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VIRGINIA DEPARTMENT OF SOCIAL SERVICES VERIFICATION/DOCUMENTATION

10/25 VOLUME V, PART III, PAGE 4

i. Social Security Numbers

The BPS must verify the Social Security number (SSN) of all household members reported by the household by submitting the number to the Social Security Administration (SSA) through SVES. The BPS must not delay certification of an otherwise eligible household solely to verify a Social Security number even if the 30- day processing period has not expired. The BPS must certify the household as soon as all other steps necessary to certify a household have been taken, except for verification of the Social Security number.

If the SVES inquiry indicates that SSA is unable to verify the SSN provided by the client, the BPS must contact the household to determine if the information the household provided is correct and obtain the correct information, as appropriate. If the information the agency has is correct, but the information SSA has is incorrect, advise the household to resolve the discrepancy with the SSA.

If the household fails to provide the necessary information that would allow the verification of an SSN, the household member for whom the number is unverified is ineligible.

If a household must provide information or documentation to the local agency or the SSA, the household must complete the action before the next recertification or show good cause why it was unable to do so.

If a household claims it cannot complete required actions for reasons beyond its control, the BPS must verify the household's inability to cooperate. For example, a household may claim it cannot verify a name change because fire destroyed official records. The BPS must verify this claim to the point he/she is satisfied the claim is accurate, i.e., documentation of the name change no longer exists. In these cases, an SSN match cannot be accomplished since SSA records cannot be corrected without the missing documentation. If the BPS verifies that the household is unable to provide the information needed to verify the SSN, the household member will remain eligible. The case file must adequately document the household's inability to provide the information.

Conversely, if the BPS is unable to substantiate the household's claim that it cannot provide the information, the household member will be ineligible.

j. Disability

Disability status of individual household members must be established whether the stricter or more relaxed definition of disability is evaluated. See Disabled Person in Definitions. If a household fails to verify disability when requested, the individual in question is not considered disabled.

Work Registration, Student Identification, Work Requirement A statement from a licensed medical provider is sufficient for the less restrictive standards for these policy areas. Receipt of temporary or permanent disability payments may also be used. TRANSMITTAL #36