Social Security Number Requirements

January 2020

Purpose

To outline for DVR staff their responsibilities in obtaining accurate Social Security Numbers (SSNs) throughout the DVR case process.

Rationale

DVR staff have a responsibility to verify Social Security recipient status by collecting accurate SSNs from DVR consumers. An accurate SSN is necessary to help consumers access services following DVR case closure and for DVR to collect Social Security reimbursement funds.

In cases where a consumer reaches substantial gainful activity after working with DVR, Social Security reimburses DVR for case costs associated with the consumer. For those cases where an SSN is not provided, DVR cannot claim this cost reimbursement.

Accurate SSN data is also necessary for DVR to receive credit for certain WIOA performance measures, specifically wages in Quarter 2 and Quarter 4 following case closure.

Procedures at Referral/Application

If a consumer's referral/application form is missing the SSN, ask the consumer to complete the Social Security Number field. Do not assume that a blank SSN line means that the consumer is refusing to provide the information.
Ask the consumer to review the SSN located on the referral form to verify accuracy in transcribing the number.
Describe how DVR protects SSNs:

DVR's case management system masks the SSN once verified.
Once verified, DVR will remove the SSN from all forms.

Describe how providing the SSN to DVR can benefit consumers:

Allows the consumer to receive services sooner if receiving SSI/SSDI, as consumers eligible for SSI/SSDI can be presumed eligible for DVR services.
Assists in referral to services specifically intended for Social Security beneficiaries, like the Work Incentive Benefits Analysis and comprehensive benefits counseling.
Without a valid SSN, consumers may not receive direct payments for some services where payments are made (e.g., reimbursements or advance payments).

Every attempt to gather the consumer's SSN should be made when DVR receives the referral, at orientation, after the consumer is found eligible for DVR services, and during later meetings.
Consumers and guardians have the right to refuse to provide their SSN; however, this should be the exception, not the rule.
All attempts to gather the SSN, including consumer refusal to provide the information, should be documented in IRIS.

Following Up on Unverified or Invalid SSNs

In order to check on the validation of a SSN, use the Social Security tab of the Case Summary page in IRIS. If the Verification Code (noted below) is anything besides "V", the consumer should be contacted to determine if the SSN was transcribed incorrectly or if the number given was incorrect. Consumers may be hesitant to provide written proof of their SSN, but may be willing to provide it via phone, in person, or through another method of the consumer's choice.

Note: If the SSN is provided by the consumer/guardian after the consumer is found eligible for DVR services, please contact the IRIS specialist for assistance.

SSN Verification Codes and Follow Up Requirements

Reason	Code	Process
SSN is verified.	V	No action required.
Not verified, transcription errors possible.	*	Staff will check with the consumer to ensure that the SSN is accurate and ask the DVR Ticket Specialist make corrections as needed.
SSN not on file with Social Security.	1	Staff will provide guidance and counseling to the consumer and/or guardian since the SSN was incorrect. First identify if there was an error in transposing the information.
Surname (last name) matches, but date of birth does not match.	3	Staff should verify the SSN with the consumer and/or guardian. It is possible that the consumer may have changed their last name since receiving their SSN or since last updating their information with Social Security. First identify if there was an error in transposing the information.
Surname (last name) does not match.	5	Staff will verify the SSN with the consumer and/or guardian. It is possible that the consumer may have changed their last name since receiving their SSN or since last updating their information with Social Security. First identify if there was an error in transposing the information.
SSN verified, person may have changed surname (last name).	F	Staff will verify the SSN with the consumer and/or guardian. It is possible that the consumer may have changed their last name since receiving their SSN or since last updating their information with Social Security. First identify if there was an error in transposing the information.
SSN is verified with date of death on file.	X	Staff should verify that this is the correct consumer. In the case of death, the consumer's DVR file should be closed due to death.
SSN Verified via MBR, SSR, or NUMIDENT (MBR, SSR, and NUMIDENT are other databases that SSA uses to verify SSNs).	MPR	No further action needed as SSN was verified by Social Security via another database.
Verification code for records.	Z	Consult DVR Ticket Specialist for further guidance and directions.

Talking Points with Consumers

DVR staff should be knowledgeable about how consumer SSNs are used and how DVR protects SSN information. The following topics should be discussed with consumers:

Using their counseling skills, VRCs should talk with consumers about their beliefs regarding providing their SSN, perceived incentives and disincentives to working, and the pros and cons of providing their SSN to DVR.
DVR staff should talk with consumers about how their SSN is protected once obtained by DVR. When a consumer provides their SSN to DVR, the SSN field on their case file is masked so only DVR staff with certain credentials and a specific business need can see it. DVR staff should assure consumers that access to SSNs is monitored for any misuse.
Pros for consumers providing their SSN to DVR:
1. Assists in presumptive DVR eligibility
2. Expedites and improves access to benefits counseling
3. Improves quality and accuracy of benefits counseling with more information known
4. Provides potential protection from medical Continuing Disability Reviews (CDRs)
Cons for consumers not providing their SSN to DVR:
1. No direct payments, including reimbursements or advance payments, to consumers without a valid SSN
2. No presumptive DVR eligibility
3. No protection from CDRs
4. May cause delays in DVR service delivery
Without the SSN, DVR staff is limited in their ability to assist consumers who are youth receiving SSI to navigate the transition to adult benefits (SSI in particular) if the youth and/or guardian are not willing to provide the consumer's SSN.

NOTE: Consumers may be hesitant to provide written proof of their SSN, but may be willing to provide it via phone, in person, or another method of the consumer's choice.