(A) Is a social
security number required for participation?
Each assistance group member applying for participation or
participating in the program is required to provide a social security number
(SSN) or apply for one before certification. Individuals having more than one
number are required to provide all numbers.
(B)What happens
when an applicant or recipient is unable to provide a SSN?
(1)Any assistance
group member required to provide a SSN who is unable to do so must apply for
one. To assist with applying the county agency shall:
(a)Complete a JFS 07355 "Notice of Application for Social Security Number" (rev. 04/2001);
(b)Advise the applicantassistance group
of the required verification for the social security administration (SSA) when
the applicantassistance
group requests information on what verification will need to be
submitted to the SSA office. The county agency shall provide information on
what types of verification are acceptable for age, identity and/or citizenship
or alien status (reference JFS 07355 for acceptable evidence); and
(c)Assist in routing
the JFS 07355. The form is completed in triplicate. The original and the first
copy are given to the applicantassistance group to take to the SSA. The second copy is
retained in the assistance group's file as proof the notice was issued. The SSA
will complete the lower portion of the form and return the original to the
county agency. The SSA will return the form directly to the county agency
unless directed to do otherwise on a case-by-case basis. ApplicantsAssistance groups
should not routinely be allowed to return the form to the county agency
themselves except in unusual situations when any delay in the return of the
form may cause the assistance group undue hardship. The SSA will send a social
security card to the assistance group member and, when any pending claims
exist, the claims processor is notified of the SSN. The county agency will be
notified of the SSN by an alert from the SSA when using the SSA's third party
query system.
(2)When the applicantassistance group
is unable to provide proof of application for a SSN for a newborn, the applicantassistance group
must provide the SSN or proof of application for a SSN at the next
recertification or within six months following the month the baby is born,
whichever is later. When the applicantassistance group is unable to provide a SSN or proof of
application for a SSN at that point, the county agency shall determine if the
inability to do so meets good cause provisions as specified in paragraph (C)(2)(D) of this rule.
(C)What happens
when an applicant or recipient refuses or fails to provide a SSN without good cause?
(1)The county
agency shall explain to applicants and participants that refusal or failure
without good cause to provide a SSN will result in disqualification of the
individual for whom a SSN is not obtained. This disqualification applies to the
individual for whom the number is not provided and not to the entire assistance
group. The earned or unearned income of an individual disqualified for failure
to comply with this requirement shall be treated as described in paragraph (B)
of rule 5101:4-6-13 of the Administrative Code.
(2)In order to determine if good cause
exists for failure to comply with the requirement to apply for or provide the
county agency with a SSN, the county agency shall consider information provided
by the applicant, SSA and the county agency (especially if the county agency
was designated to send the SS-5 "Application for a social security
card" (rev. 8/2011) to SSA and either did not process the SS-5 or did not
process it in a timely manner). Documentary evidence or collateral information
that the applicant has applied for a SSN or made every effort to supply SSA
with the necessary information to complete an application for a SSN shall be
considered good cause for not complying timely with this requirement. Good
cause does not include delays due to illness, lack of transportation or
temporary absences, because SSA makes provisions for mail-in applications in
lieu of applying in person. Except for newborns who have received benefits in
accordance with paragraph (B)(2) of this rule, when the applicant can show good
cause why an application for a SSN has not been completed in a timely manner,
that person shall be eligible to receive supplemental nutrition assistance
program (SNAP) benefits for one month in addition to the month of application.
If the applicant applying for a SSN has been unable to obtain the documents
required by SSA, the county agency should make every effort to assist the
individual in obtaining these documents. Good cause for failure to apply must
be shown monthly in order for the applicant to continue to maintain
eligibility. Once an application has been filed, the county agency shall permit
the applicant to continue to maintain eligibility pending notification of the
county agency of of the applicant's SSN. When good cause is not established,
the individual for whom the number is not provided is disqualified.
(3)(2)In order for a disqualified applicantassistance group member
to regain eligibility, the applicantthey must supply the county agency with the required
SSN.
(D)How is good cause for failure to comply
with the requirement to apply for or provide an SSN determined?
(1)In order to determine if good cause
exists for failure to comply with the requirement to apply for or provide the
county agency with a SSN, the county agency is to consider information provided
by the assistance group, SSA and the county agency.
(2)Documentary evidence or collateral
information that the assistance group member has applied for a SSN or made
every effort to supply SSA with the necessary information to complete an
application for a SSN is to be considered good cause for not complying timely
with the requirement.
(3)Good cause does not include delays due
to illness, lack of transportation or temporary absences because SSA makes
provisions for mail-in applications in lieu of applying in person.
(4)Except for newborns who have received
benefits in accordance with paragraph (B)(2) of this rule, when an assistance
group member can show good cause why an application for a SSN has not been
completed in a timely manner, that individual is to be eligible to receive
supplemental nutrition assistance program (SNAP) benefits for one month in
addition to the month of application.
