2136 Referral Procedure for Applying for an SSN

The following referral procedure shall be used for persons who must apply for an SSN.

Refer all persons needing to apply for an original or replacement SSN per 2130 to the appropriate local SSA office. The top half of this form is to be completed by staff including the case name and case number and the name and address of the office and worker making the referral. Up to 4 case members needing to apply for a number can be referred on one form.The state welfare ID number is to be indicated on the form so that the SSN will be entered in the KEES system automatically once assigned. That ID number must be listed in the following sequence: First 2 digits are the State Bendex Code, 17. The next 10 digits are the client ID number from KEES. List all of the digits as one continuous number. Example: 1700112345678.

The client is to take the referral form along with the necessary supporting documentation to the SSA office when he or she applies. Sufficient time should be given for the client to accomplish this.

Once the client has applied, SSA will return the referral indicating the action taken. If the application process was completed, the client meets the SSN Requirement and can be approved for assistance. If the individual could not, without good cause, complete the process, he or she is ineligible for assistance per 2134 .

A copy of the completed referral form is to be kept in the case file as proof of application for an SSN.

If the person is unable to apply in person at the SSA office (e.g., transportation problems, accessibility to office, physical limitations, etc.) this same procedure can be used on a mail-in-basis. In these instances, staff would provide an SS-5 for the client to complete along with a referral form. The SS-5, referral form, and necessary documentation would then need to be mailed by the client to the appropriate district SSA office.

The original documents (e.g., birth certificate, other identification, etc.) must be sent to support the application. Photocopies are not acceptable.

Staff should inform the client of the necessary documentation needed and assist him or her in completing the SS-5.

Once the application is received, SSA will return the referral form as with the walk-in procedure. In certain instances, a client may have previously applied for a number prior to the request for assistance. A receipt from SSA acknowledging the application is still acceptable proof for meeting the SSN requirement.