SR 98-22 Dated 06/98

STATE OF NEW HAMPSHIRE

INTER-DEPARTMENT COMMUNICATION

SUMMARY

As March 16, 1998, individuals unable to furnish an SSN must apply for a new or replacement SSN card directly at Social Security Administration offices and provide official SSA verification to the District Office of such application. The only exception is newborns, who may be enumerated at birth at the hospital. FAM, AAM, and FSM Parts 309, SOCIAL SECURITY NUMBERS, have been revised to incorporate these policies. Form 758, Notification of Social Security Information, is being also revised as a result of this SR.

This SR also makes a clarification to policy in FAM 317 and AAM 315, Developing Potential Sources of Income. As written, policy appears to require denial or termination of financial or medical assistance to individuals who fail to develop all potential sources income, except those sources otherwise excluded by policy. The policy should state that assistance is denied for the entire assistance group if any member fails to develop potential sources of income. When the FAM and AAM were converted from the older Public Assistance Manual (PAM) and released by SR 94-04, this policy was not clearly translated from the PAM, in which it was stated correctly.

BACKGROUND

On March 11, 1998, DFA received notification from SSA that new enumeration procedures apply to state welfare agencies. As a result of the Taxpayer Relief Act, the Social Security Administration (SSA) has determined that state welfare agencies can no longer complete Form SS-5, Application for a Social Security Card, for individuals under the age of 18 who need a Social Security Number (SSN) for the first time. This change took effect on March 16, 1998. In conjunction with this change, SSA has revised Form SS-5 to include entries for the parent(s)’ SSN, which is a requirement under federal law.

Because of the above federal changes, and because it is simpler to maintain a single process for all individuals who cannot furnish an SSN, DFA decided that effective March 16, 1998, District Offices would no longer enumerate or request replacement SSN cards for any DFA clients regardless of age or case circumstances. District Offices were notified of this decision by a memo, dated March 13, 1998, from the DFA Director.

POLICY

Revised Family Assistance Manual Topics

Section 309.01 SSN Eligibility and Applicant Notification Requirement

Section 309.05 Completing an Application for an SSN

Section 309.07 Verification

Section 317.03 Requirements for Developing Potential Sources of Income

Revised Adult Assistance Manual Topics

Section 309.01 SSN Eligibility and Applicant Notification Requirement

Section 309.03 Completing an Application for an SSN

Section 309.05 Verification

Section 315.01 Requirements for Developing Potential Sources of Income

Revised Food Stamp Manual Topics

Section 309.01 SSN Eligibility and Applicant Notification Requirement

Section 309.05 Completing an Application for an SSN

Section 309.07 Verification

Elimination of Enumeration Procedures through District Offices

In the March 13, 1998 memo referenced above, District Offices were instructed that, beginning March 16, 1998, case technicians must:

 Advise the client that unless the individual requiring an SSN is a newborn, has good cause, or is a member of an expedited food stamp case, that individual cannot be opened or added to a case without proof that an application for an SSN has been filed at SSA (See FAM Part 309);

 Advise the client that Form SS-5, Application for a Social Security Card, must be completed at SSA for individuals who require an original SSN or replacement card;

 Provide the client with a revised Form SS-5, dated 2/98, in which the District Office has completed the NPN block to insure that the client’s newly issued SSN is reported and verified electronically through the Electronic Verification System;

 Instruct the client to bring or mail Form SS-5 to the nearest SSA office with proof of age, identity, and citizenship; and

 Advise the client to obtain completed Form 5028, Receipt of Application for an SSN, from SSA and to forward this form or other proof of an application for an SSN to the District Office. SSA offices will only provide Form 5028 upon request.

Since it is possible that the client may lose or misplace the Form SS-5 in which the District Office has coded the NPN block, it is essential to follow-up at redetermination to insure that the SSN has been reported through the Electronic Verification System (EVS). If the number has not been verified electronically, the District Offices must require that the individual furnish an SSN or take action to terminate the case or individual as required by policy.

BDM will now accept the following forms in lieu of Form SS-5, Application for a Social Security Card:

 SSA Form 5028, Receipt of Application for a Social Security Card, or

 Form SSA 2853-OP3, Message from Social Security (used to confirm Enumeration at Birth, which is done at the hospital).

If one of these documents has been provided for an unenumerated individual or individual in need of a replacement card, case technicians must:

1. Clearly annotate the document with the client's case number, individual number, and District Office;

2. Sign and enter the date of signature;

3. Copy the document for the case record, and send the original to BDM; and

4. Not enter any codes or numbers in SSN Field I-22.

Upon receipt of SSA Form 5028 or Form SSA 2853-OP3, BDM will enter the appropriate code in SSN Field I-22 which will allow the individual to be opened on EMS.

FORMS REVISIONS

This section addresses forms revisions for both the Department of Health and Human Services and the Social Security Administration.

Revised Form 758, Notification of Social Security Information

Form 758, Notification of Social Security Information, has been revised to indicate that the District Office no longer completes Form SS-5 for any individual This form also addresses enumeration at birth for newborns. Form 758(i) has also been revised accordingly.

