Purpose: With few exceptions, a true and valid Social Security Account Number is required for program eligibility. This section provides information and instructions for obtaining SSNs for the members of an assistance unit.
WAC 388-476-0005 Social security number requirements.
With certain exceptions, each person who applies for or receives cash, medical or food assistance benefits must provide to the department a Social Security number (SSN), or numbers if more than one has been issued.
If the person is unable to provide the SSN, either because it is not known or has not been issued, the person must:
Apply for the SSN;
Provide proof that the SSN has been applied for; and
Provide the SSN when it is received.
Assistance will not be delayed, denied or terminated pending the issuance of an SSN by the Social Security Administration. However, a person who does not comply with these requirements is not eligible for assistance.
For cash, medical, and food assistance benefits, a person cannot be disqualified from receiving benefits for refusing to apply for or supply an SSN based on religious grounds.
For food assistance programs:
A person can receive benefits for the month of application and the following month if the person attempted to apply for the SSN and made every effort to provide the needed information to the Social Security Administration.
A newborn may receive benefits for up to six months from the date of birth if the household is unable to provide proof of application for an SSN at the time of birth.
For medical programs, a newborn as described in WAC 388-505-0210(1) is eligible for categorically needy (CN) medical without meeting the SSN requirement until the baby's first birthday.
Certain members of the household who apply for assistance may not be eligible for benefits (e.g., the undocumented parents of citizen children, etc.). SSNs are not a requirement for ineligible members when processing the application of the applying AU.
If a current and valid SSN is not available, the department must assist a person in making application for an SSN. Consider using "Good Cause" to extend the eligibility of clients who are demonstrating a reasonable effort to comply with the SSN requirement . Clients are not to be penalized under circumstances described below in Worker Responsibilities.
With advance and adequate notice, remove any individual from the assistance unit who fails to provide or apply for an SSN without Good Cause by coding the SSA/SSN Referral field on the DEM 1 screen with “N” or “R”. Before any denial or termination, check the case record and any available systems (including SOLQ) for a possible valid SSN.
WORKER RESPONSIBILITIES
Verifying an SSN:
Enter the client provided SSN on the ACES DEM1 Screen. Verify the SSN by accessing State-Online Query (SOLQ) before exiting the screen. When the SSN is verified in SOLQ, no additional verification is needed.
Applying for an SSN:
Use the ACES letter 023-08 SSN Referral to refer households to the Social Security Administration District Office (SSADO) for:
Application for a number;
Application for a replacement card; or
Determination of a previously issued number.
Accept documents signed and dated by a hospital official, as verification that a household applied for an SSN for a newborn while at the hospital.
Set an ACES alert or DMS case tickle for 60 days to request the SSN if not already provided.
Update ACES when the client provides the reequested SSN.
For newborns born to a mother receiving Medicaid, enter the SSN if provided. Request the SSN or verification of SSN application but do not deny or terminate their 12 months of continuous coverage regardless of the medical coverage group. These children are still required to provide enumeration verification for allother assistance programs.
Refusing or Failing to Provide
Code as "Refused" or "No" in ACES on the SSA/SSN Referral field on DEM1 any individual who refuses to fails to provide a SSN and doesn't claim Good Cause. This will have no effect on children's medical eligibility during their first 12 months of life.
If the individual claims religious grounds for refusing or failing to provide a SSN:
No negative action is taken.
Use an existing SSN for verification and matching purposes without further notice to the client if one is already known to the Department.
Check with the Social Security Administration to see if a SSN has been issued for the client.
Document the client's statement regarding the religious objection. No further verification is necessary. Continue to ask and document at subsequent eligibility reviews.
A personal or cultural belief does not qualify as a religious objection to supply a SSN.
Any individual who provides written proof has "Good Cause", if they:
Attempted to apply for a SSN; and,
Made substantial and reasonable efforts to supply the Social Security Administration with the necessary information; or
Are a victim of domestic violence and are unable or unwilling to supply a SSN.
Good Cause doesn't include delays due to illness, lack of transportation, temporary absence, or failure to respond to the SSN request.
Request the SSN at each application and eligibility review and determine/document if Good Cause still exists. Children remain continuously eligible through their current medical certification period even if the SSN is not provided.>
SSNs not validated in SOLQ:
a. Recheck and re-verify the SSN to resolve any discrepancy when the ACES valid value does not show the SSN to be federally verified.
b. For food assistance, terminate benefits for the individual if:
i. The member is requested to provide information and fails to do so; or
ii. SOLQ shows that the SSN does not belong to the client and the client refuses to cooperate.
