1. (a) To meet the Social Security enumeration requirement, each eligible person included in the budget unit must either:

   1. (1) Declare a Social Security number; or
   2. (2) Apply for a Social Security number if one has not been issued or if one has been issued but is not known.

2. (b) Individuals who declare a Social Security number.

   1. (1)

      1. (A) To declare a Social Security number, an individual must state the number.
      2. (B) Verification is not required.

   2. (2)

      1. (A) When an individual declares a Social Security number, the eligibility worker will enter the Social Security number to the ANSWER system for verification through the Income Eligibility and Verification System (IEVS) system.
      2. (B) This verification process is described in this section.

   3. (3)

      1. (A) The county office worker will not attempt to verify the Social Security number declared.
      2. (B) However, if the household presents documentary evidence such as a Social Security card, a copy will be placed in the case record and used, if necessary, to clear any Social Security number discrepancies.

3. (c) Social Security number application process — No Social Security number or Social Security number not known.

   1. (1) Aliens and individuals age twelve (12) or over.

      1. (A)

4. (i) An alien, regardless of age, and an individual age twelve (12) or over must apply in person at the local Social Security Administration office.

   1. (ii) The eligibility worker will issue an SS-5, Application for a Social Security Card, and a DCO-12, Enumeration Referral, along with the identifying information and pseudo Social Security number to the applicant.

      1. (iii) The worker will not forward any evidence to the Social Security Administration for the applicant unless the Social Security Administration specifically requests such evidence.

         1. (iv) A photocopy of the SS-5 and DCO-12 will be retained in the county office until the DCO-12 is returned by the Social Security Administration showing that a complete Social Security number application has been received.
      2. (B) An individual who has been issued a number but does not know it can obtain a replacement Social Security card by completing an SS-5 and taking or mailing it to the Social Security Administration.
      3. (C) If the DCO-12 is returned by the Social Security Administration showing that a complete Social Security number application has not been received, the eligibility worker will send a DCO-1 advising the applicant that he or she must submit a complete Social Security number application to the Social Security Administration within ten (10) days or the TEA application will be processed without that person’s eligibility being considered.

   2. (2) Individuals under age twelve (12).

      1. (A)

         1. (i) Form SSA-2853, Receipt for Enumeration at Birth, will be accepted as proof of application for a Social Security number if an application for a Social Security number was made at the hospital when the baby was born.
         2. (ii) The eligibility worker will:
5. (a) (a) Request the applicant to provide the SSA-2853; and

6. (b) (b) Make a photocopy for the case record.

   1. (iii)
7. (a) (a) The county worker can accept this form as proof until the first reevaluation for continued eligibility.

8. (b) (b) At that time, if a card has not been received, or a number is not on the system, the worker will complete an SS-5 and DCO-12 to forward to the Social Security Administration office, as described below.

   1. (B)

      1. (i) For other individuals under age twelve (12) who must apply for a Social Security number, the eligibility worker must complete the SS-5 and DCO-12.

         1. (ii) The worker will inform the applicant of what are acceptable types of evidence to verify date of birth, identity, and United States citizenship as listed on the SS-5 application.
         2. (iii) The original copies of evidence along with the SS-5 and DCO-12 will be submitted to the local Social Security Administration office.
         3. (iv) A photocopy of the SS-5 and DCO-12 should be retained in the county office until the DCO-12 is returned by the Social Security Administration office indicating that a complete Social Security number application has been received.

      2. (C)

         1. (i) If the DCO-12 is returned by the Social Security Administration indicating that additional information or evidence is required, the worker will obtain the additional evidence, if available to the worker, and resubmit the entire Social Security number application and DCO-12.
         2. (ii) If additional evidence is not available to the worker, a DCO-1 will be sent to the applicant requesting the information and advising that if not provided within ten (10) days, the application will be processed without the person’s eligibility being considered.

   2. (3) Qualified aliens not authorized to work in the United States.

      1. (A)

         1. (i) The Social Security Administration will not assign a Social Security number or a replacement card to an alien who does not have authorization of the Department of Homeland Security to work in the United States unless the alien has a valid non-work reason for needing a Social Security number.
         2. (ii) Meeting the eligibility requirements for TEA would be a valid reason for the Social Security Administration to authorize a Social Security number.
         3. (iii) To assign a Social Security number in this situation, the Social Security Administration requires documentation from the Division of County Operations that the individual meets all eligibility requirements for cash assistance except for a Social Security number.
         4. (iv) For these individuals, the county office must first determine that the individual meets all points of eligibility except for a Social Security number.
         5. (v) If they are TEA eligible, the county should complete the DCO-12, checking on the form that the non-work alien meets all eligibility requirements except for the Social Security number.
         6. (vi) The county office will issue the DCO-12 and SS-5 to the applicant or responsible party, following the procedures in subdivision (c)(1) of this section, regardless of the age of the qualified alien.
         7. (vii) The Social Security Administration requires an interview for enumeration of all noncitizens.

      2. (B) Note.

         1. (i) Counties should only refer eligible applicants to the Social Security Administration.
         2. (ii)
9. (a) (a) Noneligible, non-work alien parents applying only for their children should not be referred to the Social Security Administration.

