Interim Process for Social Security Administration (SSA) Referrals for Non-citizens to Obtain a Social Security Number (SSN), OPS230401 (Published April 3, 2023)
Social Security Administration (SSA) Renewal and Redetermination Verification (RRV) Interface Service at Enhanced Medical Assistance Renewal (EMAR), OPS180305 (Published March 22, 2018)
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:
The PA 1564 referral process which provides SSA with the individual’s Welfare ID number; and
A Monthly Alpha Search which matches individual demographics in eCIS with SSA files to obtain SSNs for individuals with zeros in the eCIS SSN field.
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:
Review the case record to determine if verification of the SSN has been provided.
Contact the recipient to obtain and verify an unverified SSN.
Determine if the SSN is incorrectly posted to another Individual Number in eCIS.
Enter the correct SSN in eCIS using the appropriate verification code.
Ensure demographic information for the individual in eCIS is correct to prevent matching problems with the SSA Enumeration/Validation process.
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:
Expedited SNAP or good cause established for SNAP benefits.
Newborn (when being added to the budget upon notification of the child’s birth).
Medicaid application for child under age one.
Medicaid for emergency medical services for undocumented, illegal, or certain lawful temporary aliens.
An authorized representative for a SNAP case.
An individual who is the payment name for a budget group, but is not included in the grant and is not a legally responsible relative.
A Medicaid applicant who meets the requirements in 950.22.
1-Verified by CAO
Individual provides ID and an SSN card to verify his number.
2-Unverified/Pending verification:
Individual knows the SSN but cannot provide the SSN card. Also, SSN provided to CAO by the local SSA office, either by phone, mail or on the PA 1564.
3-No Number/EAB Process:
Individual applied for an SSN for a newborn through the EAB process. An SSA-2853 OP3 form was presented to the CAO for verification.
4-No Number/Referred to SSA:
Individual does not know the number or has never had a number. The CAO refers the individual to SSA with the PA 1564 and receives acceptable verification that the application for a number has been completed. This code is also used when the individual is not able to present verification that an application for an SSN was made for a newborn through the EAB process.
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:
Automatic posting of the SSN directly from SSA as a result of a referral to SSA. An SSN posted by SSA is considered verified and will not be validated.
7 - Validation:
Verification of an SSN through a match of the SSN and associated eCIS demographics with SSA’s files.
9 - Conversion:
Assistance Disbursement Integration (ADI) conversion not relevant to Enumeration. This indicates an SSN was posted to the current eCIS data base from an older data base.
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.
DHS submits unverified SSNs to SSA for validation as follows:
Semiannually through the Validation Tape Exchange. If the SSN and all demographic data associated with the number matches SSA’s files, the SSN is validated and a code 7 is posted to eCIS; and
Daily when a request for information is made through one of the IEVS exchanges, the SSN is forwarded to SSA through exchange 3 for validation. If an SSN is validated through an IEVS request, a code 7 is posted to eCIS and a letter “V” is posted to the IEVS exchange screens.
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.
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:
FOR CASH ASSISTANCE, the individual is ineligible until he provides the information needed by SSA to validate the SSN.
NOTE: If the CAO cannot verify the income of all family members, the entire budget group is ineligible.
FOR SNAP benefits, the entire household is ineligible until it cooperates in providing the information SSA needs to validate the SSN.
NOTE: Ineligibility of the entire household applies only to the validation requirement, not to the requirement that an individual apply for an SSN.
FOR MEDICAID AND STATE BLIND PENSION, the individual is ineligible until he provides the information SSA needs to validate the 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.
Updated August 21, 2018, Replacing July 17, 2018