Revision 18-1; Effective January 1, 2018

 

 

A—410 General Policy

Revision 15-4; Effective October 1, 2015

 

All Programs except TA 31, TP 32, TP 33, TP 34, TP 35, TP 36 and TP 45

All applicants must provide a Social Security number (SSN) or apply for one through the Social Security Administration (SSA) before certification, unless they meet one of the criteria in this section.

Exception: Undocumented aliens are not required to apply for an SSN.

Non-applicants are not required to provide an SSN or proof of an application for an SSN. When non-applicants provide an SSN, advisors may attempt to verify the SSN using the procedures explained in A-440, Verification Requirements. If verification is not available through electronic data sources, verification of the non-applicant’s SSN must not be requested from the applicant.

SNAP

Children age six months or younger are not required to provide proof of an application for an SSN. Newborns may receive benefits with the household without providing proof of an application for an SSN for the later of:

  • six months following the child's birth, or
  • the next recertification/complete review.

Applicants eligible for expedited service may receive initial benefits without providing or applying for an SSN. Initial benefits can include the first two months if receiving a combined allotment.

Applicants who cannot provide required proof to apply for an SSN may receive the Supplemental Nutrition Assistance Program (SNAP) for each month they have good cause. Good cause exists when circumstances beyond the individual's control prevent the individual from securing proof required to obtain an SSN.

Medical Programs except TA 31, TP 32, TP 33, TP 34, TP 35, TP 36 and TP 45 

Applicants do not need to provide an SSN if they meet any of the following good cause reasons:

  • They are not eligible to receive an SSN;
  • They do not have an SSN and may only be issued an SSN for a valid non-work reason; or
  • They refuse to obtain an SSN because of a well-established religious objection. A well-established religious objection exists when the applicant:
    • is a member of a recognized religious sect or division of the sect; and
    • adheres to the tenets or teachings of the sect or division of the sect and for that reason is conscientiously opposed to applying for or using a national identification number.

TA 31, TP 32, TP 33, TP 34, TP 35 and TP 36 

Undocumented aliens applying for Emergency Medicaid are not required to provide an SSN.

TP 45

SSN requirements do not apply to TP 45.

If a TP 45 child has an SSN, advisors enter the SSN at Application Registration or during Data Collection in the Individual Information page. If the child does not have an SSN, advisors may refer the parent or caretaker to the SSA to complete Form SS-5, Application for Social Security Number.

 

A—411 Determining Advisor Action at Application

Revision 18-1; Effective January 1, 2018

 

All Programs except TA 31, TP 32, TP 33, TP 34, TP 35, TP 36 and TP 45

If the applicant ... then ...
  • cannot provide an SSN;*
  • provides an SSN that the Texas Integrated Eligibility Redesign System (TIERS) will not accept as valid; or
  • provides Form SSA-5028, Receipt for Application for an SSN, that is more than 30 days old,
  • refer the applicant to the local SSA office using a separate Form H1106, Enumeration Referral, for each member needing an SSN; and
  • pend the application until SSA returns Form H1106 verifying the applicant has completed the application process.

    Exception: Follow policy in A-410, General Policy, for the applicable exceptions, by program.

  • provides Form SSA-5028 (not more than 30 days old); or
  • provides Form SSA-2853, Message From Social Security, that is not more than 180 days old,
  • accept the form as proof that the applicant applied for an SSN;
  • tell the applicant to report the SSN when the applicant receives it; and
  • enter the SSN in the Eligibility Determination Group (EDG), when reported.

Note: See A-412, Action at TANF and Medical Program Redetermination — Forms SSA-5028 or SSA-2853, for action to take at the next periodic review for Temporary Assistance for Needy Families (TANF) or Medicaid recipients.

provides an SSN, enter the SSN at Application Registration or during Data Collection in the Individual Information page.
provides an SSN but indicates the name and/or date of birth on record with SSA is not correct,
  • enter the SSN at Application Registration or during Data Collection in the Individual Information page; and
  • refer the applicant to the local SSA office to update the individual’s SSA file using Form H1106. Do not pend the application for SSA's response.
provides an SSN but wants a replacement for a lost card,
  • enter the SSN at Application Registration or during Data Collection in the Individual Information page; and
  • refer the applicant to the local SSA office without Form H1106; and
  • inform applicants age 18 and older that replacement SSN cards can be requested online through the SSA by visiting socialsecurity.gov/ssnumber.

