Each month the Enumeration System will automatically post SSNs verified through the tape exchange with SSA and the Alpha Search process. The ENV 190-R01 (SSN Enumeration – SSN not Posted/Zero SSNs over 120 Days) report is generated monthly. The report will list new SSNs not posted to eCIS because of demographic data mismatches or the individual cannot be located in eCIS. In addition, the report will list clients active in eCIS with zeros in the SSN field for over 120 days.
The Enumeration Report, ENV 190-R01, is generated for each caseload. The mismatched data on the report will be underlined with asterisks. These mismatches will continue to recycle on following reports until the information has been corrected and an SSN enumeration code 6 has been posted to eCIS. The “Recycle CNT” field on the report shows the number of times an attempt was made to post the SSN. In addition, the SSN verification code that is in eCIS will appear on the report.
The reason why an SSN did not post to eCIS is due to one or more of the following mismatched data:
First name did not match.
Last name did not match.
Sex indicator did not match .
Date of birth did not match.
SSN did not match.
Mismatch of county code or record number.
The CAO will verify the mismatched data and, if necessary, correct the CIS data base and post the SSN and appropriate SSN verification code 1 or 2 to eCIS. If the data is correct in eCIS the CAO will send the client to SSA with a Referral to the Social Security Administration (PA 1564) so SSA can correct their files. The CAO must advise the client what type of verification SSA will need to make necessary corrections and help the client obtain the verification, if needed.
The SSNs which could not be posted to eCIS because of mismatch of a record number will be noted under caseload number zero (0000) for the individual county/district office.
Any person whose SSN cannot be posted because he cannot be found in eCIS will be recorded under county code 68. All counties will receive this list to review and identify persons in their county.
If an active recipient is in eCIS with zeros in the SSN Field for over 120 days, an asterisk will appear under the “Zero SSN (Over 120 days)” field. The CAO will review the data on the report and take the following steps within 30 days:
Review the case record to determine if there is a record of an SSN reported or a copy of a PA 1564 or an SSA 2853-OP3.
If an SSN is recorded in the case record, post the SSN to eCIS.
If an SSN was provided by SSA and did not post due to mismatch data, make necessary corrections to eCIS or refer the client to SSA via the PA 1564 and post the SSN to eCIS.
If there is a copy of a PA 1564 in the record, contact the client to determine if he received an SSN card. If so, get the number from the client and post it to eCIS. Post the appropriate SSN verification code 1 or 2 to CIS.
NOTE: It is not necessary to see the card.
If neither an SSN is found in the case record nor verification that the client applied for a number and the client does not have a number, refer the client to SSA with a PA 1564 to apply for an SSN.
If the client refuses to cooperate, apply the policy in Section 950.22, Refusal to Cooperate in Applying for an SSN.
The SSN Enumeration System will post SSNs and generate summary reports no later than the 25th of each calendar month. The reports will show the following information:
The total number of active recipients with zeros appearing in the SSN field for over 120 days. From this total, the number of clients with no SSN over 120 days from previous reports will be shown.
The total number of SSNs posted to eCIS.
The total number of SSNs that mismatched and did not post.
The total number of SSNs that mismatched from previous months.
The totals for each mismatch reason code and a definition for each reason code displayed at the end of each report.
The reports are as follows:
ENV 190-R02 (SSN Enumeration Caseload Totals by County/District/Caseload).
This report is sent to each individual county/district office.
ENV 190-R03 (SSN Enumeration/County and District Totals).
This report is sent to counties that have more than one district office.
ENV 190-R04 (SSN Enumeration/Area Level Totals by County).
This report is sent to the Bureau of Operations. It gives totals for each Area by county.
ENV 190-R05 (SSN Enumeration/State Level Totals by Area).
This report is sent to the Bureau of Operations. It gives totals for each Area and the State.
Reviewed July 30, 2013