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Iowa LIHEAP Policy and Procedures Manual 7.00 Social Security Number (SSN) Documentation Requirements

Effective 09/01/2023

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7.00 SOCIAL SECURITY NUMBER (SSN) DOCUMENTATION REQUIREMENTS

The Social Security Number of each household member, regardless of age, must be provided either in writing or verbally in order for that household member to be deemed eligible. If a household member is not able to provide documentation verifying their SSN waivers may be requested on a case-by-case basis. Relevant information must be documented for the file, and the household made aware that this is a one- time only waiver (once in a lifetime). If there are extenuating circumstances (such as an ongoing foster care scenario), contact the state LIHEAP office to request an exception. The Social Security Number (SSN) Waiver Request form is to be completed and approved by the state LIHEAP office. The form is maintained on the Members Only page of https://humanrights.iowa.gov/dcaa.

Hard copies of social security cards and other verification documentation for each member of the household are to be scanned and maintained in the CAA’s electronic LIHEAP database. Customers may present pictures or copies of required documentation in lieu of the hard copy. Once the card or other verification documentation is obtained for a member of a household, it does not need to be requested in subsequent years unless a change has occurred or the documentation has expired.

Note: A scanned copy of the verification document is still required, even if using a bar code scanner to populate the application.

7.10 Acceptable Documentation To ensure the Iowa LIHEAP program has the correct Social Security Number (SSN), verification is limited to the documents below. Please note that if an applicant presents an acceptable document that does not have the SSN on it, the applicant may provide the SSN verbally or in writing on the application. ● Social Security Card o A Social Security Card with VOID on it is legitimate. In 1988, the anti-copy VOID pattern was added as a security feature for the card. In 2004, the VOID pattern was removed. Visit https://www.ssa.gov/history/ssn/ssnversions.html for more information regarding social security cards. o A Social Security Card that indicates “with INS Authorization”, is a legitimate card. The authorization document does not need to be scanned for our records. o A “Valid for Work Only with DHS/INS Authorization” Social Security Card is acceptable documentation. The authorization document does not need to be scanned for our records. ● Driver’s License/REAL ID or Photo Identification Card (ID) o Must be a current Iowa Driver’s License or Photo ID at the time of application, issued by the Iowa Department of Transportation. LIHEAP will also accept a Driver’s License/Photo ID which is issued to an individual under the age of 18, provided it is current. The household member’s social security number is still required to be entered into the electronic application, which may be provided verbally by the LIHEAP customer. Note: If the Driver’s License/Photo ID expired since the last LIHEAP application was filed, a new one must be provided. For LIHEAP purposes, an old address on the Driver’s License/Photo ID does not cause the ID to be “expired”. o REAL ID’s issued from any state are acceptable. ● Tribal ID’s that include the SSN are acceptable. ● Passport (any age household member) o Must be a current U.S. issued passport in order for the individual to be considered a household member. See Section 7.40 for software input. Note: If the passport expired since the last LIHEAP application was filed, a new one must be provided. ● Birth Certificate (any age household member) o See Section 7.40 for software input. o Birth certificates presented as Social Security Number documentation must match the individual’s last name or have identifying documentation when different, such as a marriage