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A. SSA Citizenship/Identity Data Match
The preferred method of citizenship/identity verification for applicants stating they are U.S. citizens is a Social Security Administration (SSA) Citizenship/Identity data match.
1. A SSA citizenship/identity match is available through EIS when a DSS-8124 is keyed. Complete the SSA data match only for individuals who state they are U.S. citizens and who have a social security number (ssn).
After the submission of the data match request, SSA sends a response that either verifies citizenship and identity or reports an exception. The match for citizenship is incomplete until the exception is resolved.
Refer to Manual Section 130, Application Processing for additional information for verifying U.S. citizenship and identity at application.
2. Exclusions to the SSA Citizenship/Identity Data Match
Do not submit the following individuals to SSA for data match:
B. Other Methods for Verifying Statements of U.S. Citizenship
If the caseworker is unable to submit individuals for match with the Social Security Administration or if there is an unresolved SSA match discrepancy use other methods to verify the individual’s statement of U.S. citizenship.
1. Review the case file and all county records for citizenship and/or identity evidence the agency may have on file.
2. If documentation is found, make a copy of the documentation for the Work First case file. Include in the case file the location of the documents, the date initially provided to the agency and the level of reliability of the documents.
3. If evidence is not found on file in the agency, discuss with the applicant/recipient what documents may be available and how they can be obtained. If the individual is unable to obtain the necessary documents or requests assistance in obtaining the documents the agency must assist the individual in acquiring the documents. Include the need for verification of citizenship and/or identity on the DSS-8146A.
C. Acceptable Forms of Citizenship/Identity Documentation for U.S. Citizens
All documents must be either originals or copies certified by the issuing agency. Do not accept notarized copies.
1. To establish U.S. citizenship the document must show a U.S. place of birth or that the person is a U.S. citizen.
Children born in the U.S. to foreign sovereigns or diplomatic officers are not U.S. citizens. However, children born to U.S. citizens in a foreign country have U.S. citizenship as well as citizenship in the foreign country. The parents or child chooses the country of citizenship.
2. To establish identity the document must provide information related to the person named on the document.
3. Information establishing citizenship and identity verifications obtained by electronic data matching or inquiry is acceptable.
a. SOLQ social security number inquiry for each applicant or recipient may be used to establish identity. If the inquiry results in a match, print the screen and document the case file.
b. Citizenship and identity both may be established through OLV using SDX for current or former SSI recipients. Use OLV to access SOLQ for current and former Medicare and SSDI recipients to establish citizenship and identity.
c. Use original documentation from United States Citizenship and Immigration Services (USCIS) for Lawful Permanent Resident (LPR) recipient/applicants and use Systematic Alien Verification for Entitlement Program (SAVE), to verify the authenticity of the document. Place the screen print of the documentation in the case file and use hierarchy code 50.
d. Citizenship may be established by electronic data matching with the local register of deeds. The agency may opt to go to the register of deeds and locate the birth record. Screen print the verification or document the viewed birth record as noted above. Written authorization is required from the applicant / recipient for the county agency to request certified copies of North Carolina birth records/certifications.
Instructions on obtaining information from North Carolina Vital Records can be found at NC Vital Records: Public Health.
D. Birth Records for Puerto Rico Born Citizens
Puerto Rico implemented a law in December 2009 (Law 191) which invalidates all birth certificates issued to citizens born in Puerto Rico before July 1, 2010. On July 1, 2010 the Puerto Rico Vital Statistics Record Office began issuing new birth certificates.
The process of confirming citizenship through the SSA data match is still the preferred method of verification. If the data comes back as valid, there is nothing else that needs to be done. However, if the data comes back as invalid the caseworker must obtain a valid birth certificate with an issue date of July 1, 2010 or after.
If citizenship was previously verified and the verification indicator code and date were keyed into EIS, the caseworker is not required to re-verify citizenship. This new law should not affect individuals who recertify or reapply for benefits, unless citizenship was not established.
1. The process to obtain verification of birth from The Puerto Rico Department of Healthcare Demographic Registry Office of Puerto Rico will provide findings within two (2) business days at no cost to the State or local agency. The findings will either confirm and validate the demographic information submitted to the office or advise that the information submitted is not consistent with the information in the Office of Registry.
All validations of demographic information will contain an official stamp from the Puerto Rico Department of Healthcare Demographic Registry Office. The information received is privileged and confidential. Any unauthorized dissemination, distribution of copies is prohibited.
2. All requests must be made in writing by e-mail, fax, or mail. A request for validation may not be completed over the phone. Follow the instructions below for submitting formal requests:
a. To Submit by Email: Submit the request from an official government e- mail address to Registrodemografico@salud.gov.pr
b. To Submit by Facsimile (fax): Make the request on official letterhead and fax to the attention of: Validation Office at 1 (787) 767-8605 or 1 (787) 766-1299.
c. To Submit by Regular Mail: Make the request on official letterhead and mail to the attention of Validation Office, Demographic Registry Office of Puerto Rico, Department of Health, P.O. Box 11854, San Juan, Puerto Rico 00910.
3. In the formal request, provide the following information for each individual:
a. Name of the applicant as it appears on the birth certificate including both last names if more than one last name;
b. Date of birth;
c. Place of birth; and
d. Indicate the method for receiving the response from Puerto Rico:
1. If by e-mail, indicate the official government agency e-mail address where the response should be sent.
2. If by facsimile (fax), indicate the official government agency fax number that should be used.
3. If by regular mail, indicate the agency’s full mailing address.
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For questions or clarification on any of the policy contained in these manuals, please contact your local county office. |
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