Application for a Social Security Number

[EAS 40-105.2]

An application for a Social Security number requires an original birth certificate. Refer to Requests for Birth Certificates.

Rules [EAS 44-318]

Providing a SSN, or filing an application to obtain an SSN, is a condition of eligibility which must be met BEFORE a Foster Care payment is authorized.

A Foster Care payment must not be made until this condition is met.
SSN requirements must be met within 30 days of the date of application if aid is to begin on the date of application.
In the Foster Care Program, the EW applies for a SSN or a duplicate SSN card for a child.
If a legal guardian is applying for a non-dependent child, or the authority for placement is voluntary placement, the guardian or parent shall make the SSN application.

Verification of the SSN

Acceptable Verifications

The child's Social Security Number may be verified by any one of the following:

Viewing the original Social Security card and making a photocopy.
Verifying the child's SSN from an SSA Award Letter.
A copy of a MEDS screen with SSN Verification Code “J”.
Sending an “Application for a Social Security Card” (SS-5) to verify an SSN which is already in the case record. Keep a copy of the SS-5 in the file.

Documentation Needed to Apply for an SSN

If SSN verification is NOT on file, then the EW must apply for an SSN on behalf of the Foster Care child. Social Security rules require verification of the child’s age, identity and citizenship/alien status before an SSN can be issued.

All documents submitted must be either originals or copies certified by the issuing agency. Photocopies or notarized copies of documents cannot be accepted. Refer to Requests for Birth Certificates.

Exception: A photocopy of the first page of the petition order which lists the JD# is accepted as verification of identity for Foster Care children.

Social Security must see at least 2 separate documents; however, one document can be used for two purposes. For example, a U.S. birth certificate can be proof of citizenship and age.
Verification of “identity” for a foster care child is the first page of the petition order which lists the JD# to the SS-5. The first page of the petition order with the JD number serves as verification of “identity” for the child and shows that the county has jurisdiction of the child.

Acceptable documentation includes the following

Verification Required for:	Acceptable documents are one of the following:
Citizenship	U.S. birth certificate U.S. consular report of birth U.S. passport Certificate of Naturalization, or Certificate of Citizenship
Non-Citizen Immigration Status	Form I-551 (includes machine-readable immigrant visa with unexpired foreign passport) I-94 with unexpired passport, or Work permit card from the Department of Homeland Security (I-766 or I-688B)
Age	Birth certificate Passport Other documents may be accepted
Identity	The first page of the petition order which lists the “Juvenile Dependency” (JD) # for identity and proof that the county has jurisdiction of the child.

Verification for an Undocumented Child/PRUCOL

The Social Security Administration states that undocumented children who receive non-federal Foster Care benefits or restricted Medi-Cal are ineligible for an SSN. However, regulations require that an application for an SSN be filed, regardless of fed/non-fed status. Therefore, the SS-5 must be completed and mailed, although the application will be denied.

“Permanently Residing Under Color of Law” (PRUCOL) Child(ren)

When completing a SS-5 request for children with PRUCOL status the EW must:

Attach a copy of the first page of the petition order to the SS-5,
Identify on the SS-5 this is a PRUCOL child,
Check box on #3 “Other” and notate “PRUCOL.”

Refer to Insufficient Identifying Information.

Procedure, Overview

EWs shall follow these procedures to request an SSN on behalf of a Foster Care child

