS-5 with the documents verifying the correct name will then be sent to SSA to correct their records.  A DCO-12 will be sent with the SS-5.   

                                    Example 3:  George Williams Martin is listed on the Social Security Card.  However, the correct name is George Martin Williams as verified by the birth certificate.

            (4)        If the name on the card agrees with the name in ANSWER, send a photocopy of the card with a memo via fax or email to ANSWER System Support, Office of Program Planning and Development (OPPD), fax # 501-682-1597.  This memo should list the case head name, case number, member name, member SSN, the reason for the mismatch and any other pertinent information the county has obtained, e.g., contact with SSA.  Narrate information in ANSWER.  System Support will further investigate and advise the county of needed action.

d.         Name & DOB match, Multiple SSN’s or different SSN (Code 6)

                        The worker will review the SSNs provided and SOLQ to determine which number is correct.  WESD may also be used if determined appropriate.  If the applicant did not provide an SSN card, the worker will request a copy of it if needed to determine the correct number.  ANSWER will be updated with the correct number. 

e.         Pseudo SSN

                        The System will update a pseudo if only one actual SSN is returned.  If more than one is listed on the mismatch report, the worker will determine the correct number and update the number in ANSWER.

FSC

Manual

05/01/08

2430    Household Cooperation in Clearing the Mismatch Report                          05-01-08

            When declared SSN’s are returned by SSA as unverified, it is often necessary for the household to furnish the information necessary to clear the Mismatch Monthly Report.  

            A request for contact must be issued by a DCO county worker to advise the recipient of the mismatch, what caused the problem (e.g., name is incorrect) and what information must be provided to resolve the problem.  The recipient will be given 10 days to furnish the information.  If the household does not furnish the needed information by the end of the designated 10-day period an advance notice of adverse action will be issued.  The notice will specify that:  

·         the recipient has 10 days to furnish the information needed to clear the SSN mismatch;

·         failure to provide the information will result in terminating eligibility for the individual whose SSN has not been verified or closure of the case if applicable; and

·         if there are problems in obtaining the needed material the recipient should contact the DCO county office at once.

            If the recipient claims that the information needed to clear the mismatch report cannot be furnished, the DCO county worker must substantiate the inability to provide the needed information.  For example, a household may claim it cannot verify a name change because official records were destroyed in a fire.  The DCO county office worker would attempt to verify the occurrence of the fire because SSA records cannot be corrected without the missing documentation.  If the county worker verifies that the recipient cannot provide the information needed to verify the SSN, the individual may continue to participate if otherwise eligible.

            All actions taken by the county office to clear SSN mismatches must be fully documented in ANSWER.

FSC

Manual

05/01/08

2440    Monitoring the SSN Mismatch Report                                                        05-01-08  

            The DCO ES County Supervisor, or designee in the absence of an ES County Supervisor, will be responsible for monitoring the SSN mismatch report posted monthly for appropriate and timely processing.  A random selection will be reviewed for compliance.

The Program Support Specialists will conduct a random review of cases listed on the SSN mismatch report monthly for compliance and provide a report to the Area Director.

Through the Income and Eligibility Verification System (IEVS), the Food Stamp Program requests wage, unearned income, and benefit information from the Employment Security Department (ESD), and the Social Security Administration (SSA).  The social security numbers (SSNs) of all applicant and recipient members, including excluded members,  are used in the IEVS matching process.

Information obtained through IEVS is used to:  verify household eligibility; to determine if a household is receiving the correct amount of food stamps; and to obtain information needed to conduct criminal or civil prosecutions based on improper receipt of food stamps.

This section of policy was deleted effective 08/01/05

This section of policy was deleted effective 08/01/05

This section of policy was deleted effective 08/01/05

This section of policy was deleted effective 08/01/05

At the time of or before the application interview, a DHS county office worker (clerical worker, case manager, etc.) must inquire to the WESD screen for the following household members:

•        Age 16 or 17 and not receiving disability benefits or enrolled in school full time

•          Age 18 to 65 and not receiving disability benefits

A county office worker must print both the UI (unemployment insurance) history screen and the wage history screen for all these household members.  The information contained on the UI screen is considered to be verified upon receipt.  DHS county office workers may use this information to verify statements provided on the application and/or during the interview.  If the household has not declared information found on the UI screen, a county office worker will resolve the discrepancy during the interview.

