WORKER RESPONSIBILITIES 1. Verifying an SSN:
a. Enter the SSN on the ACES DEM1 Screen.
b. Verify the SSN by accessing State-Online Query (SOLQ). When the SSN is verified and validated in SOLQ, no additional verification is needed.
2. SSN not validated in SOLQ:
a. Recheck and re-verify the SSN to resolve any discrepancy when the ACES valid value does not show the SSN to be federally verified (FV).
b. When SOLQ shows that the SSN does not belong to the client and the client refuses to cooperate, terminate all program benefits for which SSN is an eligibility factor by coding “R” (Refused to Supply SSN) on the SSA/SSN Referral field on DEM1. For more details see Worker Responsibilities #10 – Failing to Provide an SSN.
3. Not required to provide/apply for SSN:
a. Per WAC 388-424-0009 (2) Citizenship and alien status – Social Security number (SSN) requirements the following immigrants are not required to provide or apply for an SSN:
i. Applicants for
• Consolidated Emergency Assistance Program (CEAP);
• Refugee Cash Assistance and Refugee Medical Assistance (RCA and RMA);
• Alien Emergency medical program;
• State-funded children’s medical program;
• Non-citizen pregnant women program; and
• Detoxification services;
ii. PRUCOL aliens as defined in WAC 388-424-0001 Citizenship and alien status - Definitions;
iii. Members of household who are not applying for benefits for themselves.
b. Do not refer these applicants to SSA for SSN application.
4. Applying for an SSN:
a. Use ACES letter 023-08 SSN Referral to refer households to the Social Security Administration District Office (SSADO) for:
i. Application for an SSN;
ii. Application for a replacement card; or
iii. Determination of a previously issued number.
b. Code “P” (Generate Referral Letter to be Printed) in SSA/SSN Referral field on the ACES DEM1 screen to print the 023-08 SSN Referral. After the letter is printed (locally or from central print), valid value “S” (Referral Letter Generated) will automatically replace “P” to provide continuous eligibility for all programs.
c. After 60 days, if no SSN is provided:
i. Request an updated proof of the SSN application status from SSA.
ii. Replace “S” (Referral Letter Generated) with “G” (SSN Good Cause ) if individual is complying.
d. If the client refuses to cooperate, terminate all program benefits for which SSN is an eligibility factor by coding “R” (Refused to Supply SSN) on the SSA/SSN Referral field on DEM1. For more details see Worker Responsibilities #10 – Failing to Provide an SSN.
e. Children remain continuously eligible through their current medical certification period even if the SSN is not provided. Do not recertify as eligible children without a valid SSN or "Good Cause" documentation.
5. Newborns:
a. If an applying family has a newborn, accept documents signed and dated by a hospital official as verification that a household has applied for an SSN for the newborn.
b. If a mother receiving Medicaid reports a newborn, the child is automatically eligible for categorically needy (CN) coverage through their first birthday as long as the child resides in the state.
c. Code “H” (Hospital Application) in SSA/SSN Referral field on the child’s DEM1 screen to continue eligibility for all programs. Set a DMS case tickle based on requirements in (d) below. ACES alert 317 will be automatically generated in 60 days to request the SSN if not already provided.
d. Require the parent of a newborn to provide SSN after the date of birth:
• For TANF – within 2 months
• For Basic Food – within 6 months or at the next recertification whichever is later.
• For Medicaid (regardless of coverage group) – within 12 months.
e. After 60 days, if no SSN is provided:
i. Request an updated proof of the SSN application status from SSA.
ii. Replace “H” (Hospital Application) with “G” (SSN Good Cause ) if the individual is complying.
f. Children remain eligible through their current medical certification period even if an SSN is not provided. Do not recertify as eligible children without a valid SSN or “Good Cause” documentation.
g. If SSN is not provided within 12 months after the date of birth, terminate all program benefits for which SSN is an eligibility factor by coding “R” (Refused to Supply SSN) on the SSA/SSN Referral field on child’s DEM1. For more details see Worker Responsibilities #10 – Failing to Provide an SSN.
