2130 Social Security Numbers (Not Applicable to Child Care) - As a condition of eligibility, a Social Security number, or verification of application for one, must be provided for the following before assistance is approved:

 

  1. Programs other than cash and food assistance - All members for whom assistance is requested.

  2. For cash and food assistance purposes – All members of the mandatory filing unit or food assistance household as defined in KEESM 4200 and subsections.

 

For newborns, see 2132. For non-citizens, See Policy Memo # 00-12-03.

 

For those individuals who provide an SSN prior to approval or visit during any contact, the specialist shall record the SSN and verify it according to 2131 (1). For those individuals required to provide an SSN who do not have one, who do not know if they have one, or who are unable to find their SSN, or for whom the SSN provided appears questionable, an application for a Social Security number must be completed. The SSN application must be made at the local SSA office and verification of that application from SSA must be provided before approval.

 

An SSN may be applied for on a newborn child through the SSA's Enumeration at Birth process. The specialist shall explain to clients that refusal or failure without good cause to provide or apply for an SSN will result in exclusion of the individual for whom an SSN is not provided. The individual that has applied for an SSN shall be allowed to participate pending receipt of an SSN.

 

If an individual has been issued more than one number by Social Security, all numbers issued to that individual shall be provided. The current assigned number for that individual shall be used for eligibility purposes. Assignment of a new number occurs in limited circumstances including adoption of a child, the number is too similar to another family member’s number, more than one individual has been assigned or is using the number, identity theft, victims of sexual harassment and survivors of domestic violence, sexual assault, stalking or religious objection to the assigned number.

 

2131 Verification of SSN -
 

  1. The Social Security number(s) reported by the client shall be verified by an automated match with the Social Security Administration.
     

  2. If the individual’s SSN is not verified in the above-mentioned process, the individual may provide proof of their SSN by supplying a copy of their Social Security card or other official document containing the SSN. Often, a SSN may be unverified due to a name or date of birth difference between our records and those owned by SSA.

  3. If the individual's SSN has not been verified as described in item (1) and they have no Social Security card or other official document containing the SSN an application for a replacement Social Security card must be requested. The person should be referred to the appropriate SSA office. Refer to 2136. Proof from SSA that the individual has applied for the replacement Social Security card shall meet the SSN verification provision pending receipt of further documentation.
     
  4. When a copy of the individual’s Social Security card has been provided, it shall be maintained in the case file indefinitely.

  5. A verified SSN shall be re-verified only if the identity of the individual or the SSN becomes questionable.

 

2132 Participation Without an SSN - If any client is unable to provide an SSN, that individual must apply for one prior to approval. The individual must apply for the required SSN at the Social Security Office and verification of application for the number is required. The individual who is unable to provide an SSN, but has applied for one, may receive assistance pending receipt of the required Social Security number. When the client submits proof of application for an SSN, the individual may participate throughout the duration of the review period. (This includes SSN's applied for through the SSA's Enumeration at Birth process.) If the SSN has not been reported by the time of the next review, it should be requested at that time. If the client has the SSN, but fails or refuses to provide it, the individual is ineligible per 2134. If the client claims they did not receive an SSN, or that they received the number, but have subsequently lost it, they must begin the process again by applying for a replacement card at the district SSA office. Once the client reapplies for a number and provides documentation, they may receive assistance until the next review.

 

If proof of application for an SSN for a newborn cannot be provided, the SSN or proof of application must be provided at the next review or within 6 months following the month the child is born, whichever is later. If an SSN or proof of application for an SSN cannot be provided at the next review or within 6 months following the baby's birth, the State agency shall determine if the good cause provisions of 2133 are applicable.

 

NOTE: Based on SSA's Enumeration at Birth process, a parent can apply for an SSN for a newborn child through the process of initiating a birth certificate at the hospital. If he or she does so, documentation that an SSN has been applied for can be acquired from the hospital in one of the two ways. For hospitals submitting birth registration information to the Kansas Office of Vital Statistics electronically (through the Electronic Birth Certificates or EBC process), a letter on the hospital stationery is acceptable. This letter must be titled "Birth Confirmation Letter," contain information about the birth and a statement confirming the SSN application, and be signed and dated by an authorized hospital official. For hospitals which do not use the electronic process, a copy of form SSA-2853 which is given to the parent is acceptable. The SSA-2853 form must contain the name of the newborn as well as the date and signature of an authorized hospital official to be considered valid documentation. A copy of the letter or form is to be included in the case file. If the letter or form is not available, a copy of the child's certified birth certificate showing that the Enumeration process was elected is also acceptable documentation.

 

2133 Good Cause for Participation Without an SSN - The client who establishes good cause for failure to apply for an SSN shall be allowed to receive assistance for 1 month in addition to the month of application. For benefits to continue past these 2 months, good cause for failure to apply must be shown and documented on a monthly basis.

 

In determining if good cause exists for failure to comply with the requirement to apply for or provide an SSN, the specialist shall consider information from the individual, SSA, and any other appropriate sources. Documentary evidence or collateral information that the individual has applied for an SSN or made every effort to supply the necessary documents to complete an application for an SSN shall be considered good cause for not complying timely with this requirement. Good cause does not include delays due to illness, lack of transportation, or temporary absences because SSA makes provisions for mailing applications in lieu of applying in person. If the individual can show good cause why an application for an SSN has not been completed in a timely manner, that person shall be eligible for assistance for 1 month in addition to the month of application. Good cause for failure to apply must be shown monthly after the initial 2 months for such an individual to continue to participate. Good cause must be documented to support the decision to allow the individual to receive assistance pending application for an SSN.