The SSN provided by the individual is entered into the electronic Client Information System (eCIS). Alerts are generated when SSNs are not posted to eCIS because of demographic data mismatches, or the individual cannot be located in eCIS. In addition, alerts will be generated when indivduals active in eCIS have zeros in the SSN field for over 120 days. These mismatches will continue to generate alerts until the information has been corrected, and an SSN enumeration code 6 has been posted to eCIS. The SSN may also be posted to eCIS through an automated match with SSA.
CAO’s must review case alerts that are generated for when no SSN is posted for the individual’s continued eligibility. The CAO has 30 days to update the case record with the correct SSN and evaluate eligibility if verification is not provided.
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 eCIS 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.
Posting a Zero SSN
If an active recipient is in eCIS with zeros in the SSN Field for over 120 days, an alert will be generated. The CAO will review the alert 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 Enumeration at Birth (EAB) Receipt 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 they 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.
Review the case for any exceptions to providing an SSN per SHB 950.2 or Good Cause per SHB 950.23
Take action to discontinue TANF, SBP, SSP-Only, SNAP, MA, CHIP, and LTC for individuals if no SSN has been provided and they do not meet an exception or good cause.
Review for RCA and RMA if the individual is a refugee and has been in the country less than 4 months.
If the client refuses to cooperate, apply the policy in Section 950.22, Refusal to Cooperate in Applying for an SSN.
Updated September 15, 2025, Replacing July 17, 2018