1. (a)

   1. (1) Each month, all Social Security numbers entered to ACES by county office staff (enumeration code “V”) are submitted to the Social Security Administration to verify both that the number is valid and that it belongs to the individual entered.

   2. (2) Records are matched for:

      1. (A) Social Security number;
      2. (B) Name; and
      3. (C) Date of birth.
   3. (3) If all match data agrees with Social Security Administration records, the enumeration code for the individual is changed by the system to an “S” and the Social Security number is no longer keyable by the county.

   4. (4) If one (1) or more of the match items do not agree with Social Security administration records, the enumeration code will be changed to one (1) of the following mismatch codes:

      1. (A) Code 1, Social Security number not on Social Security Administration files;
      2. (B) Code 3, Name matches, date of birth does not match; or
      3. (C) Code 5, Name does not match, date of birth not checked.
   5. (5) The county office will be notified of Social Security number mismatches via a system generated report entitled “SSNs Not Verified by SSA for Participants in County ______”.
   6. (6) The procedures described below will be followed to resolve mismatches.

2. (b) Social Security number or name mismatches (Code 1 or Code 5):

   1. (1) View the person’s Social Security card and obtain a photocopy if one (1) is not already in the case record;

   2. (2)

      1. (A) If the number shown on the card is different from the number shown on ACES, make the necessary correction to ACES and change the enumeration code to “V”.
      2. (B) The Social Security number will then be resubmitted to the Social Security Administration on the next tape;
   3. (3) If the name shown on the card is different from the name on ACES and the person says the name on the card is correct, change the name on ACES to agree with the card and change the enumeration code to “V”;

   4. (4)

      1. (A) If the person says the name shown on the card is wrong, proof of the correct name should be obtained and ACES updated, if necessary.
      2. (B) An SS-5 with the documents verifying the correct name attached should then be submitted to the Social Security Administration to correct their records.
      3. (C) A DC0-12 should be sent with the SS-5 and documents to ensure that the documents are returned to the county office.
      4. (D) The SS-5 and DC0-12 will be annotated by entering the Social Security number shown on ACES, preceded by the state BENDEX code (040), in the appropriate spaces.
      5. (E) When the Social Security Administration’s records are corrected, an update will be received via the enumeration process and the enumeration code will be changed automatically to “E”; and
   5. (5) If the name and number on the card agree with the name and number on ACES, send a photocopy of the card and the latest DC0-56 turnaround form to the Systems Coordinator, Employment/Income Support Section, Department of Human Services Central Office.

3. (c) Date of birth mismatch:

   1. (1) View or obtain a copy of the individual’s birth certificate or other proof of age;

   2. (2)

      1. (A) If the age documentation shows a date of birth different from that shown on ACES, make the necessary corrections to ACES and change the enumeration code to “Y”.
      2. (B) The Social Security number will then be resubmitted on the next tape; and

   3. (3)

      1. (A) If the age documentation shows that the date of birth shown on ACES is correct, submit an SS-5 with the age documentation attached to correct the Social Security Administration’s records.
      2. (B) A DC0-12 will also be sent with the SS-5 and documents to ensure that the documents are returned to the county office.
      3. (C) The SS-5 and DC0-12 will be annotated as for an original SS-5 by entering the Social Security number shown on ACES, preceded by the state BENDEX code (040), in the appropriate spaces.
      4. (D) When the Social Security Administration’s records are corrected, an update will be received via the enumeration system and the enumeration code will be changed automatically to “E”.

Codification Notes: “ACES” means Automated Client Eligibility System. "BENDEX" means Beneficiary Earnings and Data Exchange.