(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
applicant
assistance group of the required verification for the
social security administration (SSA) when the
applicant
assistance 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
applicant
assistance 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.
Applicants
Assistance 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
applicant
assistance
group is unable to provide proof of application for a SSN for a newborn,
the
applicant
assistance 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
applicant
assistance 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
applicant
assistance group member to regain eligibility,
the applicant
they 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,
reapplication
recertification 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 record
One 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.
Notes
Ohio Admin. Code 5101:4-3-22
Effective:
1/1/2023
Five Year Review (FYR) Dates:
10/14/2022 and
01/01/2028
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
