Information to establish whether a family meets the above requirements is obtained from the application form and/or during the application interview.

The application form will be reviewed with the applicant including a review and discussion of the Personal Responsibility Agreement. (Refer to TEA 2004.1.)

The information obtained during the application interview may indicate that the family does not necessarily need on-going cash assistance. Any possible alternatives to cash assistance should be discussed with the applicant. For example, on-going child care assistance or Medicaid coverage may be all that is needed to support the parent(s) in work. Another alternative may be Diversion Assistance if one-time assistance is all that is needed for the adult to obtain or retain employment.

If it is agreed that an alternative to cash assistance is appropriate, then the TEA application will be denied with an applicable denial code. If regular on-going TEA benefits are appropriate, then the worker will proceed with the application process (See TEA 2100).

The interview will be documented on Form DCO-96. In addition, assessments conducted during the interview will be clearly documented in the case record. (Refer to TEA 2004.2.)

07/01/99

Assessments which shall be completed include:

• TEA Skills, Employability & Intake Assessment (Form DCO-1402)

The applicant will complete form DCO-1402 to determine the applicant’s skills, job readiness, screen for domestic violence and substance abuse. The worker will review and discuss the responses with the applicant. This may be done during the application interview. However, if it is determined that a referral should be made for possible substance abuse, the referral will not be made until the applicant has been approved for cash assistance. Refer to TEA 3100 for continuing assessments after approval.

• Learning Disability Screening

During the initial interview, the worker will complete the Learning Needs Screening Tool to determine if a possible learning disability exists. The worker will explain the use of the screening tool to the applicant. If the total points from the responses total twelve or more, a referral will be made to Arkansas Rehabilitation Services (ARS) for further assessment. The referral to ARS will not be made until after the application has been approved for cash assistance. ARS will provide the outcome of the assessment to the county office. (Refer to Policy Directive 99-8 for detailed procedures.)

During the initial interview, the worker will complete the Learning Needs Screening Tool to determine if a possible learning disability exists. The worker will explain the use of the screening tool to the applicant. If the total points from the responses total twelve or more, a referral will be made to Arkansas Rehabilitation Services (ARS) for further assessment. The referral to ARS will not be made until after the application has been approved for cash assistance. ARS will provide the outcome of the assessment to the county office. (Refer to Policy Directive 99-8 for detailed procedures.)

• TABE

All non-deferred/non-exempt applicants will be required to take the TABE unless:

• one has been completed within the last six months; or
• the individual will be referred to ARS for further learning disability assessment.

The TEA worker will explain to the applicant that failure to take the TABE without good cause may result in the non-compliance sanction being imposed.

If transportation, child care or other supportive services are unavailable to the applicant, he or she will not be required to take the TABE until after the application is approved.

Based on the information provided from the assessments, the worker and client will determine what should be included in the Employment Plan. The Employment Plan may also be developed during the application interview. (See TEA 2160, TEA 3100, TEA 3150.)

07/01/97

Example 1. Mr. H. applies for TEA cash assistance. During the interview, it is determined that he is employed but cannot maintain his employment unless repairs are made to his car. Mr. H. reports monthly earned income of $700.00. Diversion is discussed. The worker determines that if Mr. H. lost his employment he would be eligible for TEA. The worker also determines that the diversion payment would cover the cost of repairs. In this instance, diversion is appropriate.

Example 2. Ms. G. applies for TEA cash assistance. During the interview, it is determined that she is employed but cannot maintain her employment unless repairs are made to her car. Ms. G. was determined income eligible. However, during the course of the interview, it was determined that Ms. G. has $3500 in her savings account. Because Ms. G is over the resource limit, she would not be eligible for TEA. Therefore, diversion is not appropriate.

The Diversion Assistance payment will be the actual amount needed to resolve the crisis up to a maximum of three months of maximum grant payments for the household (e.g., h/h of 3 = $204 x 3 months = $612 maximum diversion payment). If the amount needed to resolve the problem is more than the maximum payment, and there are no other resources available to assist with the cost, it will be determined whether the maximum will alleviate the crisis in any way. If not, the payment will not be authorized.

