950.3 Verifying an SSN

When an individual provides an SSN to the CAO, the CAO will verify the number using the validation process. See Section 950.32, Validation, for information about the process and related reports.

DHS posts SSNs to eCIS using the following matches:

NOTE: The CAO will receive a report each month for numbers which cannot be posted. See 950, Appendix A, SSN Posting Procedures.

When an SSN is posted to eCIS through the match with SSA (SSN Code 6), that number is considered to be verified and will not be validated. If either the posting or validation process results in a mismatch, the CAO will determine the reason why the number could not be posted or validated. If it appears that there may be a problem with SSA data, the CAO will refer the client to SSA with a PA 1564 to correct the problem. The PA 1564 will provide SSA with the welfare identification number (NPN) which will allow the correct SSN to be posted to eCIS.

An access database file that identifies active individuals six months of age or older with no recorded SSN in eCIS is posted to the CAO database folder approximately every eight weeks.

The CAO must take steps to ensure that a valid SSN is posted in eCIS. The CAO will:

950.31 SSN Verification Codes

The CAO will record the enumeration status of each individual by entering the appropriate verification code in eCIS. The CAO entered codes are:

0-Not Required:

 

1-Verified by CAO

 

2-Unverified/Pending verification:

 

3-No Number/EAB Process:

 

4-No Number/Referred to SSA:

 

The following enumeration codes are system entered into eCIS as part of the automatic posting or validation process. The CAO may not enter or change these codes:

6 - Enumeration:

 

7 - Validation:

 

9 - Conversion:

DHS will verify an SSN reported by an individual by submitting the SSN to SSA for validation. All SSNs which are not posted directly to eCIS from SSA (SSN codes 1 and 2) must be validated by matching eCIS data base information with SSA’s data base. The CAO will not delay benefits to an individual solely to verify the SSN if the individual is otherwise eligible.

 

950.32 Validation

DHS submits unverified SSNs to SSA for validation as follows:

NOTE: An SSN validated by SSA (code 7) or an SSN received from SSA and posted directly to eCIS (code 6) does not need reverified. When either a code 6 or 7 is posted to eCIS, the letter “V” will post to the IEVS screens.

The CAO will receive validation reports in January and July. Mismatches that occur as a result of the IEVS request will not appear on the validation reports. See 950 Appendix C, SSN Validation Procedures, for information about correcting mismatches.

950.321 Failure to Cooperate with Validation Requirements

The individual must cooperate to validate his SSN. If the SSN cannot be validated, the individual must provide the CAO with the necessary information to determine if the mismatch is due to incorrect information in eCIS or SSA files. If the CAO determines that SSA data is incorrect, the individual must cooperate to correct the mismatch. The CAO will provide the individual with a PA 1564. The individual must present the referral to SSA and cooperate with SSA to provide the information needed to clear up the discrepancy. See 950 Appendix C, SSN Validation Procedures.

If an individual refuses to provide verification which is needed to validate an SSN:

55 Pa. Code § 155.2

NOTE: If the CAO cannot verify the income of all family members, the entire budget group is ineligible.

7 CFR 273.2(d)

NOTE:  Ineligibility of the entire household applies only to the validation requirement, not to the requirement that an individual apply for an SSN.

NOTE: The CAO will make a determination of refusal if the household is able to cooperate, but clearly demonstrates that it will not take the actions that are required. If a household claims it cannot cooperate for reasons beyond its control, the CAO must substantiate the household’s inability to cooperate. If the CAO is not able to substantiate the household’s claim that it cannot cooperate, the household shall be found to have refused to cooperate and the CAO will deny benefits. If either a “failure” or “refusal” should occur, the CAO will record its findings in the case record.

If the CAO closes the cash assistance or SNAP budget for refusal to comply with validation requirements, the CAO will reject any reapplication until the budget group or household complies.

7 CFR 273.2(d)      55 Pa. Code § 155.2

The CAO will deem the income and resources of a legally responsible relative who is disqualified. See the appropriate deeming chapter for each program. If the disqualified individual is a cash assistance mandatory budget group member, the CAO will count that individual’s income and resources as if he were included in the budget group.

 

Reviewed July 30, 2013