6. “ Qualified aliens” not authorized to work in the U.S.:
“Qualified aliens” as defined in WAC 388-424-0001 (e.g. abused spouses and children who received a USCIS notice of “prima facie” case established (BA), persons who have been granted parole for at least one year (PL)), who are applying for benefits but are not authorized to work in the U.S. must still apply for a non-work SSN.
a. Assist with the application as described in the EA-Z Manual, Citizenship and Alien Status Chapter- Social Security Number (SSN) Requirements for Legal Immigrants.
b. Use this Sample SSN Request Letter to refer them to SSA.
c. Consider using Good Cause if a victim of domestic violence not able to apply or provide proof that they have previously received an SSN.
7. Adoption Cases:
a. Domestic adoption
i. When a child is being adopted, or given adoption support through Children’s Administration, the child’s SSN is not always entered into ACES for confidentiality reasons. It is verified as valid by the Foster Care unit through FamLink and SOLQ. Actions are documented in the case narrative and in Remarks behind DEM1 screen and the child’s SSA/SSN Referral field is coded with “E” (Exception to Policy).
ii. Do not request an SSN until adoption is finalized.
b. International adoption
i. Effective February 27, 2001 adopted children born outside of the U.S. are granted “automatic” citizenship upon their arrival. Code “P” (Generate Referral Letter to be Printed) in SSA/SSN Referral field on DEM1 screen to print the ACES letter 023-08 (SSN Referral) to refer the household to SSA to apply for SSN for the child.
ii. Valid value “S” (Referral Letter Generated) will automatically appear in the SSA/SSN Referral field on the child’s DEM1 screen after the SSN Referral letter is printed.
iii. After 60 days, if no SSN is provided, request proof of the SSN application status and process case as usual.
8. Good Cause:
a. Any individual who provides written proof has "Good Cause", if they are:
i. Making substantial and reasonable efforts to supply the Social Security Administration with the necessary information; or
ii. A victim of domestic violence and are unable to supply an SSN.
b. Existence of Good Cause must be clearly documented in the case narrative and in Remarks behind the DEM1 screen.
c. Code “G” (Good Cause) in the SSA/SSN Referral field on the individual’s DEM1 screen.
d. If “Good Cause” has been used to extend a person’s eligibility, after an initial grace period of 2 months, which includes the month of application, proof of good cause must be provided for every month that the SSN application is delayed (WAC 388-476-0005 (5)).
e. Good Cause doesn't include delays due to illness, lack of transportation, temporary absence, or failure to respond to the SSN request.
f. Children remain eligible through their current medical certification period even if an SSN is not provided. Do not recertify as eligible children without a valid SSN or “Good Cause” documentation.
g. Battered Aliens who meet the definition of Abused spouses or children provided in WAC 388-424-0001 Citizenship and alien status – Definitions, Qualified Aliens, (1), (a - e) are qualified aliens with 5 year bar on federal benefits. Every effort should be made to help them to obtain or validate their SSN as they might not be able to apply or provide proof that they have previously received an SSN.
h. If proof of Good Cause not provided monthly, as required, consider an individual as Failing to Provide an SSN and terminate all program benefits for which SSN is an eligibility factor.
9. Refusing to Provide an SSN for Religious Reasons:
a. Personal, cultural, or political beliefs do not qualify as a religious objection to providing an SSN.
b. If the individual claims religious grounds for refusing to provide or apply for an SSN:
i. No negative action should be taken.
ii. Use an existing SSN for verification and matching purposes without further notice to the client, if one is already known to the Department.
iii. Document the client's statement regarding the religious objection. No further verification is necessary. Continue to ask and document at subsequent eligibility reviews.
iv. Code “N” (No Referral - SSN Application Pending) in the SSA/SSN Referral field on the DEM1 screen to provide continued eligibility for all programs. Do not use SSN Application Date field.
10. Failing to Provide an SSN:
a. If an individual, who is an applicant for assistance, fails to provide or apply for SSN and doesn't claim Good Cause, they are not eligible for assistance, except as it is described in Worker Responsibility #3 - Not required to provide/apply for an SSN.
b. If an individual, who is a recipient of assistance, fails to provide or apply for an SSN and doesn't claim Good Cause:
i. Check the case records and any available systems for a valid SSN.
ii. If no valid SSN is found, remove the individual from the assistance unit by updating their DEM1 screen with “R” (Refused to Supply SSN) in the SSA/SSN Referral field.
iii. Do not override the ACES letter to the client telling about change in benefits due to no SSN provided.
iv. Children remain eligible through their current medical certification period even if the SSN is not provided. Do not recertify as eligible children without a valid SSN or “Good Cause” documentation.
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