EW
1. If there is no SSN on record, the PAC EW completes an “SSA Referral Notice” (MC 194). The MC 194 is filed in the case.
2. The EW requests the child's birth certificate. Refer to Requests for Birth Certificates.
  1. Note: The SSA requires an original birth certificate. A copy is not allowed.
3. When the birth certificate is received, the EW completes the “Application for a Social Security Card” (SS-5) but must NOT sign it on behalf of the child. Leave the “(FOR SSA USE ONLY)” section blank. It is for Social Security Administration use only. Refer to Completion of SSN Application, SS-5.
  1. Attach the child’s birth certificate and the first page of the petition order which lists the JD number to the SS-5. The first page of the petition order with the JD number serves as verification of “identity” for the child and shows that the county has jurisdiction of the child.
    1. Exception: A birth certificate is not required when requesting a duplicate SSN card or for verification of an SSN that is already in the case record.
4. Place MC-194’s/SS-5’s in the clerical basket for delivery to Social Security. Retain a copy in the eligibility case folder.
Clerical Staff
1. Designated clerical staff must sign the SSN applications and take them to the downtown SSA office weekly.
  1. Social Security Administration
    280 South First Street, Rm. 244
    San Jose, CA 95113.
Social Security
1. Once Social Security has viewed the original verification documents (birth certificates, INS documents, etc., they are returned to clerical staff.
Clerical Staff
1. Clerical shall return all original documents to the EW.
EW
1. The EW shall make a copy of the birth certificate for the eligibility case and forward the original documents to the Social Worker.
2. Set a case alert for a 60 day follow-up on receipt of the SSN.
3. When the original SSN card is received, the EW shall:
  1. Scan a copy of the card in the permanent verification section of the eligibility case.
  2. Document on the copy “Viewed original (date) and forwarded to SW/PO”. Include EW number and initials.
  3. Send the original SSN card to SW/PO.
  4. Advise the EA EW in PAC of the Social Security Number once received.
SW/PO
1. The SW/PO can release the original SSN card, as appropriate, to the:
  1. Caretaker relative or foster parent.
  2. Parents if the child is returned home.
  3. Child, when the child is old enough to need it for work.
  4. Child, when the case closes.

Insufficient Identifying Information

If there is insufficient identifying information to apply for a SSN and the child's parent, relative or legal guardian is unavailable or not cooperating, the PAC EW or the EW must follow these procedures:

PAC EW or EW
1. Enters a CalSAWS journal entry that the reason that the attempt to apply for an SSN was unsuccessful, such as:
  1. Attempting to obtain child’s birth certificate/other necessary information.
  2. Child abandoned, required information is not currently available.
  3. Facts unknown, insufficient information to complete SS-5, ready to pay aid, etc.
PAC
1. PAC completes a “Social Security Administration Referral” (MC 194) if needed. In these situations, the MC 194 is not sent to Social Security. It is filed in the eligibility case.
2. Completion of the MC194 is documentation that the SSN application is pending when there is insufficient information to complete the “Application for a Social Security Number” (SS-5); or when the SS-5 is rejected by Social Security due to their determination that there is insufficient information.
EW
1. EWs shall document the date of the attempt in the Maintain Case Comments window.
  1. Note: The Social Worker is a valuable resource in obtaining needed information.

At RV, the EW must review the case to ensure that the SSN verification is on file.

IF there:	THEN the EW must:
Is no SSN verification on file because there was insufficient identifying information previously,	Determine if there has been any change in available information that would now make an application possible.
Are no changes and there is still insufficient information to apply for a SSN,	Document “No new information” and the date of the review in a CalSAWS journal entry.
Is sufficient information is on file now,	Apply for an SSN for the child.

Completion of SSN Application, SS-5

The minimum requirements include:

Print (or type) entries in the BLACK or BLUE ink.
Full name of applicant (child).

Note: Occasionally the birth certificate for a newborn does not include the child's first name. If the child's full name cannot be determined from another source, the SS-5 can be submitted with only the child's last name and an SSN will be issued. The SSN card can be reissued later when the child's full name is known.

Form Completion

Question	Action
1.	Enter the child’s full name as indicated on the birth certificate
2.	Enter the following information: Agency Address: 373 W. Julian Street, San Jose, CA 95110-2335 EW # and Case Number
3.	Check the “U.S. Citizen” or “Other” box
4.	Enter sex/gender of the child
5.	Optional
6.	Enter Date of Birth (MANDATORY)
7.	Enter Place of Birth (CITY AND COUNTRY MUST BE LISTED)
8.	8a). Enter Mother’s Maiden Name 8b). Enter Mother’s Social Security Number (MANDATORY if child does NOT have an SSN)
9.	9a.) Enter Father’s Name, if known 9b.) Enter Father’s Social Security Number, if known
10.	Check the box “DON’T KNOW” if the EW is not sure the child has applied previously for a SSN#
11.	Enter previous SSN#, if child has one
12.	Enter name as listed on most recent SSN card
13.	Enter previous date of birth, if known
14.	Enter current date
15.	Enter current EW telephone number
16.	EW signature
17.	Check box entitled “Other” and list job title

“SSA Use” Section, SS-5

This section must remain blank. This section is used only be Social Security Administration.

Important: Do not use program aid codes or other in-house terms when completing the SS-5. Social Security staff are not familiar with our terms and the application may be rejected.