Work First 110 - Rule To Apply For A Social Security Number

V. HOW DOES A FAMILY APPLY FOR A SOCIAL SECURITY NUMBER OR FOR A DUPLICATE NUMBER?

Applications for social security numbers have to be made through the Social Security Administration, but a county has several options. The county may send all families to the local Social Security Office to apply, complete the social security number application (SS-5, Figure 1) for all families, or help families mail their applications to the 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 for them. Social Security will also advise the county about the kinds of documentation it needs to process applications for social security numbers and the specific process to follow.

NOTE: Even if you and the local Social Security Office have mutually agreed that families will go to the Social Security Office to apply for a number, there may be instances when a family is unable to go to the Social Security Office. In these instances, you must complete the social security number application for the family.

There are some things that have to be done regardless of the method on which you and the Social Security Office mutually agree.

A. You always have to complete the Referral for Social Security Number Application (DSS-8174). This form has to accompany the application for a social security number for a Work First family. You should keep a copy for your record.

1. Be sure to complete the "NPN" number. The NPN number identifies for Social Security the State and county in which the Work First family member lives and the EIS individual ID of the family member. The NPN number is used to match with information in EIS so that the "Enumeration Data Sheet" can be generated. For successful matches, the "Enumeration Data Sheet" identifies the individual and his new social security number.

2. Enter beside the pre-printed State code (340) your three-digit county code (002 or 093 for example) followed immediately with the individual's Individual ID.

B. Based on your agreement with Social Security, explain to the family the kinds of documentation Social Security needs to process the application for a social security number. Use the following guidelines.

• Social Security requires original documents; photocopies are not accepted;
• Proof of identification is needed for all replacement cards;
• Birth certificates are not acceptable proof of identity;
• Most immigrants need to apply in person at the Social Security office; and
• The SS-5 lists all acceptable verifications for original and replacement Social Security cards.

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

D. Enter the correct code in EIS to indicate that the individual is applying for a social security number. Refer to the instructions in the Work First Users Manual.

E. You are required to have verification that the individual has actually applied for a social security number. 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 number or you receive an "Enumeration Data Sheet," enter the social security number into EIS. Refer to the instructions in the Work First Users Manual.