DSS ADMINISTRATIVE LETTER ECONOMIC SERVICES NO. 9-2004
DSS ADMINISTRATIVE LETTER FAMILY SUPPORT AND CHILD WELFARE SERVICES No. 04-04
DAAS ADMINISTRATIVE LETTER NO. 04-16
DATE: October 25, 2004
SUBJECT: Use of Social Security Numbers
DISTRIBUTION: County Directors of Social Services
Food Stamps Eligibility Staff
Medicaid Eligibility Staff
Special Assistance Eligibility Staff
Work First Eligibility Staff
The NC FAST Online Verification System (OLV) is currently being rolled out statewide through October 2004. NC FAST (Families Accessing Services through Technology) is a program designed to improve the way the NC Department of Health and Human Services and county departments of social services provide services to families. OLV allows workers to use the Internet to perform the required verifications for applicant/recipient information for assistance and services. The purpose of this letter is to address and re-emphasize policy regarding the use of social security numbers and to require that the attached notice be given to all applicants applying for Food Stamp, Medicaid, Special Assistance or Work First. This is also applicable for all programs with mail-in applications.
II. USE OF SOCIAL SECURITY NUMBERS
Enumeration policies for the Food Stamp, Medicaid, Special Assistance and Work First programs require all members of the assistance unit to provide their social security number (SSN) or apply for a SSN to be eligible for assistance. If a household member refuses to provide his/her SSN, benefits cannot be provided to that member.
Refer to MA-3355, Enumeration Procedures, in the Family and Children’s Medicaid Manual, MA-2450, Enumeration Procedures, in the Aged, Blind and Disabled Medicaid Manual, WF-110, Rule to Apply for a Social Security Number in the Work First Manual, FS-235, Social Security Enumeration, in the Food Stamp Manual and SA-3400, Automated Inquiry and Match procedures, the Special Assistance Manual.
If an applicant fails to provide his/her SSN, he/she cannot be included in the case. However, if he/she is financially responsible for an assistance unit member, his/her income and resources must be counted when determining
eligibility and benefit levels for the case.
In Medicaid, any non-assistance unit member who is applying for benefits for another is not required to provide his/her SSN, even if he has financial responsibility for an assistance unit member. For example, a mother who is applying for Medicaid for her children only cannot be required to provide her SSN. However, you can ask her for the SSN. If she gives the SSN to you, you may use it to conduct matches.
The Income and Eligibility Verification System (IEVS) requires that certain matches be conducted using the social security numbers (SSNs) of each applicant or recipient in the assistance unit.
Refer to MA-3515, Automated Inquiry and Match Procedures, in the Family and Children's Medicaid Manual, MA-2430, Automated Inquiry and Match Procedures, in the Aged, Blind, and Disabled Medicaid Manual, WF-140, Automated Inquiry and Match Procedures, in the Work First Manual, FS-605, Automated Inquiry and Match Procedures, in the Food Stamp Manual, and SA-3400, Automated Inquiry and Match Procedures, in the Special Assistance Manual.)
Counties are required to inform individuals that SSNs will be used to verify employment/income, resources and for other reasons related to the administration of the programs. To conduct matches on the SSNs provided by an applicant or authorized representative, the county must have consent to do so.
Most counties are utilizing front desk personnel to perform these matches prior to having a signed application or consent from the a/r or his authorized representative. To ensure applicants understand the use of their SSNs, a new form, DMA-5001, Notice of the Use of Social Security Numbers, has been created. Upon the individual’s request for assistance, have him read and sign the DMA-5001. The agency must keep a copy of the DMA-5001 as proof that the individual was informed of the use of social security numbers.
Counties must use the DMA-5001 when:
III. EFFECTIVE DATE AND IMPLEMENTATION
This policy is effective upon receipt.
If you have any questions, please contact your Food Stamp, Medicaid, Special Assistance, or Work First Program Representative.
Gary H. Fuquay, Director
Division of Medical Assistance
Pheon Beal, Director
Division of Social Services
Karen E. Gottovi, Director
Division of Aging and Adult Services
(This material was researched and written by Angela Saddler, Policy Consultant, Medicaid Eligibility Unit, Veronica Wilson, Policy Consultant, Economic Independence Section, Denise Shipman, Policy Consultant, Family Support and Child Welfare Services Section and Suzanne Merrill, Adult Services Section Chief, Division of Aging and Adult Services.)
DMA-5001, Use of Social Security Numbers
For questions or clarification on any of the policy contained in these manuals, please contact your local county office.