305.05 Verification of Citizenship and Identity (AAM)

305.05 Verification of Citizenship and Identity (AAM)

SR 15-07 Dated 01/14 Previous Policy

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Verify citizenship and identity of each assistance group (AG) member at the initial determination of eligibility. For noncitizens, also verify citizenship status at each redetermination.

For most individuals, citizenship and identity are verified via an electronic data crossmatch process through the Social Security Administration (SSA), which uses the individual’s SSN, name, and date of birth to verify citizenship and identity information.

• If the SSA crossmatch fails to verify citizenship and identity, or the individual is unable or is not required to provide a SSN, other acceptable documentary proof of citizenship and identity must be provided.

The documents detailed in the chart below are considered the only acceptable forms of proof for citizenship and identity when applying for most categories of financial assistance.

NOTE: Also see the list of individuals who are exempt from these requirements below.

Citizenship and identity documents that are photocopied, faxed, scanned or copied in another manner (photograph) are considered valid proofs, unless the information on the copied document is inconsistent with other available information or the validity of the copy is questionable. The copied document does not have to be notarized.

PROOFS THAT VERIFY BOTH CITIZENSHIP and IDENTITY NO OTHER PROOF IS NEEDED TO VERIFY CITIZENSHIP AND/OR IDENTITY IF ONE OF THE DOCUMENTS IN THIS TOP SECTION IS SUBMITTED US Passport or US Passport Card (valid or expired if it was issued without limitation) Certificate of Naturalization Certificate of US Citizenship “Enhanced” State Driver’s License (From a state that verifies US Citizenship before issuing the license. License must say “Enhanced Driver License”) Documents issued by a federally recognized Indian Tribe Verification of Citizenship via a Federal or Another State Agency (If done after 7/1/06)

OR

To verify CITIZENSHIP , an individual can submit: 1 Citizenship Document from Column A along with 1 Identity Document from Column B .

COLUMN A CITIZENSHIP DOCUMENTS COLUMN B IDENTITY DOCUMENTS • US Birth Certificate from one of the 50 states and DC; or PR, Guam, USVI, American Samoa, Swain’s Island, or CNMI (some date restrictions apply) • Certification of Report of Birth of US Citizen • Report of Birth Abroad of US Citizen • Certification of Birth • Birth Record Documented by Cross-Match with State Vital Statistics • US Citizen ID Card • Picture Driver’s License (issued only by US state or territory) • Picture School ID • US Military or Draft Card • State, Federal, or local government ID Card • Certificate of Degree of Indian Blood or Tribal Document with Picture • Military Dependent ID Card • US Coast Guard Merchant Marine Card • Northern Marianas ID Card (birth prior to 11/4/86) • Evidence of US Civil Service Employment (if employed prior to 6/1/76) • Final Adoption Decree (With child’s name and US birthplace, if the adoption is not final, a statement from a state approved adoption agency showing the child’s name and US birthplace.) • US Military Record (showing US birthplace) • Data Verification with SAVE Program (or other Dept. of Homeland Security verification process) • Proof of a child meeting the requirements in Section 101 of the Child Citizenship Act of 2000 • Hospital, clinic, doctor, nursing facility, skilled care facility or other medical institution records showing US birthplace. • Life, health, or other insurance records indicating a US place of birth. • Voter’s Registration Card • Proof of Identity Verified by a Federal or State Gov’t. Agency, such as: A Public Assistance, Law Enforcement, Internal Revenue, Tax Bureau, or Corrections Agency • 2 or more documents together , having the individual’s name, and consistent identifying information, such as: - Employer ID Cards - High School/HS Equivalency or College diplomas - Marriage Certificates - Divorce Decrees - Property Deeds/Titles • Official religious documents, recorded in the US, showing a US birthplace • Pre-school, school, Head Start or daycare records with child’s name and US birthplace • Federal or state census record showing US citizenship or US birthplace Special Identity Rules for Children Aged 19 and Younger: Clinic, doctor, hospital or school records, including nursery/daycare records or report cards. If citizenship documents listed above are not available, the individual can submit an affidavit to prove citizenship. It must be signed, under penalty of perjury, by another person who can attest to the individual’s citizenship. The affidavit must contain the individual’s name, date of birth, and US place of birth. It does not have to be notarized. If the above identity documents are unavailable, an individual can submit an affidavit, signed under penalty of perjury, by another person who can attest to the individual’s identity. The affidavit must contain the individual’s name and other identifying information, such as age, sex, race, height, weight, eye color or address. It does not have to be notarized. Individuals must be assisted in obtaining acceptable documentary evidence of citizenship, if assistance is needed.

Exceptions to the Above Citizenship & Identity Requirements:

The following individuals are exempt from the more restrictive identity and citizenship requirements described above:

· individuals who are entitled to or enrolled in Medicare (Part A, Part B, or Part D, for example);

· individuals who receive SSI, verified via the SDX;

· individuals who receive SSDI;

· newborn infants born to women who are current Medicaid recipients. Consider newborns who meet this criteria to have met citizenship and identity requirements at birth. No further proof is needed at subsequent redeterminations. This group includes children whose births were covered by Emergency Medicaid for Non-Citizens; and

· children receiving either Title IV-B services or Title IV-E adoption or foster care payments.

These exempted individuals can verify:

· citizenship with acceptable forms of proof such as birth or hospital records, voter registration cards, U.S. passport, and INS documentation which certifies citizenship or naturalization; and

· identity using any document that reasonably establishes the individual’s identity. If no document is available, use a collateral contact.

If an individual refuses or fails to verify citizenship and/or identity, deny or terminate financial assistance for the entire AG.

Exception: If applicants for financial assistance meet all other program eligibility requirements and the inability to verify citizenship and/or identity is the only reason that prevents a determination of eligibility for the applicant household because:

· the SSA data crossmatch failed to verify the applicant’s citizenship and/or identity; or

· the applicant is unable to provide citizenship and/or identity documentation; or

· the applicant is unable or not required to provide a SSN …

… do not automatically deny assistance. Instead, allow the applicant 95 days from the date on the notice of decision (NOD) to provide the required citizenship and/or identity documentation.

· For applicants who are able to use the SSA data crossmatch, the NOD is the New HEIGHTS-generated DX0011, Citizenship Verification Request .

· For applicants who are not able to use the SSA data crossmatch, the NOD is the generic open notice for financial or medical assistance.

If the required documentation is not provided within 95 days from the date on the NOD, terminate financial assistance for the entire AG.

References : He-W 601.02; He-W 606.02, He-W 606.28, 42 CFR 435.406-407, 45 CFR 233.50, 8 USC 1611-1613

Editorial Revisions Made: 11/2023