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ACES
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Revised September 30, 2009 |
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Correcting a Social Security Number
Verification of Social Security Number
What happens if no Social Security Number is entered?
How do I update the SSA/SSN Referral field for a client with no SSN?
How do I generate a SSN Referral letter?
Correcting a Social Security Number
If a wrong social security number is entered, correct the number on the DEM1 screen.
The NMCL screen displays with possible matches based on the changed client demographics. Make sure that you match the client so that a new client ID number does not get assigned.
ACES records the previously entered social security number on the SSNA screen.
User needs to go to the SSNA screen and update the verification field with the appropriate code such ER – SSN Error or AL – Alias SSN to avoid the system attempting to continue matching the erroneous number when running interfaces.
In ACES the client's individual social security number and the claim number (the account number under which the client may be receiving Social Security benefits) are recorded separately.
Enter the client's individual SSN on the Edit Member page during screening or on the DEM1 screen during Interview or Interim Historical Change.
Enter the social security claim number on the UNER screen if benefits are being paid under that number.
Enter the social security claim number also on the TPL1 screen if the client is receiving Medicare Part A and/or B.
If the client is receiving benefit under their own social security number, their claim number is the same as their social security number but with a suffix of A.
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.
Verification of Social Security Number
In a Basic Food AU if the SSN verification field on the DEM1 screen is left blank, ACES will deny or close the AU for Reason Code 208 – Failed Social Security Number Requirement.
Verification of a social security number is not required for the BF program so the closure or denial is not correct. Use valid value CS - Client Statement as the verification code, do not leave the field blank. See WAC 388-476-0005.
Once a SSN is entered in ACES, the number is verified through an interface with the Social Security Administration.
If the number is verified through the Social Security Administration interface the verification valid value is automatically updated to FV-Federally Verified.
What happens if no Social Security Number is entered for a client?
· Programs that require a SSN as a condition of eligibility will deny a client with reason code 208 – Failed Social Security Number Requirement if no SSN is entered on the DEM1 screen. 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 Non-Citizen Pregnancy Medical Assistance (P04)
o Alcoholism and Drug Detoxification Assistance (W03)
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 needed.
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.
· Alert 317 – SIXTY DAYS HAVE PASSED SINCE THE SSN APPLICATION DATE will generate 60 days from the SSN App Date if no SSN has been entered on the DEM1 screen.
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] 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 will change to an S - Referral Letter Generated (System Generated).
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