DPSS ePolicy

Revision of existing policy and/or form(s)

What changed?

1. The policy has been updated to include the Social Security Number (SSN) requirement for battered noncitizens.
2. Information regarding outgoing United States (U.S.) Mail containing an applicant’s/participant’s SSN has been updated.
3. References to the Leader Replacement System have been replaced with the California Statewide Automated Welfare System (CalSAWS).
4. References to the Electronic Document Management System have been replaced with CalSAWS Imaging Solution (CIS).

Note: Changes are shown highlighted in gray throughout the document. 

General Relief (GR) applicants/participants and household (HH) members, including minor children on a GR family case, are required to have a verifiable SSN as part of the eligibility criteria for GR benefits. Refusal to provide or failure to apply for a SSN without Good Cause will result in disqualification from the GR Program.

Exemptions

The noncitizen victims of human trafficking, domestic violence, and other serious crimes that apply for the T or U Visa under Senate Bill 1569 and battered noncitizens under the Violence Against Women Act (VAWA) are not required to have a SSN as part of the eligibility criteria for GR benefits. The United States Citizenship and Immigration Services (USCIS) may have granted them an Employment Authorization Document (EAD), which permits the noncitizen to work.

Refer to 42-411 Noncitizen Victims of Human Trafficking, Domestic Violence, and Other Serious Crimes and 42-405 Battered Noncitizens - Violence Against Women Act policies for detailed information.

Previously, the MC 194, Social Security Administration Referral Notice, was used to verify an applicant’s SSN. Effective February 2014, the Social Security Administration (SSA) no longer provides SSN printouts and benefit verification information at their field offices. The MC 194 form is no longer used to obtain proof of a SSN; however, the form will continue to be used for special circumstances listed in the Requirements section of this policy document. GR policy was revised to enhance access to benefits and to align GR policy of SSN verification with the CalWORKs, CalFresh, and Medi-Cal Programs policies.

Federal Data Service Hub (FDSH)

The electronic verification system that is used to compare and verify information with other state and federal systems during the eligibility determination process.

Income and Eligibility Verification System (IEVS)

An electronic system that matches the applicant’s/ participant’s name and SSN against federal and state income, property and asset data files.

Medi-Cal Eligibility Data System (MEDS)

The state system that contains data and eligibility information for various health and public assistance programs.

Numerical Identification (NUMIDENT) File

The SSA uses the Enumeration System to maintain records of each individual who has applied for a SSN since 1936.
The NUMIDENT file is a record of unique, life-long SSNs assigned to individuals based on SSN applications. The NUMIDENT file includes the following data elements:

1. SSN
2. First, middle, and last names
3. Full name at birth, 
4. Other first and last names used
5. Date of birth (DOB)
6. Prior DOB
7. Place of birth
8. Citizenship
9. Race/Ethnicity
10. Sex
11. Mother's full name at her birth
12. Father's first and last name, 
13. Date record was established or corrected
14. Control number
15. Date of death 

Note: The only official document verifying an individual's SSN is the SSN card.

The SSA also maintains a full record of all changes to the information (such as change of name).

Systematic Alien Verification and Entitlement (SAVE)

An electronic information sharing database administered by the USCIS that allows federal, state, and local county benefit issuing agencies to verify an applicant’s/participant’s immigration or citizenship status.

Unless exempt, GR applicants/participants, including minor children on GR family cases, are required to provide a SSN as a condition of GR eligibility. Applicants who do not have a SSN or otherwise are unable to provide a SSN must apply for a SSN prior to the determination of GR eligibility. They must apply directly at a local SSA office with the necessary information to submit a SSN application (e.g., Identification, proof of U.S. citizenship, or noncitizen status).

Eligibility staff will make every effort to assist the applicants/participants in obtaining their SSN. Applicants/participants will be provided with an MC 194 in the following instances:

1. The information on SSA’s NUMIDENT file needs to be verified;
2. The information on SSA’s NUMIDENT file needs to be corrected;
3. The participant has been assigned two SSNs; or
4. Two participants appear to have been assigned the same SSN.

The applicants/participants must provide the SSN within 30 calendar days from the application date, except for the instances listed above, when the MC 194 will be controlled for 90 calendar days.

Applicants/participants with a Need Special Assistance (NSA) designation are not exempt from SSN requirement and will be assisted by a co-located Department of Mental Health (DMH) Clinician, to obtain a SSN, if necessary.

Refer to 41-100 Needs Special Assistance policy for details.

Noncitizen victims of human trafficking and other serious crimes and battered noncitizens under the VAWA are not required to have a SSN to be eligible for GR benefits.

VAWA applicants/participants will be assisted in obtaining a non-work SSN by providing them with a PA 4013, Non-Work Social Security Number Referral Letter.

Note: Noncitizen victims of human trafficking and other serious crimes are not required to apply for a non-work SSN via the PA 4013.

Refer to 42-411 Noncitizen Victims of Human Trafficking, Domestic Violence, and Other Serious Crimes and 42-405 Battered Noncitizens - Violence Against Women Act policies for detailed information.

Outgoing U.S. Mail Containing Applicant’s/Participant’s SSN

Per All County Letter (ACL) 23-17, dated January 31, 2023, the Assembly Bill (AB) 499 (Chapter 155, Statutes of 2020) amends Section 11019.7 of the Government Code that mandates state agencies to mask or truncate a SSN to the last four digits on any outgoing U.S. Mail on or before January 31, 2023, except in the following circumstances:

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

Per the California Department of Social Services request, CalSAWS was programmed on June 14, 2023, to display the full SSN on the SSP 14, Authorization for Reimbursement of Interim Assistance Initial Claim or Posteligibility Case, as this form falls under the exemption, “Federal law requires the inclusion of the SSN,” identified under Section 11019.7(b)(1)(A) of the Government Code.

Any of the following may be used to verify a SSN:

1. Social Security Card (SSC) or SSC stub (only older version of SSC stub includes the name and SSN);
2. SSA award letter with the applicant’s/participant’s name and SSN;
3. SSN verified via FDSH;
4. SSN verified via MEDS with a valid code in the SSN-VER field;
5. SSN Verified via SAVE/IEVS match;
6. Other documents containing an applicant’s name and SSN; or
7. MC 194 signed and stamped by SSA.

Note: If the copy of the SSC is scanned into CIS, it can be used as verification of a SSN.