(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 ifwhen an applicant or
recipient is unable to provide a SSN?
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:
(1) Complete a JFS 07355 "Notice of
Application for Social Security Number" (rev. 04/01);
(2) Advise the applicant of the required
verification for the social security administration (SSA) if the applicant
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
(3) Assist in routing the JFS 07355. The
form is completed in triplicate. The original and the first copy are given to
the applicant 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. Applicants 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, if
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 if using the SSA's
third party query system.
(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 applicant of the required
verification for the social security administration (SSA) when the applicant
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 applicant 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. Applicants 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 applicant is unable to provide
proof of application for a SSN for a newborn, the applicant 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
applicant 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) of this rule.
(C) What happens ifwhen an applicant or
recipient refuses or fails to provide a SSN?
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.
(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) In order for a disqualified applicant
to regain eligibility, the applicant must supply the county agency with the
required SSN.
(D) When is an SSN
verified?
(1) For those
individuals who provide SSNs prior to certification, reapplication 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 ifwhen 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) IfWhen 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 ifwhen 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) How is an SSN
verified?
(1) A completed
SSA form number SS-5 "Application for a social
security number" (rev. 8/2011) 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) IfWhen 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),whichthat is for a SSN
that can notcannot
be used for work purposes, or any "official document" containing the
SSN can be usedor if the
SSN appears questionable. 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 the county agency
shall verify the number either by matching it with information received from
SSA or completing a JFS 07355.
(F) 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 mustshall be retained in the case record. IfWhen photocopies cannot
be made, the county agency shall record full details regarding documents seen
and in whose possession they remain.
(G) What can the
SSNs of applicants and recipients be used for?
County agencies are authorized to use SSNs in the administration
of the food assistance programSNAP 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 food
assistanceSNAP 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: 1/1/2018
Five Year Review (FYR) Dates: 8/24/2017 and 01/01/2023
Certification: CERTIFIED ELECTRONICALLY
Date: 11/28/2017
Promulgated Under: 111.15
Statutory Authority: 5101.54
Rule Amplifies: 329.04, 329.042, 5101.54
Prior Effective Dates: 4/1/81, 6/1/81, 6/18/81, 10/1/81, 6/1/83,
9/24/83, 9/3/86 (Emer.), 10/15/86, 11/1/86 (Emer.), 1/16/87, 4/10/87 (Emer.),
6/22/87, 7/1/96, 4/1/97 (Emer.), 6/6/97, 6/7/98, 5/1/03, 11/1/07, 3/1/11,
9/1/12