The CAO will help get out-of-state birth certificates for applicants or recipients who need proof of citizenship. This help includes giving applicants or recipients the correct application, help filling out the application form, and paying for the out-of-state birth certificates.
NOTE: These procedures apply to TANF cash assistance and MA applicants and recipients.
NOTE: The CAO will not ask for birth certificates from Puerto Rico’s Vital Records Office, as there are problems with getting birth certificates from Puerto Rico.
The CAO will take the following steps when getting out-of-state birth certificates:
Review the out-of-state birth certificate application for instructions on how to complete the application, documentation requirements, payment amount and ways to pay. (Downloaded applications for out-of-state birth certificates may be found on Docushare, under Statewide Forms in the U.S. Birth Record Application folder.)
NOTE: In some cases, the request for a birth certificate from another state may require more information or a payment. The caseworker may contact the area manager if help is needed getting the birth certificate for the applicant or recipient.
Mail the out-of-state application form to the applicant or recipient with a letter (PA 1813 or PA 1814) and a postage-paid envelope. Tell the applicant or recipient to return the completed applications to the CAO within ten days.
NOTE: If a state requires a birth certificate application to be notarized, the CAO’s own notary may do it. If the CAO does not have a notary, the CAO may pay to have the form notarized.
If the individual fails to return the completed application within ten days, the CAO will send an advance notice to end MA eligibility, noting that the individual failed to cooperate in helping DHS get an out-of-state birth certificate.
If the individual returns the completed out-of-state application, the caseworker fills out a HS 764 (also referred to as PW 764) to issue a one-time issuance (OTI) for payment to the government agency for the out-of-state birth certificate. The PW 764 should list each line number needing an OTI as well as the government agency name and address.
The OTI must be made out to the government agency replacing the birth certificate.
The OTI cannot be for more than $75. Use reason code 134.
The “from” and “to” dates on the PW 764 must be the same.
NOTE: The CAO is not to issue an OTI to pay back an applicant or recipient who has paid for an out-of-state birth certificate.
Send the completed out-of-state birth certificate application and the OTI check to the State Vital Records Office.
The CAO will place stop-payment orders on uncashed checks that are over 180 days old.
The CAO must not place stop-payment orders on local OTI checks issued for out-of-state birth certificates that are not cashed within 30 days. The time limit has been extended to 180 days, to match the limit for cashing treasury checks. Although a check states that it must be cashed within 30 days, treasury will allow payment on these checks up to the 180-day time limit as long as a stop-payment order has not been placed on them. (This is an exception to the policy about “stale-dated” checks in Cash Assistance Handbook Section 180.54, Replacement of stale-dated checks.)
NOTE: This relates only to local checks for out-of-state birth certificates using reason code 134.
If the CAO is contacted by a State Vital Records Office about cashing a check that is over 30 days old, the CAO will say it is okay to cash it, if not more than 180 days old. (See the generic OTI insert and the OTI insert for New York at the end of this section. An insert must be enclosed with the OTI check sent to the State Vital Records Office.)
If a stop-payment order has already been placed on an OTI check over 30 days old, the CAO will ask the bank to lift the stop-payment order on the check. The CAO will pay the bank fee for the stopped check, but they can be paid back. When the CAO gets the bank statement that shows the stop-payment charge, the CAO should fill out an STD 152 general invoice and send it with a copy of the statement to:
OIM Bureau of Program Support
Rm. 422 Health and Welfare Building
P.O. Box 2675
Harrisburg, Pennsylvania 17105
If a stop-payment order has been placed on an OTI check and a State Vital Records Office asks for a new check to be sent, the CAO will issue a new OTI, using reason code 135. They will not lift the stop-payment order on the first check. The CAO will pay the bank fee for the stopped check, but they can be paid back (see the paragraph above).
If a State Vital Records Office returns an uncashed OTI check, the CAO will void the check and issue a new OTI check, using reason code 135.
If a State Vital Records Office asks to be paid back for the fee they had to pay for a bounced check, the CAO will issue them a nonclient check from EFAA funds. The CAO can be paid back (see the paragraph above).
The CAO will set an alert for the applicant or recipient to provide the original birth certificate within 60 days from the date the CAO gets the completed application for the out-of-state birth certificate.
The CAO will narrate the issuance of OTIs for the replacement of out-of-state birth certificates in the case narrative.
The CAO will use a PA 1815 to tell the individual that he or she must provide an original birth certificate or a photocopy to the CAO as soon as it is received. The individual must provide it within 100 days from the date the CAO gets the completed application for the out-of-state birth certificate.
If the applicant/recipient does not get the out-of-state birth certificate within 60 days and asks for more time to get it, the CAO will set an alert for an extra 60 days.
If the individual does not provide a birth certificate, or if the individual tells the CAO that they need more time, the CAO will send a follow-up letter (PA 1816) on or after the 60th day to ask about the out-of-state birth certificate. The CAO will give the individual 10 days to provide the birth certificate or contact the CAO for an extra 60 days.
If the individual does not respond to the follow-up letter, the CAO will send an advance notice to end MA eligibility, noting that the individual did not provide an out-of-state birth certificate.
State |
Address |
Phone |
Fee |
Alabama Vital Records |
(334) 206-5418 |
$15.00 |
|
Bureau of Vital Statistics |
(907) 465-3391 |
$30.00 |
|
Office of Vital Statistics |
(684) 633-1406 |
$5.00 |
|
State Office of Vital
Records |
(602) 364-1300 |
$20.00 |
|
Arkansas Dept. of Health |
1-888-209-9482 |
$12.00 |
|
Office of Vital Records-M.S.
