 |
|
(Revised 01/01/08 ML #3123)
The following are acceptable methods of verification:
Social Security Card
The SDX or BENDEX
TPQY
NUMIDENT - Once a month, around the 4th, a file is sent to Social Security Administration in Baltimore and Baltimore returns the information around the 15th of each month. The information contains social security number, last name, first name, sex of the individual, and date of birth (mm/yy). Numident verifies if client information in TECS and Vision matches with SSA's information for social security number, date of birth, gender, and name. The following indicators display on Client Profile in TECS or Vision to inform us of the result of the match:
Blank – means the information has not been sent to Social Security Administration
I – Invalid match for social security number
S – Sent to Social Security Administration for verification
V – Valid match for social security number
If the indicator is ‘I’ (invalid) on client profile, the county worker will receive one of the following alerts, based on information that does not match. In addition, the county worker will receive a hard copy monthly report of all invalid clients.
Situation #1: Impossible SSN/never issued to anyone, or no SSN found if all 0’s submitted.
Alert to Worker for TECS
Alert Message: SSN Invalid
Alert to Worker for Vision
Alert Name: SSN Invalid
Description: SN Invalid for (keyword – client name). The SSN entered was never issued to anyone by SSA.
Situation #2: Name and DOB match, sex code does not.
Alert to Worker for TECS
Alert Message: SSN Invalid – sex does not match
Alert to Worker for Vision
Alert Name: SSN does not match
Description: SSN does not Match because (Keyword – client name) sex does not match the Name and Date of Birth on the SSA records.
Situation #3: Name and sex code match, DOB does not.
Alert to Worker for TECS
Alert Message: SSN Invalid – DOB does not match
Alert to Worker for Vision
Alert Name: SSN does not match
Description: SSN does not Match because (Keyword – client name) Date of Birth does not match the Name and Sex on the SSA records.
Situation #4: Name matches, sex code and DOB do not.
Alert to Worker for TECS
Alert Message: Sex & DOB do not match SSA
Alert to Worker for Vision
Alert Name: SSN does not match
Description: SSN does not Match because (Keyword – client name) Sex and Date of Birth do not match the Name on the SSA records.
Situation #5: Name does not match, DOB and sex code checked.
Alert to Worker for TECS
Alert Message: Name does not match SSN
Alert to Worker for Vision
Alert Name: SSN does not match
Description: SSN does not Match because (Keyword – client name) Name does not match the Date of birth and Sex on the SSA records.
Situation #6: SSA located an SSN different from what was entered into Vision or TECS based on Name and DOB.
Alert to Worker for TECS
Alert Message: SSA has different SSN for client
Alert to Worker for Vision
Alert Name: SSN Invalid
Description: SSN is Invalid for (Keyword – client name). Social Security has a different SSN.
Situation #7: SSA located an SSN different from what was entered into Vision or TECS based on Name only.
Alert to Worker for TECS
Alert Message: SSA has different SSN for client
Alert to Worker for Vision
Alert Name: SSN Invalid
Description: SSN is Invalid for (Keyword – client name). Social Security has a different SSN.
Situation #8: More than 1 SSN found that matched on name and DOB only.
Alert to Worker for TECS
Alert Message: More than 1 SSN at SSA
Alert to Worker for Vision
Alert Name: Multiple SSNs
Description: Social Security has more than one SSN on file for (Keyword – client name), based on the name and Date of Birth’.
Situation #9: More than 1 SSN found that matched on name only.
Alert to Worker for TECS
Alert Message: More than 1 SSN at SSA
Alert to Worker for Vision
Alert Name: Multiple SSNs
Description: Social Security has more than one SSN on file for (Keyword – client name), based on the name only’.
To change information for dual eligibles (Medicare and Medicaid), you must contact Pat Patch at 328-4121.
Following are policy directives on how to handle clients and cases with an ‘I’ indicator on the Client Profile window:
Food Stamp Policy
Food stamp policy at 430-05-20-60-10 requires that all households participating in or applying for participation in the program must furnish the SSN of each household member, or apply for one, before certification. If individuals have more than one number, all numbers are required. It must be explained to applicants who refuse or are unable to provide a SSN that the individual for whom a SSN is not obtained will be disqualified.
