Social Security Number (SSN)

Created on: 
Nov 08 2019

Online Processing

Mainframe Processing

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

What is a Social Security Claim Number?

The Social Security Claim Number is the account number under which a client may be receiving Social Security benefits.

Which programs do not require a Social Security Number (SSN)?

The following programs do not have a SSN requirement:

  • Consolidated Emergency Assistance Program (EA)
  • Refugee Cash Assistance
  • R03 (Refugee Medical Assistance)
  • N21 and N25 (Modified Adjusted Gross Income (MAGI) Alien Emergency) medical
  • N31 and N33 (State funded children’s) medical
  • N23 (MAGI Pregnancy State) medical

Online Processing

Where do I find the Social Security Claim Number?

The Social Security Claim Number is entered on the Unearned Income page in the Claim Number field.

If the client receives Medicare Part A or B, the claim number is entered on the Third Party Liability page in the Policy Number field.

If the client is receiving benefits under their own Social Security Number (SSN), their claim number is the same as their SSN but with a suffix of A.

  • In this situation the number entered on the Unearned Income page in the Claim Number field must be the same as the number on the Client Details page in the SSN field.

How do I correct a Social Security Number (SSN)?

To correct a client’s SSN, take the following steps:

  1. On the Client Details page, complete the following fields:
  • SSN field - Enter the [correct SSN].
  • Verification field - Select the correct verification from the drop down menu.
  • Alias SSNs Verification field - Select SSN Error (ER) or Alias SSN (AL) from the drop down menu.
    • This prevents the system from sending the incorrect number when running interfaces.

How do I verify a Social Security Number (SSN)?

A SSN can be verified electronically utilizing the State Online Query (SOLQ) Search. For more information on how to access SOLQ, see State On-Line Query (SOLQ) Search.

Note: When a SSN is entered in the SSN field on the Client Details page it is automatically verified.

Every month ACES sends the Social Security Administration SSNs that have not been federally verified. When the SSN is a match, ACES automatically updates the Verification valid value on the Client Details page to Federally Verified (FV). For more information see Numident.

How do I update the SSA/SSN Referral field for a client with no Social Security Number (SSN)?

Take the following steps if a client does not have a SSN and one is required for the selected programs:

  1. On the Client Details page, complete the following fields:
  • SSA/SSN Referral field - Select the [appropriate referral type] from the drop down menu. For more information on the referral types see the chart below.

SSA/SSN Referral Code

Used For

E

ETP MA Related Only

Clients pending adoption or receiving adoption support through Children’s Administration.

G

Good Cause - FS Only

Clients with good cause. For more information, see EA-Z Manual - Social Security Numbers (SSN).

H

Hospital Application

Newborn clients.

N

SSN Application Pending

Consolidated Emergency Assistance Program (CEAP)

Refugee Cash Assistance

R03 (Refugee Medical Assistance)

N21 and N25 (Modified Adjusted Gross Income (MAGI) Alien Emergency) medical

N23 (MAGI Pregnancy State) medical

Persons Residing Under Color of Law (PRUCOL) Clients

P

Print Referral Letter

Clients needing to obtain a SSN. For more information, see How do I generate a Social Security Number (SSN) Referral letter?

R

Refused

Client who refuse or fail to supply a SSN and do not have good cause.

S

Referral Letter Generated

This code is generated by the system after referral code Print Referral Letter (P) is used to generate a referral letter.

U

Undocumented Alien

Undocumented Aliens.

X

Refused for Religious Reasons

Clients who do not have an SSN for religious reasons.

  • SSN Application Date field - Enter the [SSN application date].
    • For situations where there is no SSN application date, such as good cause, enter the [current date] in the SSN Application Date field.

For more information worker responsibilities and additional policy information, see EA-Z Manual - Social Security Numbers (SSN).

When does the SSA/SSN Referral field display in ACES 3G?

The SSA/SSN Referral field displays when a previously entered Social Security Number (SSN) has been removed from the SSN field in the Identity section on the Client Details page.

How do I generate a Social Security Number (SSN) Referral letter?

To generate a SSN Referral letter, take the following steps:

  1. From the Client Details page, complete the following fields:
  • SSA/SSN Referral field - Select Print Referral Letter (P), Hospital Application (H), or SSN Application Pending (N) from the drop down menu.
  • SSN Application Date field - Enter the [current date].
  1. Complete any other needed actions on the case and commit the changes.
  2. Letter 023-08 (SSN Referral) generates and the SSA/SSN Referral field on the Client Details page changes to Referral Letter Generated (S).
NOTE: Letter 023-08 (SSN Referral) is also AUTO generated 60 days after a newborn is opened in a program and the SSN is blank.

Mainframe Processing

Where do I find the Social Security Claim Number?

The Social Security Claim Number is entered on the UNER screen in the Claim Number field.

If the client receives Medicare Part A or B, the claim number is entered on the TPL1 screen in the Policy Number field.

If the client is receiving benefits under their own Social Security Number (SSN), their claim number is the same as their SSN but with a suffix of A.

  • In this situation the number entered on the UNER screen in the Claim Number field must be the same as the number on the DEM1 screen in the SSN1 field.

How do I verify a Social Security Number (SSN)?

A SSN can be verified electronically utilizing the State Online Query (SOLQ)

For more information on how to access SOLQ, see State On-Line Query (SOLQ) Search.

Every month ACES sends the Social Security Administration each SSN that has not previously been federally verified. When the SSN is a match, ACES automatically updates the Verification valid value on the DEM1 screen to [FV] - Federally Verified. See Numident.

 

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.