 

* If the applicant cannot provide an SSN because the applicant is a documented alien without work authorization, refer the applicant to the local SSA office using Form H1106.

Advisors must explain the following to applicants applying for an SSN:

  • the type of proof they must take to SSA to obtain an SSN (see page 2 of Form H1106, Proofs You Need to Apply for a Social Security Number Card, for common types of proof);
  • the referral procedure and the results of any delay;
  • that SSA must conduct a face-to-face interview with a person age 18 or over applying for an original SSN; and
  • that a person applying for someone else (including an adult applying for a child) must provide proof of that person's own identity in addition to proof needed for the SSN application.

When an applicant takes Form H1106 to the SSA office, SSA:

  • determines whether the applicant is eligible for an SSN;
  • submits Form SS-5 for those eligible; and
  • adds information to Form H1106 or provides another SSA receipt or letter verifying the applicant completed the SSN application process. At the applicant's request, the SSA staff member may fax the form to the advisor listed on Form H1106.

Advisors follow procedures in A-420, Failure to Comply, if the applicant does not return Form H1106 with entries made by SSA, or another receipt or letter, verifying application for an SSN for each applicant by the 30th day after the file date, or later, to allow at least 10 days.

SNAP

If the applicant cannot complete the SSN application process in a timely manner, the advisor must explain the procedure for claiming good cause. If the applicant indicates the applicant may have good cause for not complying in a timely manner, the advisor must make a good cause determination. The application is not pended for SSA's response if good cause is applicable.

 

 

A—412 Action at TANF and Medical Program Redetermination — Forms SSA-5028 or SSA-2853

Revision 15-4; Effective October 1, 2015

 

TANF and Medical Programs, except TP 43, TP 44, TP 45 and TP 48

Advisors must provide the individual with Form H1106, Enumeration Referral, at the next complete review when:

  • Form SSA-5028 or SSA-2853 is accepted at application,
  • the form is no longer current, and
  • no SSN has been received.

Advisors must indicate on Page 2 of Form H1106, Proofs You Need to Apply for a Social Security Number Card, that the form must be returned by the SSA within 60 days. At the applicant's request, the SSA staff member may fax the form to the advisor listed on Form H1106. The advisor must explain to the individual the result of noncompliance.

The complete review must not be pended for the return of Form H1106. The advisor must set a special review for the end of the 60-day period. Follow procedures in A-420, Failure to Comply, for noncompliance if:

  • Form H1106 was not returned by the deadline, and
  • an SSN was not received.

TP 43, TP 44 and TP 48

Advisors follow the procedures above, but do not set a special review. Advisors must check for compliance at the next review.

 

A—420 Failure to Comply

Revision 15-4; Effective October 1, 2015

TANF and SNAP

If an application is certified but a member is disqualified, notification of the individual’s disqualification is included on the comment section of Form TF0001, Notice of Case Action.

Exception: Advisors follow policy in A-410, General Policy, for applicable exceptions for SNAP.

Related Policy
TANF — Budgeting for a Household Member Disqualified for Noncompliance with SSN, TPR, Failure to Timely Report a Certified Child's Temporary Absence, Intentional Program Violation, Being a Fugitive or a Felony Drug Conviction, A-1362.2
SNAP — Budgeting for Members Disqualified for Citizenship, 18-50 Work Requirement or Noncompliance with Social Security Number Requirements, A-1362.3

TANF

Advisors must disqualify a required member of the certified group who fails to comply without good cause.

Exception: Advisors must deny the application/EDG if the:

  • only eligible child or otherwise eligible person does not comply; or
  • caretaker/payee refuses to cooperate and the advisor cannot otherwise determine eligibility of the other members.

SNAP

Advisors must disqualify an applicant who fails to comply.

Exception: Follow policy in A-410 for the following situations:

  • children under age six months,
  • expedited service, and
  • good cause claims.

Medical Programs except TA 31, TP 32, TP 33, TP 34, TP 35, TP 36 and TP 45

Advisors must deny an individual's eligibility if the individual fails to comply with the SSN requirements explained in this section. Denying eligibility for an individual who does not comply with SSN requirements does not impact the eligibility for any other individuals applying for or receiving Medical Program benefits.

 

A—421 Reestablishing Eligibility

Revision 15-4; Effective October 1, 2015

TANF and SNAP

If a member is disqualified at application and later complies, the individual is included effective the month after being notified of the compliance.

