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.

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).

·         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.