Family and Children's Medicaid MA-3355 ENUMERATION PROCEDURES
III. ENUMERATION PROCEDURES
A. If the assistance unit member cannot provide and/or does not have a SSN, the county DSS must:
1. Complete an SS-5 or assist the client in completing the SS-5 for each assistance unit member for whom a SSN is needed.
a. Complete to the line that says, "Do Not Write Below This Line (For SSA Use Only)." Below the line, enter the NPN code. See 2.a., below
b. Have the client sign the SS-5.
2. Complete a DSS-8174, Referral for Social Security Number Application, for each assistance unit member for whom an SSN is needed.
3. Obtain Necessary Documentation
a. Proof of age must be submitted with the SS-5. Obtain the required documentation.
REISSUED 11/01/06 – CHANGE NOTICE 19-06
(III.A.3.a)
SSA accepts the following original or certified documents for age: (One of the following records established before the 5th birthday)
- Public birth certificate, or
- Religious record showing age or date of birth, or
- Hospital record of birth, or
- Mother's copy of the birth certificate signed by the physician.
If the birth was never recorded or the public record no longer exists, submit two documents from the list in III.A.3.d. below. At least one document must show name, age or date of birth and place of birth and must be at least one year old.
b. Proof of identity must be submitted with the SS-5. It is recommended that the DSS-8174 be used to document identity. Each agency must establish with SSA if the DSS-8174 is acceptable as a public assistance ID. If the DSS-8174 is acceptable, no other documents proving identity are necessary.
c. If SSA does not accept the DSS-8174 as a public assistance ID, negotiate what is acceptable as a public assistance ID. SSA may accept the following as a public assistance ID. Type the information on county letterhead. Sign the form.
- County Name
- Assistance Unit Member's Name
- Assistance Unit Member's Address
- Assistance Unit Member's Date of Birth
- Assistance Unit Member's Individual ID Number
- Case Status
- Dates of Eligibility, if applicable
- Signature of Income Maintenance Caseworker
- Title of Income Maintenance Caseworker
If the above format is acceptable, other documents proving identity are unnecessary.
REISSUED 11/01/06 – CHANGE NOTICE 19-06
(III.A.3.)
d. If additional proof of identity is necessary, SSA accepts the following certified documents:
- Insurance policy
- Driver's license
- School ID card
- Vaccination certification
- Adoption record
- School record or report card
- Clinic, doctor or hospital record
- Church membership or confirmation record
- Day care or nursery school record
- U.S. passport or U.S. citizen ID card
- Labor union or fraternal organization record
- Record of child's membership in Boy Scouts, Girl Scouts or other youth organization
- Marriage or divorce record
- Work badge or building pass
- Voter's registration card
- Military record
- Newspaper notice of birth
- Public assistance ID card
- Military dependent's ID
- Court order for name change
- Any other document providing identifying data sufficient to establish proper identity.
e. If the client owns the certified documents, have the client sign the DSS-8173, "Release for Enumeration", which releases the county from any liability if the documents are lost. If the client refuses to sign the DSS-8173, document the client's refusal and see III.B. below. Note on the DSS-8174 if the county or client owns the documents.
REISSUED 11/01/06 – CHANGE NOTICE 19-06
(III.A.)
4. Mail the SSN Application to SSA
a. Mail the SS-5, the DSS-8174, and the documents proving age and identity, if applicable, to the local SSA, except for those situations listed in III.B. below.
b. Note on the DSS-8174 if the agency or the client owns the documents proving identify and age. SSA will return these documents to the proper owner.
c. Retain a copy of the DSS-8174 in the case record.
d. The assistance unit member is enumerated on the date the agency mails the SS-5, DSS-8174 and appropriate documents to SSA.
e. Upon receipt of the SS-5, SSA certifies the SS-5. The DSS-8174 is signed and dated and returned to the dss. The documents are returned to the owner.
f. Upon receipt of the DSS-8174, date stamp the DSS-8174 and file in the case record.
g. Enter the correct code in EIS to indicate that the enumeration process has begun. Refer to the EIS Manual, Codes Appendix.
h. See V., below, for information on how the number is validated. SSA will send a county specific sheet with the correct SSN.
i. Enter the SSN using the Name Change screen and enter the correct code in EIS. Refer to the EIS Manual, Section 1056 and Codes Appendix.
j. If the number does not match refer to V.D., below.
k. If the SS-5 is improperly completed, the local SSA will mail the application and documents back to the county for correction. Within 5 workdays, return the corrected application.
REISSUED 11/01/06 – CHANGE NOTICE 19-06
(III.)
B. The client must go to SSA to apply for a SSN in the following situations:
- The client chooses to go to the SSA, or
- The assistance unit member is 18 or older and has never had a SSN, or
- The assistance unit member is an alien whose immigration documents should not be mailed, or
- The client refuses to release his certified documents to the county, or
- Local SSA procedures prohibit accepting the SS-5 by mail.
1. Document the reason the SSN application cannot be mailed to SSA. It must be one of the reasons listed above.
2. Instruct the client to take the completed SS-5, DSS-8174, and documents to the local SSA.
3. The local SSA completes the SS-5 and signs and dates the DSS-8174 and returns it to the dss.
4. If the client loses the DSS-8174 or forgets to take it to the local SSA, he must request SSA complete a SSA-5028 and mail it to the agency or give it to him to return to the agency.
5. Upon receipt of the DSS-8174 or SSA-5028 from SSA, date stamp and file the form in the case record.
6. Enter the correct code in EIS to indicate that the enumeration process has begun. Refer to the EIS Manual, Codes Appendix.
7. Once the SSN is assigned, the information in the SSA files is matched with the information in EIS.
8. Enter the SSN using the Name Change screen and enter the correct code in EIS. Refer to the EIS Manual, Section 1056 and Codes Appendix.
9. If the number does not match refer to V.D., below.
REVISED 11/01/06 – CHANGE NOTICE 19-06
(III.)
C. Special Provisions for Children in Foster Care or Child Adoption is Final
1. For children receiving under the HSF aid/program category who have not been enumerated:
a. Use the birth certificate issued in the birth name to request a SSN.
b. Follow procedures in III.A. above.
2. For an adopted child, once the adoption is final, Social Security will retain the Social Security number the child had prior to adoption. The Social Security Administration does not issue a new Social Security Number (SSN) for adopted children unless the parents request a new SSN and then only in certain situations, such as abusive/domestic violence cases or to conceal identity.
The caseworker must not request a new social security number nor fill out the forms for the adoptive parents. Caseworkers must inform the adoptive parents that if the parents want to conceal the child’s identity, the parents must go to the Social Security Administration. The parents have to get the new birth certificate before applying for a SSN. This may cause problems for the family until the new SSN is issued. If the parents request a new SSN, remind them to report this new SSN as soon as received.
Take the following steps:
a. Evaluate the adopted child’s Medicaid eligibility.
If eligible, continue with the existing case or change the case to the appropriate Medicaid/NCHC case and classification.
b. Inform the parents they must request a new social security card showing the changed name.
c. Use the same individual ID number.
d. Use the same case number.
e. Use the name change screen in EIS to change the child’s name to the adoptive name. This results in SSA Validation report showing discrepancy.
f. Use the same social security number.
REVISED 11/01/06 – CHANGE NOTICE 19-06
(III.C.)