For alerts received in Situations 1, 6 and 7, a valid SSN has not been provided. The worker must send Notice F442 to the household giving the household 10 days to provide verification of a valid social security number. If the household does not respond or provide the required verification within 10 days of the notice, the individual is disqualified from participation in the program (DI on the SSDO) screen until such time that a valid social security number is obtained. A 10-day advance notice is required.
For alerts received in Situations 2,3,4, and 5, the SSN may be valid and therefore eligibility cannot be terminated. However, information entered may be incorrect or the individuals Numident record at SSA has incorrect information. The worker should check the information entered into TECS for accuracy. If the worker is unable to determine if the information in TECS is accurate, the worker must contact the household (via phone or correspondence notice) to determine the correct date of birth or sex and then correct the information in TECS.
For alert Situations 8 and 9, the worker must contact the household (via phone or correspondence notice) and instruct them to contact the SSA to determine the active social security number. The individual should then provide this information to the county social service office and the worker must check TECS to ensure that the active social security number is entered.
If the household fails to provide an active social security number, it must be provided at the household’s next recertification. If it not provided at recertification, the individual is disqualified from participation in the program (DI on the SSDO) screen until such time as an active social security number is provided.
Medicaid and Healthy Steps
Medicaid Policy at 510-05-35-80 states: ‘A valid social security number (SSN), or verification of application for SSN, must be furnished as a condition of eligibility, for each individual for whom Medicaid benefits are sought except a newborn child for the first sixty days, beginning on the date of birth and for the remaining days of the month in which the sixtieth day falls, and an illegal alien seeking emergency services.
Healthy Steps Policy at 510-07-25-50 states: ‘A valid social security number (SSN), or verification of application for SSN, must be furnished as a condition of eligibility, for each individual for whom Healthy Steps benefits are sought except a newborn child, beginning on the date of birth and for the remaining days of the Healthy Steps case eligibility period.
Based on these policies, for alerts received in Situations #1, 6 and 7, a valid SSN has not been received. Notice must be sent to the applicant/recipient informing them to submit a valid SSN within 10 days. Failure to do so will result in their eligibility being terminated.
For alerts received in Situations # 2, 3, 4, 5, 8 and 9, the SSN may be valid and therefore eligibility cannot be terminated. However information we have entered may be incorrect, or the applicant/recipient’s Numident record at SSA has incorrect information. Check information that has been entered into TECS/Vision for accuracy. If TECS/Vision information is correct, inform client to contact SSA to correct their Numident file. No further action is required.
Temporary Assistance For Needy Families Policy – Invalid Social Security Numbers
Before any person can be included in the TANF benefit, he or she must furnish verification of a social security number (SSN) or proof that one has been applied for (400-17-15-85).
Invalid SSN
Individuals are required to provide verification of a social security number for TANF. If the verification provided is other than the social security card, send an advance notice requesting hard copy verification from the individual. If the requested information is not provided, close the case for not providing requested information.
If the social security number in the system matches the acceptable verification (400-17-25-55) provided by the recipient, request the individual contact Social Security Administration for correction. Document in the case file the information on file is correct for the individual and the individual has been sent to Social Security Administration to correct their records.
Invalid Name
This most often occurs if individuals marry or were adopted.
Individuals are required to provide verification of a identity for TANF. If the verification provided is other than from an acceptable source (400-17-25-55), send an advance notice requesting hard copy verification from the individual. If the requested information is not provided, close the case for not providing requested information.
If the name in the system matches the verification provided by the recipient, request the individual contact Social Security Administration for correction. Document in the case file the information on file is correct for the individual and the individual has been sent Social Security Administration with the correct name.
Invalid Date of Birth
Individuals are required to provide verification of birth for TANF. If the individual did not provide verification of birth or the verification is not from an acceptable source (400-17-25-55), request hard copy verification from an acceptable source by sending a notice requesting information. If the verification is not provided, close the case for failure to provide information.
If the date of birth in the system matches the verification provided by the recipient, request the individual contact Social Security Administration for correction. Document in the case file the information on file is correct for the individual and the individual has been sent to Social Security Administration to correct their records.
Invalid Sex
If the sex of the individual is in question, the worker must contact the household, and then correct the information. Do not close the case for not providing information on the correct sex. If the household does not respond to the request from the worker, and the sex of the individual is not available, use prudent judgment and clarify during the next face-to-face review.
If the correct sex is already known, change it in the system. Document in the case file the information on file is correct for the individual and the individual has been sent to Social Security Administration to correct their records.