District Offices must begin using revised Form 758 upon receipt, and destroy or recycle previous versions. It is anticipated that an initial distribution will be made prior to the effective date of this SR.

Revised Form SS-5, Application for a Social Security Card

SSA has revised Form SS-5 to include entries for the parent(s)’ SSN. Prior to March 16, 1998, DFA sent District Offices an initial supply of revised Forms SS-5, dated 2/98 and advised District Offices to destroy all previous versions of Form SS-5 upon receipt of the revised versions. Additional Forms SS-5 can be ordered through Stock Control in accordance with current procedures.

IMPLEMENTATION

The policy released in this SR was effective March 16, 1998.

CLIENT NOTIFICATION

No client notification is planned. District Offices must advise applicants of this policy at the application interview.

TRAINING

No training is planned.

DISTRIBUTION

This SR will be distributed electronically according to the SR distribution list[s] for the FAM, AAM, and FSM. This SR, and revised On-Line Manuals, will be available for agency staff in the On-Line Manual Library, and on the Internet at http://www.state.nh.us/dhhs, effective June 1, 1998.

This SR will be distributed in printed form according to the hard copy narrative distribution list for the Family Assistance, Adult Assistance, Food Stamp, and Forms Manuals. Printed manual pages with posting instructions will be distributed to all hard copy holders of the FAM, AAM, and FSM under separate cover.

POSTING INSTRUCTIONS

DISPOSITION

This SR may be destroyed after its contents have been noted and, if appropriate, its posting instructions carried out.

DFA/SJC:s

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CERTIFICATE OF DESTRUCTION

I hereby certify that all copies of Form 758, SR 97-08/March 1997 have been destroyed.

Office Manager:      District Office:     

NOTE: Return this certificate to Stock Control at State Office after the instructions in this SR have been carried out.

Form 758, 06/98

State of New Hampshire

Department of Health and Human Services

NOTIFICATION OF SOCIAL SECURITY ENUMERATION

Federal and State laws require all applicants for or recipients of financial and/or medical assistance and/or food stamps to have a Social Security Number (SSN).

If you or any member of your household (including children) have been issued a social security account number, please provide your District Office with the social security card. A social security account number is a number that is issued in your own name. If you have lost the card, try to provide your District Office with some other official Social Security Administration (SSA) document which shows the social security number. If you don’t have a card or SSA document, you will need to tell the District Office what your number is.

If you are receiving SSA benefits under someone else’s social security number (such as your husband or father), that number could be your social security claim number.

All individuals who have never been issued a social security number or who are unable to furnish an SSN, must apply for an original SSN or replacement card at SSA. The only exception is that parents can apply for an SSN for a newborn at the hospital in which the child is born, if the hospital offers this service. Individuals who apply at SSA must furnish us with Form SSA 5028, Receipt of Application for a Social Security Number. For newborns whose Social Security Number has been applied for at the hospital, we require Form SSA-2853-OP3, Message from Social Security.

 If you are applying for financial assistance under the Temporary Assistance to Needy Families (TANF) program, and you or any individual in your household refuses or fails to apply for or provide a Social Security number, your entire household will be ineligible to receive financial assistance.

 If you are applying for Medicaid under TANF, food stamps, or for financial and/or medical assistance under any other program, and you or any individual in your household refuses or fails to apply for or provide a Social Security number, that person will be ineligible to receive assistance. When figuring food stamp eligibility and benefits, some of that person’s income and all of their resources will be counted even though he or she is not receiving food stamps.

Social Security Administration procedures require that you provide the following documentation for each individual who must apply for a social security number.

1. Verification of Age This should be a birth certificate, church record of birth or baptism, or hospital record of birth. However, if you do not have these documents, you may provide any other record which shows age or date and place of birth.

2. Verification of Identity This should be a driver’s license, voter registration card, school identification badge, military ID, library card with signature, US passport, or any other document which bears your signature and photograph or description. If your verification of age does not show where you were born, you must have at least two documents to verify your identity.

3. Verification of Citizenship or Alien Status If you were born in the USA, Puerto Rico, Guam, US Virgin Islands, American Samoa, Swains Island or were born in the Northern Mariana Islands after November 4, 1986 and your record of birth shows the place of birth, you will not have to provide verification of citizenship or alien status. Documentation for individuals born in places other than those listed might include the following: US passport, naturalization certificate, certificate of citizenship, US Citizen Identity Card (Form I-179), US Citizen Resident’s Card (Form I-197), or Immigration and Naturalization Service documents issued to aliens entering the United States.

If you are unsure whether the documentation you have is acceptable or if you do not know how to obtain the required documentation, contact your local Department of Health and Human Services District Office for assistance.

SR 98-22

(NA)

Form 758(i), 06/98

PURPOSE

Form 758, Notification of Social Security Enumeration, advises all applicants for and recipients of financial and/or medical assistance and/or food stamps of social security enumeration requirements, and informs them of the documentation which must be provided to the District Office or SSA in order to comply with this requirement.

INSTRUCTIONS

Form 758 is given/mailed to all applicants for recipients of financial and/or medical assistance and/or food stamps prior to or at the initial application interview and each time a new member is added to the assistance group or food stamp household.

RETENTION

Form 758 is not retained.

SR 98-22

(NA)