 

A—430 Proof Required by SSA

Revision 15-4; Effective October 1, 2015

All Programs except TA 31, TP 32, TP 33, TP 34, TP 35, TP 36 and TP 45

The proof required to get an SSN is shown in the table below, except for special situations that are listed in A-431, Special Situations. The proof needed depends on:

  • place of birth;
  • citizenship status; and
  • whether the request is for an original, duplicate, or corrected SSN.
If the applicant is a/an ... applying for ... then the applicant must furnish proof of ...
U.S. citizen born in the U.S., an original SSN, age, identity, and citizenship.
U.S. citizen born in the U.S., a duplicate SSN, identity.
U.S. citizen born outside the U.S., an original SSN, age, identity, and citizenship.
U.S. citizen born outside the U.S., a duplicate SSN, identity and citizenship.
alien, an original SSN, age, identity, and lawful alien status.
alien, a duplicate SSN, identity and lawful alien status.

 

Note: To correct/update SSN information, the applicant must provide proof required for a duplicate SSN as well as proof showing the new information.

Acceptable Proof

The documents must be originals, or copies made by the custodian of the record, such as a county clerk or registrar. SSA will return all documents submitted to SSA.

Proof of Age and Citizenship

A birth certificate is the preferred proof.

If no birth certificate is available, a U.S.-born citizen may furnish:

  • a religious record showing age or date of birth (to establish citizenship, it must have been recorded within three months of birth);
  • a hospital birth record;
  • a notice of birth registration; or
  • other documents, at least one year old, that show:
    • name,
    • age or date of birth, and
    • place of birth.

If no birth certificate is available, a foreign-born U.S. citizen may furnish a:

  • U.S. Consular Report of Birth,
  • U.S. Citizen Identification Card (Form I-197),
  • Certificate of U.S. Citizenship (Form N-560),
  • U.S. Passport, or
  • Certificate of Naturalization (Form N-550 or N-570).

Proof of lawful alien status:

  • I-551, Permanent Resident Card (Resident Alien Card);
  • I-151, Alien Registration Receipt Card;
  • I-94, Arrival-Departure Record; or
  • I-688A, Employment Authorization Card.

Proof of Identity

Proof of identity must contain enough information to identify the applicant, such as name, age or date of birth, address, signature, and physical description. Examples of acceptable documents are:

 

Identity card Adoption record
Work identification card Medical record/vaccination record
Driver's license Insurance policy
U.S. passport School record/report card
Marriage or divorce record Voter registration

 

A—431 Special Situations

Revision 15-4; Effective October 1, 2015

All Programs except TA 31, TP 32, TP 33, TP 34, TP 35, TP 36 and TP 45

The following situations require special handling.

  • If the SSN applicant is a non-U.S. citizen who traditionally uses a name order different from the customary U.S. name order (first name, middle name, last or family name), determine name order according to U.S. custom and enter appropriately onForm H1106, Enumeration Referral.

 

Example: Vietnamese name on I-94: Nguyen Thi Mai
- last first middle
Enter on Form H1106: Thi Mai Nguyen

 

  • The SSA can make citizenship determinations for SSN purposes in two situations where a child is born outside the U.S. to U.S. citizen parents. They are:
    • the child was born to parents wedded to one another, both parents were U.S. citizens when the child was born, and at least one parent resided in the U.S. any time before the child's birth; or
    • the child was born out of wedlock to a U.S. citizen mother, who resided in the U.S. at least one year before the child's birth.

 

In these two situations, SSA requires:

  • proof of the parents' U.S. citizenship,
  • proof of the parent/child relationship, and
  • proof the parent lived in the U.S. before the child's birth.

In all other situations, SSA will refer the SSN applicant to the U.S. Citizenship and Immigration Services for a citizenship determination.

 

A—432 SSN Discrepancy Clearance Procedures

Revision 15-4; Effective October 1, 2015

All Programs except TA 31, TP 32, TP 33, TP 34, TP 35, TP 36 and TP 45

If an individual's SSN cannot be verified, TIERS will generate an Alert 268, Social Security Administration Unable to Verify SSN (RG-083). A task is created for the Alert 268, and it is routed to the Customer Care Center (CCC) for action.

If the individual fails to cooperate in clearing the discrepancy with the SSA, advisors follow procedures in A-420, Failure to Comply.

