DPSS ePolicy

1. New policy regarding outgoing United States (U.S.) mail containing an individual’s Social Security Number (SSN).
   
   
2. All verbiage pertaining to LRS has been revised to CalSAWS.

CalFresh applicants who are eligible for ES are not required to provide or apply for an SSN until after they have received the first month’s expedited benefits or the first two months if the HH applied after the 15th of the month. However, applicants must provide or apply for an SSN before their next benefit issuance.

Senate Bill (SB)1569 was enacted in 2007 to extend eligibility for public social services and benefits to qualified non-citizen victims of human trafficking, domestic violence, and other serious crimes who are not eligible for federally funded benefits.

With the implementation of the SB, a new State-funded program was created to provide benefits and services to these eligible victims that are comparable to benefits available to refugees. Trafficking victims apply to U.S Citizenship and Immigration Services for a “T” Visa, and victims of domestic violence and other serious crimes apply for a “U” Visa.

Non-citizens under SB 1569 are not required to provide or apply for an SSN as a condition of eligibility for California Food Assistance Program.

Note: When a non-citizen trafficking victim has been certified by the Office of Refugee Resettlement (ORR), they are eligible for federal CalFresh benefits and; therefore, must provide or apply for an SSN (This includes a non-citizen minor trafficking victim who is issued an eligibility letter by the ORR). Additionally, battered non-citizen individuals under the Violence Against Women Act (VAWA) are eligible for federal CalFresh benefits and are subject to the same SSN requirement.

When a customer indicates that they do not have an SSN or otherwise are unable to provide an SSN prior to CalFresh certification, the individual must apply for an SSN.

Customers must obtain and complete an MC 194 form to apply directly at a local SSA office with the necessary information for the SSN application (e.g., Identification, proof of U.S. citizenship, or non-citizen status).

Once the HH member returns a completed MC 194 or verification of an SSN application from the SSA and has met all other eligibility requirements, they are entitled to CalFresh benefits, pending notification of the SSN verification by the SSA office.

Newborn and SSN Requirement

If the customer is unable to provide an SSN or verification of SSN application for a newborn, then the HH must provide the SSN or verification of SSN application at its next Renewal (RE) or within six months following the month the baby was born, whichever is later.

A HH member who fails to provide or apply for an SSN without Good Cause, is disqualified from participating in the CalFresh Program, until they comply with the SSN requirement.

However, the disqualification only applies to the HH member who has not complied with the SSN requirement, not the entire CalFresh HH.

Note: The income of an SSN-disqualified HH member is prorated, but resources are counted entirely.

When a HH member does not comply with the SSN requirement in a timely manner, the information provided by the individual and/or the SSA office will determine if Good Cause exists.

Good Cause is established when documentary evidence or collateral information indicates that the HH member has applied (or attempted to apply) for an SSN and made every effort to provide all necessary information to the SSA for the completion of an SSN application.

A disqualified HH member who has previously failed to demonstrate Good Cause may qualify for the CalFresh Program when:

1. They have provided an SSN or verification of a filed SSN application. In this situation, the HH member may qualify until the next RE depending upon the county’s ability to verify the SSN or the results of the SSN application from SSA; or
   
   
2. The HH member has now demonstrated Good Cause as to why they were unable to comply with this requirement. If the HH member never applied for an SSN or provided verification of an SSN application, Good Cause will be reviewed in 30-day intervals.
   

If a HH member has demonstrated Good Cause as to why an SSN application was not completed in a timely manner, that HH member shall be eligible for CalFresh benefits on the first day of the month following the date the HH member demonstrated Good Cause. Afterward, they must demonstrate Good Cause in 30-day intervals for continuous eligibility for CalFresh.

Note: Good Cause does not include delays due to illness, lack of transportation, or temporary absence.

A disqualified HH member may qualify for CalFresh benefits when they provide an SSN, provide verification of SSN application, or demonstrate Good Cause as to why an SSN application cannot be completed.

A HH member who is deemed disqualified due to discrepancies with verifications provided may qualify only if they provide the necessary information to resolve the discrepancy or an MC 194 verifying that the HH member has requested that the SSA office clarify the discrepancy.

AB 499 amends existing law by prohibiting a state agency or an agency acting on behalf of the state (counties) from sending an individual any outgoing U.S. Mail containing the individuals’ SSN unless the number is limited to its last four digits, except in the following circumstances:

• Federal law requires the inclusion of the SSN;
  
  
• The documents are mailed to a current or prospective state/county agency employee;
  
  
• An individual erroneously mailed a document containing an SSN to a state/county agency, and the state/county is returning the original document via certified or registered U.S. Mail;
  
  
• The Controller is returning documents previously submitted by the individual; or
  
  
• The document is sent in response to a valid request for access to personal information.

Eligibility Staff must review and ensure that all outgoing U.S. Mail sent to customers containing their SSN is limited to the last four digits of the SSN to be compliant with the new law. Additionally, Eligibility Staff should encourage applicants and customers to submit copies (not originals) of required documentation, such as social security cards.