10. (b) (b) They should be given a pseudo Social Security number.

    1. (4) Undocumented alien.

       1. (A)

          1. (i) An undocumented alien who is the casehead or included as an ineligible member in an open case will be assigned a pseudo number even if a Social Security number is provided.
          2. (ii) This includes an undocumented pregnant woman.

       2. (B) More information regarding the procedures for applying for a Social Security number can be obtained:

          1. (i) Through the Social Security Administration’s website, www.ssa.gov/ssnumber/; or
          2. (ii) By calling toll free at 1-800-772-1213, deaf or hard of hearing at 1-800-325-0778, from 7 a.m. to 7 p.m., Monday through Friday for specific questions.
          3. (d) Verification of Social Security number by Social Security Administration.

    2. (1) Each month, all Social Security numbers that have been entered to ANSWER by the county office with enumeration code “Provided” are submitted to the Social Security Administration to verify Social Security numbers based on:

       1. (A) Name;
       2. (B) Sex; and
       3. (C) Date of birth.
    3. (2) ANSWER will submit every unverified number and pseudo number on a monthly basis.
    4. (3) If all match data agrees with Social Security Administration records, the enumeration code is changed to “Verified” in ANSWER by the system and the Social Security number is no longer keyable by the county.
    5. (4) Once verified the enumeration code “S” will show on the Mainframe, and ANSWER will show verified.
    6. (5) If one (1) or more of the match items does not agree with Social Security Administration records, the enumeration code “Provided” will be changed on the Mainframe and ANSWER system to one (1) of the following mismatched codes: Mainframe ANSWER 1 Social Security number not on Social Security Administration files 2 Name matches, DOB matches, Sex does not match 3 Name matches, DOB does not match 4 Name matches, DOB and Sex do not match 5 Name does not match, DOB and Sex not checked. 6 Name and DOB match, multi or different Social Security number

11. (e) Social Security number Mismatch Report.

    1. (1)

       1. (A) Social Security numbers that have mismatched with Social Security Administration records will be reported via the Social Security number Mismatch Report on the ANSWER Reporting System.
       2. (B) A mismatched Social Security number will continue to appear on this report each month until the mismatch has been resolved and the Social Security Administration verifies the number.

    2. (2)

       1. (A) The report will reflect the number of times a particular mismatched Social Security number has been submitted to the Social Security Administration.
       2. (B) This counter will appear in the “Counter” column of the Mismatch Report.
    3. (3) The report will be posted to the ANSWER Reporting System by the third workday of each month.

    4. (4)

       1. (A) The county staff must review and take action to resolve each mismatch on the report within sixty (60) days of receipt.
       2. (B) The ANSWER Narrative will be updated to reflect the action taken.

12. (f) Resolving mismatches.

    1. (1)

       1. (A) First, check for obvious mismatches, e.g., errors in keying the Social Security number, sex, name, or date of birth.
       2. (B) Next, check state on-line query (SOLQ) to determine if correction can be made in ANSWER from the Social Security Administration data on SOLQ.
       3. (C) If this process does not resolve the mismatch, follow the procedures listed below.

    2. (2) Social Security number not on Social Security Administration files (Code 1).

       1. (A) If the Social Security number submitted is not a pseudo number:

          1. (i) View the person’s Social Security card;
          2. (ii)
13. (a) (a) If the number on the card is different from that shown on ANSWER, make the necessary corrections on ANSWER and change enumeration code to “Provided” and save.

14. (b) (b) The Social Security number will then be resubmitted to the Social Security Administration on the next Social Security number electronically transferred file; and

    1. (iii)
15. (a) (a) If the number on the card is the same as shown in ANSWER, send a photocopy of the card with a memo via fax or email to ANSWER System Support, Office of Program Planning and Development, fax number 501-682-1597.

16. (b) (b) The memo should list the casehead name, case number, member name, member Social Security number, the reason for the mismatch, and any other pertinent information the count has obtained, e.g., contact with the Social Security Administration.

    1. (c) (c) Narrate information in ANSWER.

       1. (d) (d) System Support will further investigate and advise the county of further action needed.
       2. (B) Note. Code 1 will continue to show for a newborn with a pseudo number until a Social Security number has been issued.

    2. (3) Name matches, DOB matches, sex does not match (Code 2) — Date of birth mismatch (Code 3) — Name matches, DOB and sex do not match (Code 4).

       1. (A) View a copy of the individual’s birth certificate or other proof of age.
       2. (B) If date of birth and/or sex is different from that shown in ANSWER, make necessary corrections in ANSWER and change enumeration code to “Provided”.

       3. (C)

          1. (i) If date of birth and/or sex is the same as shown in ANSWER but different from what is shown in SOLQ, submit an SS-5 to the Social Security Administration with the age documentation.
          2. (ii) A DCO-12 will also be sent with the SS-5.
          3. (iii) When the Social Security Administration’s records are corrected:
17. (a) (a) An update will be received via the enumeration system; and

18. (b) (b) The enumeration code will be changed automatically to “S” on mainframe and “Verified” in ANSWER.