Note: If TIERS shows the SSN as verified, but it needs to be corrected, advisors must send a memorandum with the correct SSN to State Office Data Integrity (SODI) to make a change:

SODI Section, Data Base Support

P.O. Box 14930, MC Y92-2

Or fax to Data Base Support at 512-706-7140.

Or send the request to the Data Integrity email box at HHSC DI Biographical Corrections@hhsc.state.tx.us.

SODI staff notifies the staff member by memo when the change is made.

 

A—440 Verification Requirements

Revision 15-4; Effective October 1, 2015

 

All Programs except TA 31, TP 32, TP 33, TP 34, TP 35, TP 36 and TP 45

Advisors must verify that a household member applied for a SSN when the applicant cannot provide an SSN. Refer to A-410, General Policy, for applicable exceptions, by program.

TANF and SNAP

SSNs are validated through the SSA interface in TIERS. Validation of an SSN is identified in the Data Collection/Individual Summary Page when the SSA box is checked for the individual.

Medical Programs except TA 31, TP 32, TP 33, TP 34, TP 35, TP 36 and TP 45

Advisors must follow the policy for verifying SSN using State Online Query (SOLQ) or Wire Third-Party Query (WTPY) as explained in A-351.2, Using State Online Query (SOLQ) or Wire Third-Party Query (WTPY) to Verify Citizenship.

If the advisor is unable to verify the SSN using SOLQ or WTPY, the advisor must:

  • Review the information entered into the SOLQ or WTPY request with the information provided by the applicant. If a typographical error is found, submit a new SOLQ or WTPY request with the correct information.
  • If no typographical errors are found, contact the applicant by phone to ensure the information provided is accurate. If the applicant provides new information, submit another SOLQ or WTPY request with the correct information. Update the EDG record with the correct information.
  • If unable to contact the applicant by phone, send the applicant Form H1020, Request for Information or Action, to request verification of the applicant’s SSN along with any additional information needed. Allow the individual 10 days to provide proof.
  • If the individual fails to cooperate in clearing the discrepancy with the SSA, advisors must follow procedures explained in A-420, Failure to Comply.

Advisors must verify all good cause reasons to providing an SSN, explained in A-410.

Related Policy
Questionable Information, C-920
Providing Verification, C-930

 

A—441 Verification Sources

Revision 15-4; Effective October 1, 2015

All Programs

For SSN discrepancies or SSNs that cannot be verified through the SSA interface, SOLQ, or WTPY, the applicant must provide one of the following:

  • Copy of the SSN card; or
  • Social Security Administration letter confirming the SSN.

Acceptable proof of application of an SSN includes:

  • Form SSA-5028, Receipt for Application for an SSN, less than 30 days old;
  • Form SSA-2853, Message From Social Security, less than 180 days old; and
  • Form H1106, Enumeration Referral.

Medical Programs

Form H1106, completed by the Social Security Administration, is the acceptable verification source for not providing an SSN due to ineligibility to receive an SSN or eligibility to receive an SSN only for a valid non-work reason. Advisors must review the response provided by the SSA on the Form H1106 to determine which good cause reason the applicant meets.

Acceptable sources of verification for a well-established religious objection include:

  • an approved IRS Form 4029, Application for Exemption from Social Security and Medicare Taxes and Waiver of Benefits; or
  • a letter from a leader of the religious organization, a document setting out the tenets of the religious organization which justify the good cause reason, or a similar document.

Note: If the source of verification for a religious exemption is questionable, advisors must contact their supervisor who will coordinate with the Texas Health and Human Services Commission (HHSC) regional attorneys to ensure the documentation is sufficient.

 

A—450 Documentation Requirements

Revision 15-4; Effective October 1, 2015

All Programs except TA 31, TP 32, TP 33, TP 34, TP 35, TP 36 and TP 45

In the Data Collection/Individual Demographics-SSN/Armed Services page, the advisor must enter the date the individual was given Form SSA-5028, Receipt for Application for an SSN, or Form SSA-2853, Message From Social Security, or the date the applicant returned Form H1106, Enumeration Referral. For EDGs with an individual currently being enumerated, the advisor sends the following documents for imaging:

  • Form H1106,
  • a copy of Form SSA-5028, or
  • a copy of Form SSA-2853.

Advisors must document that the SSA enumerated the individual or was unable to do so.

Related Policy

Documentation, C-940

SNAP

Advisors must document good cause claims according to A-410, General Policy.

Related Policy
The Texas Works Documentation Guide