3530 Social Security Number (SSN) Validation

Georgia State Seal

Georgia Division of Family and Children Services
SNAP Policy Manual

Policy Title:

Social Security Number (SSN) Validation

Effective Date:

November 2019

Chapter:

3500

Policy Number:

3530

Previous Policy Number(s):

MT-35

Updated or Reviewed in MT:

MT-57

Requirements

The system interfaces with the files at the Social Security Administration (SSA) to verify the accuracy of the SSN of an AU member.

Basic Considerations

All SSNs entered in the system will interface with SSA files.

Procedures

Social Security Number (SSN) validations and discrepancies are corrected at initial application and renewal. SSNs, which are not federally verified, must be entered into the system.

Use the following procedures to complete the validation requirements.

CHART 3530.1 – SSN VALIDATION
IF AN A MEMBER’S SSN THEN

is valid

the system will annotate the SSN with an FV (federally verified) code.

No further action is required.

appears on the system generated enumeration or validation discrepancy lists

An alert is generated.

determine if the AU member’s full name, DOB and SSN matches information on the individual’s official documents.

Correct any information that is in error.

Refer the A/R to SSA for corrective action if the SSA information is the source of the error.

matches with another SSN known to the system

determine which number on the system is correctly assigned.

Correct any SSNs erroneously entered in the system

OR

Refer the AU member to SSA for corrective action if multiple individuals are assigned the same SSN.

is validated by the system but differs from verification (SSN card) obtained from the A/R

refer to the procedures “How to Change a Validated SSN” in this section.

How to Change A Validated SSN

Step 1

Gather the following case identifying information and report it in the order listed:

  • Worker’s name

  • Worker’s telephone number

  • County, office, supervisor

  • Case number

  • Case name

  • Individual member’s name

  • Individual member’s ID number
Step 2

Send an E-Mail message with the above information to empi.helpdesk@dhs.ga.gov.
Step 3

Correct the SSN when IT provides notification that the validation code has been removed.

How to Request A Client ID Correction

In order to have the DFCS Help Desk correct a client ID, the county must complete the following guidelines:

Step 1

Before deleting a suspected duplicate client ID, make sure that all demographic information is correct for the client ID that you wish to keep.
Step 2

Review all documents in UCM/WEC to make sure demographic information is correct, especially the SSN. Contact the A/R if necessary to make sure demographics are 100% accurate.
Step 3

Once you are certain that you know which client ID needs to be deleted, complete the following steps:

  1. Prior to initiating the merge of IDs, be sure to remove all pending and active program applications and cases from the secondary (erroneous) ID.

  2. Go to the Data Collection module, select the Initiate Data Collection submodule, then Select Case Change as your case action.

  3. Go to Persons LUW and click on the Individual Application Group Summary page. Click on the pencil for the duplicate individual (DO NOT use the trashcan icon to delete an individual).

  4. On the Person Details page, remove the SSN if it is not a federally verified (FV) SSN. If there is no SSN entered for the erroneous client ID, you may skip this step.

    If the SSN is federally verified (FV), the supervisor must submit an "FV code removal request" to the helpdesk email address at: empi.helpdesk@dhs.ga.gov to remove the SSN. During this request, the worker must cease all actions on case and program updates until the FV SSN has been removed.

  5. On Person Applicant Group Status page, use current date for CS/CD, reported on, and verification received on date.

  6. Make the following changes in the appropriate fields: Change applicant group status to "Out of Applicant Group", select absence reason "moved out of household", select client statement for verification reason, and select "No" for intend to return.

  7. Continue through the Individual Information submodule until you reach the Person Demographics Summary page.

  8. Click on the pencil for the individual you wish to remove and continue through the LUW to the Person Demographics SSN Application/Armed Services page.

  9. Change the reason SSN not provided field to "match problem" after you’ve removed the erroneous SSN for the individual.

  10. Run EDBC and make sure the erroneous client ID is showing closed. Once this has been verified, finalize eligibility.

  11. Go to Correspondence and suppress notice.

  12. Return to the Data Collection module, initiate data collection and select action as change mode and then select the Others submodule.

  13. Select Other once more and click on the left navigation menu to get to the Merge Individuals LUW.

  14. Complete the request type as "Merge” and enter the primary client ID (the one you want to keep) and the secondary client ID (the one you want merged).

  15. Check "Yes" for participation inactive.

  16. In the comments box enter: first name, last name, DOB, SSN, sex and the reason for the merge, and then click Submit.