Appendix C: SSN Validation Procedures

Semiannually (January and July) of each year, the Bureau of Information Systems (BIS) extracts all active SSNs that have an SSN verification code 1 or 2 from eCIS, and sends them to SSA for a validation match. All SSNs that are not received directly from SSA and posted must be validated by matching all demographic information with SSA’s enumeration files. The CAO will verify any mismatched demographic information by comparing the mismatched data against the data in the case record to determine if correct information was entered in eCIS. If the information in eCIS is incorrect, the CAO will make corrections to eCIS or contact the individual and request the necessary verification. If the CAO determines that the error is in the SSA files, the CAO will send the individual to the local SSA office with a Referral to the Social Security Administration (PA 1564). The CAO must advise the individual what type of verification SSA will need to make necessary corrections.

The Validation Report, ENV 290-R01, is generated for each caseload. The mismatched data is indicated on the report by an SSA error code. These errors will continue to recycle on following reports until the information has been corrected and an SSN validation code 7 has been posted to eCIS. The “Frequency” field on the report shows the number of times the SSN was sent to SSA for validation. The SSN will be sent to SSA twice a year until an SSN validation code 7 is posted to eCIS.

Below are procedural guidelines and the SSA Validation Error code explanations for clearance of most mismatches which appear on the ENV 290-R01 report. In most cases, the reason for the mismatch can be determined either from the case record or individual contact. The CAO will take the following corrective actions for the codes indicated.

 CODE "1"-"SSN NOT ON SSA FILE."

• Verify all individual demographics and compare to demographics in eCIS.

• Correct any erroneous data in eCIS.

• If all demographic information is correct in eCIS, ask the individual to provide his SSN card to verify that the correct number was recorded in eCIS. If the SSN is correct, send the individual to SSA with a PA 1564 indicating the correct SSN.

CODE "2"-"NAME MATCHES, DOB MATCHES, SEX CODE DOES NOT MATCH."

• Verify all individual demographics and compare to demographics in eCIS.

• Correct sex code if in error.

• If sex code is correct as shown in eCIS, send the individual to SSA with a PA 1564 indicating the correct sex code.

CODE “3” – “NAME MATCHES, SEX CODE MATCHES, DOB DOES NOT MATCH."

• Verify all individual demographics and compare to demographics in eCIS.

• Correct DOB if in error.

• If DOB is correct in eCIS, send the individual to SSA with a PA 1564 indicating the correct DOB.

CODE “4” – “NAME MATCHES, DOB AND SEX CODE DO NOT MATCH."

• Verify all individual demographics and compare to eCIS demographics.

• Correct DOB and sex code if in error.

• If DOB and sex code is correct in eCIS, send the individual to SSA with a PA 1564 indicating the correct DOB and sex.

CODE “5” – “NAME DOES NOT MATCH, DOB AND SEX CODE DO MATCH."

• First Names – If the mismatch is a result of eCIS showing a first name different from the first name submitted to SSA and all other demographics are correct for the individual, make a name correction to eCIS as it appears on SSN card and/or birth certificate.

• If the information in eCIS is correct do not make changes. Correct only erroneous data. Send the individual to SSA with a PA 1564 indicating the correct name.

• Married/Maiden/Other Last Names – Some married/maiden name errors appear on the printout and some other data may be incorrect. Verify all demographics for these individuals. Correct erroneous demographics on CIS. Do not change the name if correct in eCIS.

NOTE: For all individuals using names different from the name reflected on their SSN card, send the individual to SSA with a PA 1564 indicating the correct name. The correct name should be the same as documented in the case record file and in eCIS.

CODE “6” – (BIS VALIDATION ERROR) – “SSN DOES NOT APPEAR in eCIS DATA BASE.”

• The SSN was extracted from the CIS data base and sent to SSA for validation. Prior to receipt of the SSA validation tape, the SSN was changed in eCIS by the CAO. This problem should correct itself during the next SSN validation tape run.

In this situation, the CAOs are required to verify the individual’s SSN through review of the SSN card. In most cases, the SSN verification may have already been completed. If not, review the SSN card and make the necessary correction to eCIS, if applicable.

The SSN Validation System will validate SSNs and generate summary reports semiannually (January and July) by the 15^th of the month. These reports will show the following information:

•  The number of SSNs validated per current validation run.

• The number of SSNs not validated due to mismatched data per current validation run and previous validation runs.

• The totals for each SSN not validated error code. A definition for each error code is indicated at the end of each report.

The reports are as follows:

ENV 290-R02 (SSN Validation/Caseload Totals by County/District and Caseload).
This report is sent to each individual county/district office. It provides totals for the validation activities of each caseload.

ENV 290-R03 (SSN Validation/County/District Totals).
This report is sent to counties that have more than one district office. It provides totals for validation activities of each district office in the county.

ENV 290-R04 (SSN Validation/Area Level Totals by County).
This report is sent to the Bureau of Operations. It provides totals for the validation activities of each Area by county.

ENV 290-R05 (SSN Validation/State Total by Area).
This report is sent to the Bureau of Operations. It provides the totals for the validation activities of each Area.

Reviewed July 17, 2018