Each individual must provide an SSN. If an individual does not have a Social Security card or other verification of his number, but remembers the number, the CAO will enter the number in eCIS. The number will be verified through the validation process. See Section 950.32, Validation.
NOTE: The CAO will request that the individual present a Social Security card or other acceptable verification of his SSN to assure that the correct number is entered in eCIS. The CAO will not require the individual to present his card or other verification as a condition of eligibility unless the number cannot be validated.
If an individual cannot provide an SSN, the CAO will refer the individual to SSA to apply for a number. The individual must apply for an SSN and provide the CAO with verification that they have applied before benefits are authorized. The denial of benefits applies only to the individual for whom a number is needed.
Exceptions: The CAO will authorize benefits before an individual provides or applies for an SSN, if the individual is:
A SNAP applicant who has good cause for not applying for an SSN. See Section 950.23, Good Cause – SNAP Only;
A newborn child who is added to his mother’s cash benefit. The newborn must be enumerated before the end of the grace period. See the Cash Assistance Handbook Chapter 168, Determining Eligibility and Payment Amount, Section 168.812, Additions of Newborn Children to the Budget Group.
A child under age one who is receiving Medicaid only or for whom an application is made;
An applicant whose Medicaid application is taken at a hospital or designated provider or “service partner” site other than the local CAO. If the SSN is not provided when the Medicaid application is taken by the hospital, the CAO must refer the individual to SSA to apply for a SSN at the next individual contact or redetermination, whichever occurs first. See Section 950.4, Referral to the Social Security Administration.
A member of an expedited SNAP household. The household must provide or apply for a SSN before the first full month of benefits after the authorization of expedited SNAP benefits. A household authorized for expedited services on the first day of the month has 30 days to comply; or
A non-citizen who is eligible only for Medicaid for emergency medical services.
An individual applying for Office of Refugee Resettlement (ORR)-funded assistance and services.
NOTE: Applicants for ORR-funded services cannot be required to provide an SSN and assistance may not be delayed, denied, or discontinued pending the issuance of an SSN (Privacy Act of 1974 - see State Letter #00-23.
A non-citizen who is not eligible to receive an SSN applying for Medicaid only,
A non-citizen who does not have an SSN, who may only be issued an SSN for a valid non-work reason applying for Medicaid only, or
A non-citizen who refuses to obtain an SSN because of well-established religious objections applying for Medicaid only.
NOTE: A State may use the Medicaid identification number established by the State to the same extent as an SSN is used for purposes described in 42 CFR § 435.910(h). (See Medical Assistance Handbook 378.1).
Example: Henry is a lawfully present non-citizen who is residing in the US with a temporary work visa. He has an SSN because he is authorized to work. Henry's children, Luke and Leanne are also lawfully present non-citizens with temporary visas. They do not have SSNs. Luke and Leanne are not required to apply for SSNs to be authorized MA because they do not have work authorization and would not be eligible to be issued SSNs from the SSA.
For each individual who is unable to provide an SSN, the CAO will complete the Referral to the SSA (PA 1564). The CAO will instruct the individual to take the form to the local SSA office and complete an application for a SSN. The CAO will assist the individual to identify and obtain the necessary verification of age, identity and citizenship. See 950, Appendix B, for a list of acceptable verifications.
NOTE: SSA will not indicate on the PA 1564 that an application has been completed until all verifications are provided.
The individual must return the PA 1564, completed and signed by SSA, to indicate that an SSN application was processed. This is required before benefits are authorized for the individual who does not have a number, unless one of the exceptions listed in this Section applies. The CAO will pend or authorize the application as follows:
Pend the application for all budget group or household members until the PA 1564 is returned; or
Authorize benefits for all individuals who meet eligibility criteria. Include as “N” members (active but ineligible for benefits) individuals who do not meet the enumeration requirement. When the PA 1564 is received for the “N” member, change the eligibility status to authorize benefits using the case maintenance mode.
NOTE: If the CAO determines there is a refusal to apply for an SSN, the non-enumerated individual is not eligible for benefits. See Section 950.22, Refusal to Cooperate in Applying for an SSN. For Food Stamps, the CAO will authorize benefits for a non-enumerated household member if the CAO determines there is good cause for failing to apply for an SSN. See Section 950.23, Good Cause – SNAP Only. For Medicaid applicants, see Section 950.1.
In choosing one of these options, the CAO will consider such factors as the location of the local SSA office, the time needed for the individual to gather the required documents and/or travel to the SSA office, and the impact that delaying the issuance of benefits may have on the budget group or household.
NOTE: The CAO will process the application and provide the applicant with appropriate notice according to the time frames established for each program. See the appropriate Application Chapter in each Handbook.
The CAO will scan and attach a copy of the PA 1564 to the case record until the SSN is posted to eCIS. The use of the referral form will result in the automatic posting of the SSN through the SSA match process. See Section 950.4, Referral to the Social Security Administration.
The CAO will enter an SSN code on eCIS for each individual. See Section 950.31, SSN Verification Code.
The SSA, the Pennsylvania Department of Health, Bureau of Vital Statistics (BVS) and most hospitals have an agreement to initiate enumeration for newborn children, with the parent’s consent. This process is optional.
