Social Security Number (SSN)
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Social Security Number (SSN)


Revised December 22, 2011



   

How do I correct a Social Security Number?

 

How do I verify a Social Security Number?

 

How do I update the SSA/SSN Referral field for a client with no SSN?

 

How do I generate a SSN Referral letter?

 

Which programs do not require a Social Security Number?

 

What is a Social Security Claim Number?

 


 

How do I correct a Social Security Number?

 

·         To correct a client’s SSN, take the following steps:

 

1.    On the DEM1 screen enter the [correct SSN] in the SSN1 field. 

 

2.    Enter the [verification used] in the V field.  See <F1> Help.

 

3.    On the SSNA screen enter  [ER] – SSN Error  or [AL] – Alias SSN  in the V field.

 

o    This prevents the system from sending the incorrect number when running interfaces.

 

4.    Match the client to the correct Client ID by entering a [Y] – Y in the Sel field on the NMCL screen and press <F20> to match the client.

 

How do I verify a Social Security Number?

 

·         A SSN can be verified electronically utilizing the State Online Query (SOLQ)

 

·         The SOLQ screen can be accessed from the following:

 

o    LMEN Option O – State On-Line Query.

 

o    YMEN Option A – SSA Request.

 

o    Pressing <F15> on the DEM1 screen.

 

o    Pressing <F15> on the DEM2 screen.

 

o    Pressing <F15> on the UNER screen.

 

o    See Inquiry chapter for more information on function keys.

 

·         Every month ACES sends the Social Security Administration each SSN that has not previously been federally verified.  When the SSN is a match, ACES automatically updates the Verification valid value on the DEM1 screen to FV – Federally Verified.  See Numident.

 

How do I update the SSA/SSN Referral field for a client with no SSN?

 

·         Take the following steps if a client does not have a SSN and one is required for the selected programs:

 

1.     On the DEM1 screen, enter the following information:

 

o    The [appropriate Referral type] in the SSA/SSN Referrl field.  See chart below or <F1> Help.

 

SSA/SSN Referrl Code

Used For

E -

Exception to Policy
MA Related Only

Clients pending adoption or receiving adoption support through Children’s Administration.

G -

SSN Good Cause (FS Only)

Clients with good cause.  See EAZ Manual – Social Security Number (SSN).

H -

Hospital Application

Newborn clients.

N -

SSN Application Pending

·         Consolidated Emergency Assistance Program (CEAP)

·         Refugee Cash Assistance (R01)

·         Refugee Medical Assistance (R03)

·         Alien Emergency Medical program (F09)

·         State-funded Pregnancy Medical (P04)

·         Detoxification services (W03)

·         PRUCOL Clients

·         Clients refusing to supply SSN for religious reasons

P -

Generate Referral Letter to be Printed

Clients needing to obtain a SSN.  See How do I generate a SSN Referral letter?

R -

Refuse to Supply SSN/Not Required for a B99 AU

Client who refuse or fail to supply a SSN and do not have good cause.

S -

Referral Letter Generated (System Generated)

This code is generated by the system after referral code P is used to generate a referral letter.

U -

Undocumented Alien

Undocumented Aliens.

X -

Refused for Religious Reasons

Clients who don’t have an SSN for religious reasons.

 

o    The [SSN application date] in the SSN App Date field.

 

    For situations where there is no SSN application date, such as good cause, enter the [current date] in the SSN App Date field.

 

    For Undocumented Aliens, the SSN App Date field is not required.

 

2.    Complete any other needed information on the DEM1 screen.

 

3.    <TRANSMIT> to continue to the next screen.

 

·         See EAZ Manual - Social Security Number (SSN) Worker Responsibility section for additional policy information.

 

·         If no SSN has been entered on the DEM1 screen 60 days from the SSN App Date, worker receives Alert 317 – SIXTY DAYS HAVE PASSED SINCE THE SSN APPLICATION DATE.

 

How do I generate a SSN Referral letter?

 

·         To generate a SSN Referral letter, take the following steps:

 

1.    From the AMEN, select option O – Interview or R – Interim/Hist Change.

 

2.    On the DEM1 screen:

 

o    Enter [P] – Generate Referral Letter to be Printed in the SSA/SSN Referrl field.

 

o    Enter the [current date] in the SSN App Date field.

 

3.    Complete any other needed actions on the case.

 

4.    Call DONE and commit the data.

 

·         Letter 023-08 (SSN Referral) generates and the SSA/SSN Referrl field on the DEM1 screen changes to S – Referral Letter Generated (System Generated).


NOTE:   Letter 023-08 (SSN Referral) is also AUTO generated 60 days after a newborn is opened in a program and the SSN is blank.

 Which programs do not require a Social Security Number?

 

·         If no SSN is entered on the DEM1 screen, the client is denied with Reason Code 208 – Failed Social Security Number Requirement.  The following programs do not have a SSN requirement and the client may be approved when the SSN is left blank:

 

o    Consolidated Emergency Assistance Program (EA)

 

o    Refugee Cash Assistance (R01)

 

o    Refugee Medical Assistance (R03)

 

o    Alien Emergency Medical Assistance (F09 and S07)

 

o    State-funded children’s medical program

 

o    Non-Citizen Pregnancy Medical Assistance (P04)

 

o    Alcoholism and Drug Detoxification Assistance (W03)

 

What is a Social Security Claim Number?

 

·         The social security claim number is the account number under which a client may be receiving Social Security benefits.

 

·         The social security claim number is entered on the UNER screen in the Claim Number field. 

 

·         If the client receives Medicare part A or B, the claim number is entered on the TPL1 screen in the Policy Number field.

 

·         If the client is receiving benefits under their own social security number, their claim number is the same as their social security number but with a suffix of A.

 

o    In this situation the number entered on the UNER screen in the Claim Number field must be the same as the number on the DEM1 screen in the SSN1 field.

 

 

Modification Date: December 22, 2011