(5)If the assistance group member applying
for a SSN has been unable to obtain the documents required by SSA, the county
agency is to make every effort to assist the individual in obtaining these
documents.
(6)Good cause for failure to apply is to be
shown monthly in order for an assistance group member to continue to maintain
eligibility. Once an application has been filed, the county agency is to permit
the assistance group member to maintain eligibility pending notification of the
county agency of the assistance group member's SSN.
(7)When good cause is not established, the
assistance group member for whom the number is not provided is disqualified.
(D)(E) When is an SSN verified?
(1)For those
individuals who provide SSNs prior to certification, reapplicationrecertification or at any office contact, the county
agency shall record the SSN and verify it. However, certification of an
otherwise eligible assistance group shall not be delayed solely to validate any
member's SSN, even when the thirty-day processing period has not expired. As
soon as all other steps necessary to certify an assistance group are completed,
except for verification of a SSN(s), the county agency shall certify the assistance
group.
(2)When
verification of an already reported SSN is not completed at initial
certification, it shall be completed at the time of or prior to the assistance
group's next recertification.
(3) A verified SSN
shall be reverified only when the identity of the individual or the SSN becomes
questionable.
(4)SSNs that have
been verified through the Ohio works first (OWF) or medicaid programs shall not
be reverified unless questionable.
(E)(F) How is an SSN verified?
(1)A completed SSA
form number SS-5 "Application for a Social Security
Card" (rev. 10/2021) or a form SSA 2853 "Message from Social
Security" (rev. 08-2009) shall be considered proof of application
for a SSN for a newborn infant.
(2)Matching the
reported SSN with information supplied by the SSA such as beneficiary and
earnings data exchange (BENDEX) or state data exchange (SDX).
(3)Matching the
reported number with the SSA's third party query system, or
(4)Observing the
assistance group member's social security card or any
official document containing the SSN.
(5)When the
individual has no social security card, either the SSA 5028 "Receipt of
Application of a Social Security Number" (rev. 04/2000), or the SSA 5029
"Receipt of Application of a Social Security Number" (rev. 11/2000),
that is for a SSN that cannot be used for work purposes, or any "official
document" containing the SSN can be used. An "official document"
is defined as a W-2 form, a railroad retirement, retirement survivors
disability insurance (RSDI) or supplemental security income (SSI) award letter,
or another document containing the SSN that by law or regulation is required to
be verified by the SSA. When the SSN appears questionable, the county agency
shall verify the number either by matching it with information received from
SSA or completing a JFS 07355.
(F)(G) What documentation should be included in the
case record to verify the SSN?
The original JFS 07355, or a scan or
photocopy of the social security card, SSA 5028, or SSA 5029 shall be retained
in the case recordOne of the following is to be
retained in the case record: A photocopied or scanned copy of the social
security card, an original JFS 07355, a SSA 2853, a SSA 5028 or a SSA 5029.
When photocopies cannot be made, the county agency shall record full details
regarding documents seen and in whose possession they remain.
(G)(H) What can the SSNs of applicants and recipients
be used for?
County agencies are authorized to use SSNs in the administration
of SNAP to the extent determined necessary by the secretary of agriculture and
the secretary of health and human services.
(1)States will
have access to information regarding individual SNAP applicants and
participants who receive social security and SSI benefits to determine such an
assistance group's eligibility to receive assistance and the amount of
assistance, or to verify information related to the benefits of these
assistance groups.
(2)County agencies
shall use the state data exchange (SDX) under Title XVI of the Social Security
Act of 1935 as amended, to the maximum extent possible.
(3)County agencies
should also use the SSNs to prevent duplicate participation, to facilitate mass
changes in federal benefits, and to determine the accuracy and/or reliability
of information given by assistance groups.
(4)County agencies
shall also use information from the income eligibility verification system
(IEVS) to request and exchange information on individuals available through
this system as specified in rule 5101:4-7-09 of the Administrative Code.
Effective: 1/1/2023
Five Year Review (FYR) Dates: 10/14/2022 and 01/01/2028
Certification: CERTIFIED ELECTRONICALLY
Date: 12/19/2022
Promulgated Under: 111.15
Statutory Authority: 5101.54
Rule Amplifies: 329.04, 329.042, 5101.54
Prior Effective Dates: 04/01/1981, 06/01/1981, 06/18/1981,
10/01/1981, 06/01/1983, 09/24/1983, 09/03/1986 (Emer.), 10/15/1986, 11/01/1986
(Emer.), 01/16/1987, 04/10/1987 (Emer.), 06/22/1987, 07/01/1996, 04/01/1997
(Emer.), 06/06/1997, 06/07/1998, 05/01/2003, 11/01/2007, 03/01/2011,
09/01/2012, 01/01/2018