The information on the WAGE screen may be several months old and must be independently verified.  If the information on the WAGE screen indicates that someone in the household may be working and income from employment was not reported on the application, a DHS county office worker must resolve the discrepancy.  To resolve the discrepancy, the county office worker will ask the household if the household member is currently employed.  If the response is "no", the county office worker will determine why he or she is no longer employed.  Verification will be requested if appropriate.  If the response is "yes", a county office worker will request verification of current earnings.

An overpayment will be prepared if the household did not report the employment at the last application and/or semi-annual report.  See FSC 15400.

At the time of or before the semi-annual report is processed, a DHS county office worker (clerical worker, case manager, etc.) must inquire to the WESD screen for at least the following household members:

•          Age 16 or 17 and not receiving disability benefits or enrolled in school full time

•          Age 18 to 65 and not receiving disability benefits

A county office worker must print both the UI (unemployment insurance) history screen and the wage history screen for these household members.  The information contained on the UI screen is considered as verified upon receipt.  County office workers may use this information to verify statements provided on the semi-annual report.  If the household has not declared information found on the UI screen, the county office worker will resolve the discrepancy before the semi-annual report is processed.

The information on the WAGE screen may be several months old and must be independently verified.  If the information on the WAGE screen indicates that someone in the household may be working and the employment was not reported on the semi-annual report, the county office worker must resolve the discrepancy.  To resolve the discrepancy, the county office worker will ask the household if the household member is currently employed.  If the response is "no", the county office worker will determine why he or she is no longer employed.  Verification will be requested if appropriate.  If the response is "yes", the county office worker will request verification of current earnings

Selected IEVS reports will be generated on all occasional reporting households certified for 24 months or certified for 12 months but not subject to semi-annual reporting.  The following IEVS reports will be generated:

•        BENDEX Change

•          New SSI Cases

•          SSI Mismatch. 

When the food stamp budgets are recalculated for the annual social security cost of living adjustment (COLA) a mismatch report is generated.  The mismatch report that involves SSI recipients also contains information considered verified upon receipt. 

When an IEVS report is received, the county office will initiate and pursue action on this information within 45 days from the run date of each IEVS report.  The information generated on IEVS reports is considered to be verified upon receipt.  (If the household disputes the information provided on the IEVS report, see FSC 2620.) 

The change reported on the IEVS report must be processed.  If the change results in an increase in benefits, an adequate notice will be issued to the household.  If the change results in a decrease in benefits, an advance notice of adverse action must be issued to the household. 

If the household disagrees with the information provided on the IEVS match, the DHS county office will submit a query to the SSA Query Screen (WQRY).  If the information that returns on the SSA Query report disagrees with the information found on the IEVS match, the query report information will be used as verification of the household's current benefit. 

The household will be notified of the information obtained in the SSA Query report.  If this information results in case closure or benefit reduction, an advance notice of adverse action must be issued to the household.  (See the Glossary, definition of "Notice of Action" for additional information.) 

Households that disagree with the information provided by SSA, will be advised that they may provide independent verification of their SSA and/or SSI benefit amount.  If the verification provided by the household verifies an amount other than the amount verified by the Query report, the county office will reinstate the household’s benefits (if the case closed) or increase the household's benefits within 10 days of the date the verification was provided by the household.  NOTE:  If the information provided by the household results in an additional decrease or case closure, another advance notice of adverse action must be issued to the household.

Benefits will be restored or supplemented if necessary to insure the household has no loss of benefits due to the problem with the information provided by SSA.  See FSC 13000 for instructions on issuing supplemental and restored benefits.

Report           

Number                      Report Title & Content                               

FS-1946                     BENDEX Change for Food Stamp Recipients As Of _____ For

FS-1947                     Benefit Month ________

                                   Case Head Name

                                   Case Number

                                   Category

                                   Member Name (member on WFSM)

                                   Member SSN

SSA Claim Number (SSN under which member receives SSA benefits)

                                   Payment Code:           A      Adjusted SSA benefit

                                                                      CP    Current payment of SSA / member listed

                                                                      S       Suspended SSA benefit

                                                                      T       Terminated SSA benefit

                                   SSA Payment Amount

                                   FS SSA Amount

FS-1933                     New SSI Cases for Food Stamp Recipients As Of _____ For

FS-1964                     Benefit Month ________

                                   Case Head Name

                                   Case Number

                                   Category

                                   Member Name

                                   Member SSN

                                   Date of SSI Eligibility

                                   SSI Amount

Payment Status Code (C01 & M01 indicate that SSI is in          current payment status)

                                   SSI Case Number (from WASM)

                        &nb