    1. (D)

       1. (i) If all information is the same as shown in ANSWER, send a photocopy of the documents with a memo via fax or email to ANSWER System Support, Office of Program Planning and Development, fax number 501-682-1597.

          1. (ii) The memo should list the casehead name, case number, member name, member Social Security number, the reason for the mismatch, and any other pertinent information the county has obtained, e.g., contact with the Social Security Administration.
          2. (iii) Narrate information in ANSWER.
          3. (iv) System Support will further investigate and advise the county of further action needed.

    2. (4) Name mismatch (Code 5).

       1. (A) View the person’s Social Security card.

       2. (B)

          1. (i) If the name shown on the card is different from that shown in ANSWER and the person is in agreement, make the necessary corrections in ANSWER and change the enumeration code to “Provided”.
          2. (ii) If the person is not in agreement and it has been established that the person is the same, the preferred name will be used. Example 1: The name on the card is Mary Smith (married name). The name in ANSWER is Mary Jones. Ms. Jones agrees to change her name to Mary Smith. ANSWER is corrected and the enumeration code will be changed to “Provided”. Example 2: Mary Smith prefers to use her maiden name, Mary Jones, instead of her married name. The name in ANSWER is Mary Jones. Her name will not be changed to her married name in ANSWER. Ms. Jones will be advised to contact Social Security Administration to change their records.

       3. (C)

          1. (i) If the name shown on the card is incorrect, proof of the correct name should be obtained.
          2. (ii) An SS-5 with the documents verifying the correct name will then be sent to the Social Security Administration to correct their records.
          3. (iii) A DCO-12 will be sent with the SS-5. Example 3: George Williams Martin is listed on the Social Security card. However, the correct name is George Martin Williams as verified by the birth certificate.

       4. (D)

          1. (i) If the name on the card agrees with the name in ANSWER, send a photocopy of the card with a memo via fax or email to ANSWER System Support, Office of Program Planning and Development, fax number 501-682-1597.
          2. (ii) This memo should list the casehead name, case number, member name, member Social Security number, the reason for the mismatch, and any other pertinent information the county has obtained, e.g., contact with the Social Security Administration.
          3. (iii) Narrate information in ANSWER.
          4. (iv) System Support will further investigate and advise the county of needed action.

    3. (5) Name and DOB match, multiple Social Security numbers or different Social Security number (Code 6).

       1. (A) The worker will review the Social Security numbers provided and SOLQ to determine which number is correct.
       2. (B) WESD may also be used if determined appropriate.
       3. (C) If the applicant did not provide a Social Security card, the worker will request a copy of it if needed to determine the correct number.
       4. (D) ANSWER will be updated with the correct number.

    4. (6) Pseudo Social Security number.

       1. (A) The system will update a pseudo if only one (1) actual Social Security number is returned.

       2. (B) If more than one (1) is listed on the mismatch report, the worker will:

          1. (i) Determine the correct number; and
          2. (ii) Update the number in ANSWER.

19. (g) Household cooperation in clearing the Mismatch Report.

    1. (1) When declared Social Security numbers are returned by the Social Security Administration as unverified, it is often necessary for the household to furnish the information necessary to clear the Mismatch Monthly Report.
    2. (2) A request for contact must be issued by the Division of County Operations worker to advise the recipient of the mismatch, what caused the problem, e.g., name is incorrect, and what information must be provided to resolve the problem.
    3. (3) The recipient will be given ten (10) days to furnish the information.

    4. (4)

       1. (A) If the household does not furnish the needed information by the end of the designated ten-day period an advance Notice of Adverse Action will be issued.

       2. (B) The notice will specify that:

          1. (i) The recipient has ten (10) days to furnish the information needed to clear the Social Security number mismatch;
          2. (ii) Failure to provide the information will result in terminating eligibility for the individual whose Social Security number has not been verified or closure of the case if applicable; and
          3. (iii) If there are problems in obtaining the needed material the recipient should contact the Division of County Operations county office at once.
    5. (5) If the recipient claims that the information needed to clear the mismatch report cannot be furnished, the Division of County Operations worker must substantiate the inability to provide the needed information. Example: A household may claim it cannot verify a name change because official records were destroyed in a fire. The Division of County Operations worker would attempt to verify the occurrence of the fire because Social Security Administration records cannot be corrected without the missing documentation. If the county worker verifies that the recipient cannot provide the information needed to verify the Social Security number, the individual may continue to participate if otherwise eligible.
    6. (6) All actions taken by the county office to clear Social Security number mismatches must be fully documented in ANSWER.

20. (h) Monitoring of Social Security number Mismatch Report.

    1. (1) The Division of County Operations ES County Supervisor, or designee in the absence of an ES County Supervisor, will be responsible for monitoring the Social Security number mismatch report posted monthly for appropriate and timely processing.
    2. (2) A random selection will be reviewed for compliance.
    3. (3) The Program Support Specialists will conduct a random review of cases listed on the Social Security number mismatch report monthly for compliance and provide a report to the Area Director.

Codification Notes: This section as promulgated prior to codification into the Code of Arkansas Rules provided as follows: “TEA Manual 5/1/08”