If the parent agrees, the hospital will send verification of birth and other information regarding the newborn to BVS. BVS submits the information to SSA monthly. Based on the birth information provided by BVS, SSA will issue an SSN and Social Security card to the newborn.
The CAO will accept either of the following forms as proof that an application for an SSN has been made through the Enumeration at Birth (EAB) process:
Message from Social Security (SSA-2853 OP3): The hospital will give this form to the parent confirming that application for an SSN was completed. The form must be signed and dated by a hospital official. It contains information advising the parent when he/she should receive the newborn’s SSN card. A copy of the form must be retained in the case record until the SSN is posted to eCIS.
Newborn Eligibility Form (MA 112): The hospital will send this form to the CAO after the birth of the newborn. This form is part of the billing procedures to authorize payment to the hospital for care of the newborn. If enumeration at birth was completed, the signature of the provider’s representative will appear in Item #43 (Certification of Enumeration). In addition, the form must contain the following information:
Name of the hospital
Address of the hospital
Name of parent
Name of newborn
The MA 112 must be retained in the case record until the SSN is posted to eCIS.
NOTE: The CAO will advise the individual to report the number to the CAO as soon as it is received. The SSN may also be posted to eCIS through the monthly enumeration match with SSA. The CAO does not need to see the SSN card. The number will be validated during the next validation match.
If the individual is unable to provide verification of enumeration at birth, the CAO will refer the individual to SSA according to the procedures outlined in Section 950.4, Referral to the Social Security Administration. The referral to SSA will result in the automatic posting of the number to eCIS.
The CAO will authorize benefits for the newborn as follows:
FOR CASH ASSISTANCE, acceptable verification that application for an SSN has been made for the newborn must be provided before the end of the newborn grace period. The grace period ends on the first day of the second month after birth of the child or the mother’s discharge, whichever is later. See the Cash Assistance Handbook, Chapter 168, Determining Eligibility and Payment Amount, Section 168.812, Additions of Newborn Children to the Budget Group.
55 Pa. Code § 141.61(a)(1)(xii)
NOTE: If the parent(s) fails to cooperate with enumeration requirements and the newborn is the only child in the budget group, both the newborn and the parent are not eligible for cash assistance.
FOR MEDICAID, the newborn is not required to be enumerated until he is age one.
FOR SNAP-ONLY CASES, the newborn is treated the same as any other individual when being added to the SNAP household. Verification that application for a SSN has been made must be provided before the newborn is added to the SNAP benefit. The good cause provisions of Section 950.23 apply.
FOR SNAP-ONLY CASES OR COMBINED MEDICAID/SNAP CASES, the newborn can be added to SNAP benefits without verification of a SSN. The household must provide proof of an application for an SSN or a copy of the SSN six months from the date of the child’s birth, or at the next recertification, whichever is later.
If an individual applying for or receiving cash, medical, or SNAP benefits fails or refuses to apply for an SSN, the CAO will discontinue or deny benefits. In SNAP only cases, the CAO must document the refusal in the case record. The denial or discontinuance applies only to the individual who does not have a number. The individual remains ineligible until enumeration requirements are met.
NOTE: Medicaid applicants who meet certain requirements are exempt from having to provide or file an application for an SSN. Individuals who are members of a recognized religious sect and adhere to the tenets and teachings of that sect and are conscientiously opposed to applying may receive benefits if otherwise eligible. This information should be noted in the case narrative and zeroes listed on eCIS and a verification code “0”.
NOTE: If the ineligible individual is the only child in a TANF budget, the parent(s) or other individual designated as the specified relative is not eligible for TANF.
REMINDER: A child under age one who is receiving only Medicaid is not required to have an SSN. If a child under age one is ineligible for cash benefits due to enumeration, the CAO will continue Medicaid for the child.
If the ineligible individual is a legally responsible relative to a member of the budget group, the CAO will apply all appropriate deeming provisions. If the ineligible individual is a mandatory budget group member for cash assistance, the CAO will count the individual’s income and resources as if the individual were included in the budget group.
If the ineligible individual is a SNAP household member, the CAO will count the income and resources of that member to determine the eligibility and benefit amount for the remaining household members. See the Supplemental Nutrition Assistance Program (SNAP)Handbook, Chapter 555, Deeming Income and Resources.
For information on ineligibility for an individual who has an SSN but refuses to cooperate in validating the number, see Section 950.321, Failure to Cooperate with Validation Requirements.
The CAO will determine good cause for an individual who fails to provide or apply for a SSN if the individual receives SNAP benefits only. This applies to the individual for whom a SSN is needed. The CAO will make the determination based on information available from the individual or the SSA.
Documentary evidence or collateral information that the household member has made every effort to supply SSA with the necessary information is considered good cause. When an individual such as an unrelated caretaker, applies for an SSN on behalf of the child, the individual must provide evidence to the SSA of their relationship to the child, and documentation of custody and/or responsibility. Good cause does not include the lack of transportation, temporary absence, or delays due to illness, because SSA makes provisions for mail-in applications in lieu of applying in person.
The CAO will issue SNAP benefits for one month in addition to the month of application if good cause is established. Good cause must then be determined monthly for the individual to continue to participate. The CAO will record the good cause determination in the case record.
Updated July 17, 2018, Replacing July 30, 2013