Work First 110 – Social Security Number Requirement

IV. APPLYING FOR A SOCIAL SECURITY NUMBER

Applications for social security numbers are made through the Social Security Administration. The county agency may send all families to the local Social Security Office to apply, complete the Social Security Number application (SS-5) for all families, or help families mail their applications to the local Social Security Office.

Each county has to coordinate with its local Social Security Office so that they can mutually agree on the method that works best. The Social Security Administration (SSA) will also advise the county about the type of documentation needed to process applications for social security numbers and the specific process.

NOTE: In instances where the family is unable to go to the local Social Security Office, the caseworker must complete the SS-5 for the family.

Regardless of the method on which the agency and the Social Security Office mutually agree, the following must occur:

A. The caseworker must complete the Referral for Social Security Number Application (DSS-8174). This form must accompany the application for a social security number. Maintain a copy in the case file.

1. Complete the "NPN" number. The NPN number identifies the State and county in which the family member lives and includes the EIS Individual ID of the family member. The NPN number is used to match with information in EIS so an "Enumeration Data Sheet" is generated. For successful matches, the "Enumeration Data Sheet" identifies the individual and their new SSN.

2. After the pre-printed State code (340), enter the agency’s three-digit county code (002 or 093 for example) and the individual's EIS Individual ID number.

B. Based on the agency’s agreement with the local Social Security office, explain to the family the type of documentation Social Security needs to process the application.

The SS-5 lists all acceptable verifications for original and replacement Social Security cards.

C. The agency is responsible for assisting the family in obtaining the documentation necessary to apply for a social security number (SSN), such as obtaining birth verification.

D. Enter the correct code in EIS to indicate that the individual is applying for a SSN.

E. Verification that the individual has actually applied for a SSN must be in the case file. The Social Security Office can complete a "Receipt for Application For a Social Security Number" or the bottom of the Referral for Social Security Number Application (DSS-8174).

F. After the family provides the SSN or the caseworker receives the "Enumeration Data Sheet", enter the SSN into EIS.

Refer to instructions in the Work First User Manual when entering social security number data.

V. FAILURE TO COMPLY WITH THE SOCIAL SECURITY NUMBER REQUIREMENT

If a family member fails to cooperate in applying for or providing a social security number (SSN) without good cause, the family member is ineligible to receive Work First Family Assistance. If the family states they are unable to provide an SSN or the information needed to apply for an SSN, the caseworker must determine if there is good cause for the non-cooperation. For example, the family states official records were destroyed in a fire. The caseworker must verify the information to the extent that the caseworker is satisfied the family’s statement is accurate. If the caseworker determines there is good cause as to why the family is unable to provide the SSN, the individual should not be terminated. The case file must document the family’s statement and the caseworker’s efforts in verifying the family’s statement. The caseworker should continue to assist the family in their efforts to locate acceptable verifications for original or replacement Social Security cards.

If the caseworker is unable to substantiate the family’s claim of good cause, the family member is ineligible for Work First Family Assistance and is removed from the assistance unit.

Once an individual is removed from the assistance unit for refusal or failure to provide an SSN, the ineligible member must provide an SSN before eligibility can be established.