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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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household members is two). However, the ineligible member's income must be counted and documented for household eligibility determination.

When a LIHEAP customer household contains all U.S. citizens, but forgets to bring Social Security (SS) documents for a household member, then it is appropriate, but not required, to pend the application for them until they provide that information. If a citizen has not obtained a SSN, but could qualify for one, then it is appropriate, but not required, to pend the application and help/refer them to the local SSA office to get a SS card. If a LIHEAP customer household possesses, but refuses to provide, required SS documentation, for any household member, that member becomes ineligible, however, the ineligible member's income must be counted and documented for household eligibility determination.

If a household who, given the opportunity, could obtain and provide required SS documentation, for all members, refuses to do so, then they must be informed of the impact, if any, upon their benefit amount prior to application.

An ineligible member can be designated as the head of household, apply and sign the application on behalf of the LIHEAP customer household (e.g., if an infant or minor child is the only eligible member of the household, an ineligible adult member can apply and sign on behalf of the household).

A household comprised entirely of ineligible members only, is ineligible to receive LIHEAP.

If the LIHEAP customer is a temporary foreign national not authorized for employment, verification of a Social Security number may be waived. However, they must present their I-94 card (an 11-digit number) (see Appendix F) or other approved documentation (see Appendix G). The Iowa LIHEAP program should record the USCIS number in lieu of the SSN. This applies to all household members in this category, regardless of age. Copies of such verification must be included in every file.

Waivers may be granted by the CAA Unit in certain hardship cases, 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). Because foster parents are unable to obtain social security verification for foster children, waivers may be granted in multiple years. The waiver form can be found in the Members Only page of https://humanrights.iowa.gov/dcaa.

NOTE: The Iowa LIHEAP program does NOT report undocumented households to any entity. A household’s status is held confidential and not shared with other parties.

7.40 Entering SSN/Documentation into THO/Nifcap Information from the verification document must be entered for each household member in the following manner.

● Social Security Number (SSN) Presented (from an approved document) = Enter 9-digit SSN ● Driver’s License Presented/Photo ID = Enter 9-digit SSN, if known (may be provided verbally or in writing by the LIHEAP customer) ● Passport = Enter 9-digit SSN, if known (may be provided verbally or in writing by the LIHEAP customer). Otherwise, enter the passport number. NOTE: Not all passport-holders have been provided with an SSN. ● I-94/Alternate Documentation Presented = All digits entered (THO) or up to 16 digits (NIFCAP) ● USCIS = All digits entered ● Undocumented Individuals = Leave blank