C. Acquisition of Social Security Number


HSS Informing Responsibility to Applicant/

At application, intake, or when an individual is added to an existing assistance unit (AU), the Human Services Specialist (HSS) must explain that:

·  Providing the existing SSN or applying for a SSN is a condition of eligibility

·  Aid cannot be authorized for any individual until their SSN is provided or applied for, and

·  The Health and Human Services Agency (HHSA) will only use their SSN for the administration of assistance programs.


SSN Verification

HSS must verify all SSNs by viewing:

·  Actual SSN card

·  SSA award letter

·  SSA check displaying the applicant/recipient’s name and SSN with letters A, HA, J, T, or M following the SSN

·  Print of Income Eligibility Verification System (IEVS) Applicant Abstract or MEDS/CDB File validated through State process via code “J” in the “SSN VER” field.


Acceptable Evidence for Proof of SSN Application

Applicants/Recipient must provide acceptable evidence within 30 days following date of application by providing:

·  Proof of application for SSN submitted and accepted by Social Security Administration (SSA)

·  Form SSA 2853 (receipt) from hospital verifying SSN application for newborn with: 

·  Name of newborn

·  Date

·  Signature of authorized hospital official.


Note:  SSN verification for newborn must be submitted no later than the last day of the month following the month in which the mother is released from the hospital unless a newborn child was given a number at birth in the hospital (Form SSA 2853), then the SSN must be provided within 6 months after receipt of the number or at redetermination, which ever occurs first.


Case File Documen-tation

Documentation of SSNs must be filed under the “Permanent Verification” tab.  The table below indicates acceptable forms of verification:





SSN card(s), SSA form(s), series number 0A-702, SSA Letter(s) and Medi-care

07-104 DSS Evidence Viewed

HSS must record the applicant/recipient name, SSN, and SSA check number.

Note:  SSA checks cannot be photocopied

IEVS Applicant Abstract/ Wire Third Party Query (WTPY)

Print out of IEVS Applicant Abstract or MEDS/CDB File that is considered validated through the State process via code “J” in the “SSN VER” field


SSN Discrepancies

All applicant/recipients must cooperate with HHSA and SSA in resolving any discrepancies regarding SSNs.  If discrepancy cannot be resolved by the applicant/recipient or review of IEVS, a referral must be made to SSA.  Failure to cooperate will result in denial or discontinuance of aid for those AU members whose SSN is in question.


Required Referrals to SSA

Referral to SSA required when:

·  Applicant/recipient does not have an SSN

·  SSN has been reported as invalidated and the case review and/or applicant/recipient states the information is correct, or

·  Applicant/recipient date of birth (DOB) does not match SSA files and the applicant/recipient has proof of the correct DOB.


Responsibility in SSA Referral Process

HSS is responsible for:

·  Completing form MC 194 in duplicate (one copy for case file and one copy to applicant/recipient)

·  Providing form MC 194 and stamped envelope to applicant/recipient

·  Attaching IEVS (WTPY) response, if available

·  Advising applicant/recipient to: 

·    Submit form MC 194 with proof of age, U.S. citizenship or alien status, and identity to SSA with acceptable evidence listed on MC 194

·    Return completed receipt portion of MC 194

·    Cooperate with SSA and make every reasonable effort to obtain additional information/documentation as required within 30 days

·    Advise that SSA takes approximately 45 days to process SSN application and that card will b e mailed directly to them, and 

·     Request appointment with HSS to present SSN/card upon receipt.


Note: When SSN is received, MEDS/CDB must be updated to ensure that all active recipients are included in the IEVS process.


HSS Follow-up Procedures

HSS is responsible for:

·  Creating a control to check that pending SSN receipt or MC 194 has been provided prior to aid being authorized for any AU member who has not provided verification of an existing SSN

·  Notating receipt date of MC 194 on SAWS 2, in case narrative, and setting a TIC for “pending SSN” for 45 days

·  Denying the application those who refuse or fail to provide either an SSN or verification of a completed application within 30 days after date of application.


Note:  If the individual is the only eligible child and the caretaker relative refuses or fails to provide verification, the entire AU is ineligible.


When applicant/recipient is referred to SSA via form MC 194:

·  A discontinuance is not appropriate since SSA provides the SSNs directly to the state, and

·  Upon receipt of the MEDS alert report, the enumeration requirement is met.


Refusal to Cooperate in Applying for and/or Providing SSN

·  If a person refuses to furnish or cooperate in securing a SSN on their behalf, they are excluded from the AU

·  If a parent/caretaker relative or legal guardian refuses to furnish or cooperate in securing a SSN on behalf of a child in their care, that child is ineligible for cash aid.


Definition of Refusal to Cooperate with SSN Requirements

The applicant/recipient:

·  States they will not provide the SSN, if available, or will not apply for an SSN on their own behalf or a child’s

·  Refuses to provide information to SSA that is accessible to them

·  Fails to return the MC 194 after they were instructed to apply for an SSN, and/or

·  Fails to obtain and submit documentation required by SSA within 30 days.


HSS Actions:  Refusal to Cooperate with SSN Requirements

If an applicant/recipient refuses to apply for or provide SSN, the HSS will:

·  Document applicant/recipient’s refusal on SAWS 2 and in case narrative

·  Remove person from AU for whom applicant/recipient refused to apply for or provide SSN, and

·  Reinstate removed person if acceptable verification of SSN is provided.