305.05 Verification of Citizenship (FAM)

SR 15-07 Dated 01/14

Previous Policy

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Verify citizenship of each assistance group member at the initial determination of eligibility.

For most applicants of financial assistance, citizenship is verified via an electronic data crossmatch process with the Social Security Administration (SSA), which uses the financial assistance applicants SSN, name, and date of birth to verify citizenship and identity information with SSA records. If the SSA crossmatch fails to verify an applicants citizenship, or the applicant is unable or is not required to provide a SSN, acceptable documentary proof of citizenship must be provided.

The documents detailed in the 2-tiered chart below are considered the only acceptable forms of documentary proof for citizenship when applying for most categories of cash assistance. See the list of individuals who are exempt from these requirements below.

Citizenship documents that are photocopied, scanned, faxed, or otherwise copied are considered valid proofs, unless the information on the copy is inconsistent with other information available to the Department, or the validity of the copied document is questionable.

PROOFS THAT VERIFY BOTH CITIZENSHIP and IDENTITY

NO OTHER PROOF IS NEEDED TO VERIFY CITIZENSHIP AND/OR IDENTITY

IF ONE OF THE DOCUMENTS IN THIS TOP SECTION IS SUBMITTED

US Passport or US Passport Card (valid or expired, if it was issued without limitation)

Certificate of Naturalization

Certificate of US Citizenship

“Enhanced” State Driver’s License

(from a state that verifies US citizenship before issuing the license.

License must say “Enhanced Driver License”.)

Documents issued by a federally recognized Indian Tribe

Verification of Citizenship via a Federal or another State Agency (if done after 7/1/06)

OR

To verify CITIZENSHIP, an individual can submit: 1 Citizenship Document from Column A along with 1 Identity Document from Column B

 

 

COLUMN A

CITIZENSHIP DOCUMENTS

COLUMN B

IDENTITY DOCUMENTS

• US Public Birth Certificate

from one of the 50 states and DC; or PR, Guam, VI of the US, American Samoa, Swain’s Island, or CNMI (some date restrictions apply)

• Certification of Report of Birth of US Citizen

• Report of Birth Abroad of US Citizen

• Certification of Birth

• Birth Record Documented by Cross-Match with State Vital Statistics

• US Citizen ID Card

• Picture Drivers License

(Issued only by a US state or territory)

• Picture School ID

• US Military Card or Draft Card

• State, Federal, or local government ID Card

• Certificate of Degree of Indian Blood or Tribal Document with Picture

• Military Dependent ID Card

• US Coast Guard Merchant Marine Card

• Voter’s Registration Card

• Proof of Identity Verified by a Federal or State Gov’t Agency, such as:

a Public Assistance, Law Enforcement, Internal Revenue, Tax Bureau, or Corrections Agency

• Northern Mariana ID Card (birth prior to 11/4/76)

• Evidence of US Civil Service Employment (if employed prior to 6/1/76)

• Final Adoption Decree with child’s name and US birthplace

(If the adoption is not final, a statement from a state-approved adoption agency showing the child’s name and US birthplace.)

• US Military Record showing US birthplace

• Data Verification with SAVE Program

(or other Dept. of Homeland Security verification process)

• Proof of a child meeting the requirements in Section 101 of the Child Citizenship Act

• 2 or more documents together, with the individuals name and consistent identifying information, such as:

Employer ID Cards

- High School/HS Equivalency or College diplomas

Marriage Certificates

Divorce Decrees

Property Deeds/Titles

Special Identity Rules for Children Aged 19 and Younger

Clinic, doctor, hospital or school records including nursery/daycare records or report cards.

• Hospital, clinic, doctor, nursing facility, skilled care facility or other medical institution records showing US birthplace.

If the identity documents listed above are not available, an individual can submit an affidavit, signed under penalty of perjury, by another person who can attest to the individual’s identity. The affidavit must contain the individual’s name and other identifying information, such as age, sex, race, height, weight, eye color or address. It does not have to be notarized.

• Life, health or other insurance records indicating US place of birth

 

• Official religious document, recorded in US, showing US birthplace

 

• If none of the above citizenship documents are available, the individual can submit an affidavit to prove citizenship. It must be signed, under penalty of perjury, by another person who can attest to the individual’s citizenship. The affidavit must contain the individual’s name, date of birth and US place of birth. It does not have to be notarized.

 

• Individuals must be assisted in obtaining acceptable citizenship documentation if assistance is needed.

 

Exceptions to the Above Citizenship Requirements:

The following individuals are exempt from the more restrictive citizenship requirements described above and can verify citizenship with acceptable forms of proof such as birth or hospital records, voter registration cards, U.S. passport, and INS documentation which certifies citizenship or naturalization:

• individuals who are entitled to or enrolled in Medicare (Part A, Part B, or Part D, for example);

• individuals who receive SSI, verified via the SDX;

• individuals who receive SSDI;

 *

• newborn infants born to women who are current Medicaid recipients. Consider newborns who meet this criteria to have proven citizenship and identity at birth. No further proof is required at subsequent redeterminations. This group includes children whose births were covered by Emergency Medicaid for Non-Citizens; and

• children receiving either Title IV-B services or Title IV-E adoption or foster care payments.

If an individual refuses or fails to verify citizenship, deny or terminate financial assistance to the entire assistance group.

Exception: If applicants for financial assistance meet all other program eligibility requirements and the inability to verify citizenship is the only reason that prevents a determination of eligibility for the applicant household because

• the SSA data crossmatch failed to verify the applicants citizenship; or

• the applicant is unable to provide citizenship documentation; or

• the applicant is unable or not required to provide a SSN

do not automatically deny assistance. Instead, allow the applicant 95-days from the date on the notice of decision (NOD) to provide the required documentation.

• For applicants who are able to use the SSA data crossmatch, the NOD is the New HEIGHTS-generated DX0011, Citizenship Verification Request.

• For applicants who are not able to use the SSA data crossmatch, the NOD is the generic open notice for financial or medical assistance.

If the required documentation is not provided within 95 days from the date on the NOD, terminate financial assistance for the entire assistance group.

 

References: He-W 601.02(p), He-W 606.02, RSA 167:79,IV(c) & V(a)(1), 42 CFR 435.406-.407, Section 1137(d) of the SSA [42 USC 1320b-7(d)]