5103 |
(916) 445-2684 |
$25.00 |
|
Department of State Passport Services Vital Records Section Room 510 Washington, DC, 20036 |
(202) 955-0307 |
$50.00 |
|
Colorado
Dept. of Public Health and Environment Denver, CO 80246-1530 |
(303) 692-2200 |
$17.75 |
|
Department of Public
Health |
(860) 509-7956 |
$30.00 |
|
Office of Vital Statistics |
(302) 744-4549 |
$25.00 |
|
Department of Health |
(202) 442-9303 |
$23.00 |
|
Bureau
of Vital Statistics |
(877) 550-7330 |
$14.00 |
|
Vital Records |
(404) 679-4702 |
$25.00 |
|
Office of Vital Statistics |
(671) 735-7292 |
$5.00 |
|
State Dept. of Health |
(808) 586-4542 |
$10.00 |
|
Idaho Bureau of Vital
Records and Health Statistics |
(208) 334-5988 |
$13.00 |
|
Illinois Dept. of Public
Health |
(217) 782-6554 |
$15.00 |
|
Vital Records Dept. |
(317) 233-2700 |
$10.00 |
|
Iowa Dept of Health |
(515) 281-4944 |
$20.00 |
|
Office of Vital Statistics Curtis State Office Building 1000 SW Jackson St. |
(785) 296-1400 |
$15.00 |
|
Office of Vital Statistics |
(502) 564-4212 |
$10.00 |
|
Louisiana Vital Records
Registry |
(504) 593-5100 |
$15.00 |
|
Office
of Vital Records |
(207) 287-3181 or 1-888-664-9491 |
$15.00 |
|
Division of Vital Records |
(410) 764-3038 |
$24.00 |
|
Registry of Vital Records
and Statistics |
(617) 740-2600 |
$50.00 |
|
Vital Records Requests |
(517) 335-8666 |
$34.00 |
|
Minnesota
Department of Health |
(651) 201-5970 |
$26.00 |
|
Mississippi Vital Records |
(601) 576-7981 |
$15.00 |
|
Bureau of Vital Records |
(573) 751-6387 |
$15.00 |
|
Office of Vital Statistics Department of Public Health and Human Services 111 N. Sanders Rm 6 |
(406) 444-2685 |
$12.00 |
|
Vital Records |
(402) 471-2871 |
$17.00 |
|
Office of Vital Records |
(775) 684-4242 |
$20.00 |
|
Division of Vital Records
Administration |
(603) 271-4650 |
$15.00 |
|
Vital Statistics and
Registration |
(609) 292-4087 |
$25.00 |
|
New Mexico Depart of Health Bureau of Vital Records and Health Services PO Box 25767 Albuquerque, NM 87125 |
(505) 827-0121 or |
$10.00 |
|
New York State Department
of Health |
|
$30.00 |
|
NYC Department of Health
and Mental Hygiene |
(212) 639-9675 |
$15.00 |
|
North Carolina Vital
Records |
(919) 733-3000 |
$24.00 |
|
Division of Vital Records |
(701) 328-2360 |
$7.00 |
|
Vital Statistics Office |
(670) 236-8717 |
$20.00 |
|
Ohio
Dept. of Health |
(614) 466-2531 |
$21.50 |
|
Vital Records Service Oklahoma State Department of Health 1000 Northeast 10th Oklahoma City, Ok 73117 |
(405) 271-4040 |
$15.00 |
|
Oregon Vital Records |
(971) 673-1190 |
$20.00 |
|
Division of Vital Records |
(724) 656-3100 |
$20.00 |
|
Department of Health |
(202) 778-0710 |
$5.00 |
|
Rhode Island Department
of Health |
(401) 222-2811 |
$20.00 |
|
SC DHEC – Vital Records |
(803) 898-3630 |
$12.00 |
|
South Dakota Vital Records |
(605) 773-4961 |
$15.00 |
|
Tennessee Vital Records |
(615) 741-1763 |
$15.00 |
|
Texas Vital Records |
(888) 963-7111 |
$22.00 |
|
Office of Vital Records
and Statistics |
(801) 538-6105 |
$20.00 |
|
|
NOTE: older than 5 years contact Public records division at 802-828-3286 |
For births within the
past five years: |
(802) 863-7275 |
$10.00 |
VDH, Office of Vital
Records |
(804) 662-6200 |
$12.00 |
|
|
$15.00 |
||
Washington State Department
of Health |
(360) 236-4300 |
$20.00 |
|
Vital Registration Office |
(304) 558-2931 |
$12.00 |
|
Wisconsin Vital Records
Office, PO Box 309 |
(608) 266-1373 or (608) 266-1371 |
$20.00 |
|
Vital Statistics Services |
(307) 777-7591 |
$13.00 |
|
Department
of State Vital Records Services 1150 Passport Services Pl. 6th floor Dulles, Va 20189-1150 |
(202) 485-8300 |
$50.00 |
Department of Human Services Dear Vital Records Office: Please be advised that the enclosed check indicates it must be cashed within 30 days. However, the Pennsylvania Treasury Department will allow payment on these particular checks for out-of-state birth certificates up to 180 days from the date of the check. Thank you for your cooperation. If you have questions, please contact: [Name of CAO contact individual] |
Commonwealth of Pennsylvania Dear New York State Vital Records Office: Our County Assistance Office in Pennsylvania is paying the birth certificate fee for the enclosed application. The birth certificate is to be mailed directly to the applicant. It is our understanding that your office is to charge the $30 fee in this situation. This application is NOT to be considered as coming from a Social Service Agency. Please be advised that the enclosed check indicates it must be cashed within 30 days. However, the Pennsylvania Treasury Department will allow payment on these particular checks for out-of-state birth certificates up to 180-days from the date of the check. Thank you for your cooperation. If you have any questions, please contact: [Name of CAO contact individual] [CAO Address] |
Updated July 16, 2024, Replacing May 27, 2016