EXAMPLE: Ms. Brown comes in to apply for TEA. She has 2 children. During the interview and review of the skills assessment, it is determined that she has found a job but because her car needs repair work, she can’t accept it. The cost to repair the car is $550 and she cannot afford to have it repaired. The grant amount Ms. Brown and her family could receive is $204. The maximum Diversion Assistance payment Ms. Brown could receive is $550 (the actual cost, which is less than three times her maximum monthly benefit level). If this Diversion payment is not repaid, it will count as three (3) months of the twenty-four month time limit. ($550/204 = 2.7 rounded up to 3 months)

If the cost to repair the car was $700, the maximum Diversion Assistance payment Ms. Brown could receive is $612 ($204 x 3). However, before authorizing this, it should be verified with the repair shop that they will accept this amount to make the repairs or that the car could be repaired sufficiently for that amount so that she could drive it.

07/01/99

To authorize payment, the following steps will be taken:

1. Complete form DCO-58, Relocation/Diversion Assistance/Medicaid Transportation, and have it keyed to the WAGR screen. For appropriate codes, refer to the DCO User’s Manual.  The payment will be made payable to the applicant.
2. Complete form DHS-187, Billing & Routing sheet and route as instructed on the form.
3. Deny the TEA application using the denial code for Diversion Assistance approval.

The County Office will explain to the applicant that the Diversion Assistance payment is being approved and that the check will be mailed on the following day.

The income and resource sections of the application will be reviewed with the applicant to determine whether the family may be eligible for assistance. If the income or resources are above the maximums of $223/month for income (TEA 2351) or $3000 for resources (TEA 2272), it is not necessary to continue the application interview. The TEA application will be denied. If it appears that the family may be eligible for assistance, the interview process will continue.

2110         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.

1.   Individuals who Declare an SSN

            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 TEA 2110 #4.)  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 will be placed in the case record and used, if necessary, to clear any SSN discrepancies.

2.   SSN Application Process (No SSN or SSN Not Known)

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 DCO-1 advising the applicant that he must submit a complete SSN application to SSA within 10 days or the TEA application will be processed without that person’s eligibility being considered.

a.                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 photocopy for the case record.  The county worker can accept this form as proof until the first reevaluation for continued eligibility.  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  of what are acceptable types of evidence to verify date of birth, identity and U.S. citizenship as listed on the SS-5 application.

            The original copies of evidence along with the SS-5 and DCO-12 will be submitted to the local Social Security Administration Office.  A photocopy of the SS-5 and DCO-12 should be retained in the county office until the DCO-12 is returned by the SSA office indicating that a complete SSN application has been received. 

 If the DCO-12 is returned by SSA indicating that additional information or evidence is required, the worker will obtain the additional evidence, if available to the worker, and resubmit the entire SSN application and DCO-12.  If additional evidence is not available to the worker, a DCO-1 will be sent to the applicant requesting the information and advising that if not provided within 10 days, the application will be processed without the person's eligibility being considered.

                 c.  Qualified Aliens not Authorized to Work in the U.S.

            SSA will not assign an SSN or a replacement card to an alien who does not have authorization of the Department of Homeland Security to work in the United States unless the alien has a valid non-work reason for needing an SSN.  Meeting the eligibility requirements for TEA   would be a valid reason for SSA to authorize an SSN.  To assign an SSN in this situation, SSA requires documentation from DCO that the individual meets all eligibility requirements for cash assistance except for an SSN.  For these individuals, the county office must first determine that the individual meets all points of eligibility except for an SSN.  If they are TEA eligible, the county should complete the DCO-12, checking on the form that the non-work alien meets all eligibility requirements except for the SSN.  The county office will issue the DCO-12 and SS-5 to the applicant or responsible party, following the procedures in 2.a. above, regardless of the age of the qualified alien.  SSA requires an interview for enumeration of all non-citizens.  NOTE:  Counties should only refer eligibles to SSA.  Non-eligible, non-work alien parents applying only for their children should not be referred to SSA.  They should be given a pseudo-SSN.

                 d.  Undocumented Alien

An undocumented alien who is the casehead or included as  an ineligible member  in an open case will be assigned a pseudo number even if an SSN is provided.  This includes an undocumented pregnant woman. 

More information regarding the procedures for applying for a SSN can be obtained        through  SSA’s website: www.ssa.gov/ssnumber/ or by calling toll free at 1-800-772-1213, deaf or hard of hearing at 1-800-325-0778 from 7 a.m. to 7 p.m., Monday through Friday for specific questions.

3.   Verification of Social Security Number by SSA

     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 "Provided" 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

4.   SSN Mismatch Report  

      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 appear

       on this report each month until the mismatch has been resolved and SSA 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. 

5.    Resolving Mismatches

  First, check for obvious mismatches, (e.g. errors in keying the SSN, sex, name, or date of

  birth).  Next, check SOLQ to determine if 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 " and save.  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 # 501-682-1597.  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 count 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 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.