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 chart below lists the SSA response codes, SSA response descriptions and the SSN verification that will be updated based on the code:

If the code is updated to “7 - Validation (system entered),” the match was successful and no further information is needed.

If the code is updated to “2 - Unverified/Pending Verification,” a workload dashboard alert will be created to prompt review of the individual’s demographic/SSN information.

Case alerts are generated for each caseload when no SSN is posted or when mismatched data is detected in eCIS.  In most cases, the reason for the mismatch can be determined either from the case record or individual contact. The CAO may see the following case alerts:

Alert “SSN 019” - No Number/EAB Process

• Case alert created by monthly batch run for all budgets to identify whose SSN verification code is 3 (No Number/EAB Process).

• When the SSN is posted directly to eCIS from SSA, the verification code will change to 6 (Enumeration) or 7 (Validation).

• When the SSN is not posted directly to eCIS from SSA and the verification code is 1 (Verified by CAO), the enumeration or validation process must occur.

Alert “SSN 020” – SSN Unverified by SSA Demographic Review Required

• The alert will generate with a semi-annual and monthly batch when unverified responses are returned from the SSA.

• This often occurs due to a demographics mismatch such as name, sex, date of birth, citizenship, or a data entry error with the social security number itself.

• Update the Demographic Screen based upon the SSA response code descriptions proved in the notes section.

Alert “SSN 021” – NB SSN Past Grace Period

• The alert will be created by a monthly batch run for TANF budgets to identify a newborn whose SSN verification code on the Demographic screen is 0 (Not Required).

• The grace period begins with the newborn child’s birth date. It ends on the first day of the second month after the birth or on the mother’s release from the hospital, whichever is later.

Alert “SSN 022” – SSN Failed Validation

• The alert is created by monthly batch run for all budgets during the semi-annual validation process to identify an individual whose SSN or other demographic information in the CIS data base does not match the information in the SSA data base.

Alert “MCI 605” – MCI Demographics Verification Request

• The alert is created when demographic information verification is requested on a LIHEAP case.

Alert “MCI 606” - MCI Demographics Updated - Verify Change

• The alert is created when demographic information is changed on a LIHEAP case.

Alert “MCI 607” - Notification - MCI Rejected Demographics Update

• The alert is created when demographic information changed on a LIHEAP case is rejected.

Alert “MCI 608” - Notification - MCI Accepted Demographics Update

• The alert is created when demographic information changed on a LIHEAP case is accepted.

Updated September 15, 2025, Replacing July 17, 2018