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PY26 WHEAP Manual

37 Revised: August 2025 for purposes of SSN verification only. All other elements of the application must be complete, and the application must be in “Submitted” status for the application to not be denied as incomplete. An application will be prevented from denying as incomplete if it is waiting in the “SSN Sent to SSA” inbox, provided that all other aspects of the application are complete, and it is submitted. 3.2.3.3 SSN Exceptions If the household member meets one of the following exceptions for not having an SSN, indicate the reason there is no SSN on the household member record and include the proper documentation in HE+ System Notes.

3.2.3.3.1 Infants Infants (newborns) less than 60 days old where an SSN has not yet been issued may be processed without a valid SSN if the applicant has applied for an SSN for the infant.

3.2.3.3.2 Religiously Exempt from Social Security Applicants who are exempt from being assigned SSNs due to a religious conviction must provide the Individual Taxpayer Identification Number (ITIN) assigned by the Internal Revenue Service (IRS). Do not enter the ITIN into the HE+ System as the SSN. An HE+ System Note, including the ITIN, must be added to the HE+ System. Selection of the “Religiously Exempt” exception requires Division approval. Workers shall select “Send to SSN Override” from the Action Ribbon of the associated household member’s PID. Workers shall not use religiously exempt status as a place holder while waiting for SSN verification.

Religiously exempt individuals are those who are exempt from Social Security and Medicare taxes because they are a member of and follow the teachings of a religious group as defined by the IRS in the instructions for Form 4029 Application for Exemption from Social Security and Medicare Taxes and Waiver of Benefits. Parents who choose not to obtain SSN(s) for their children and are not a member of these religious groups do not meet the religiously exempt criteria. Their application will be incomplete if they do not provide SSN(s) for their children.

3.2.3.3.3 Ineligible Non-citizens Ineligible non-citizens without an SSN shall not be listed as a case head. IRS-assigned ITINs should never be entered in the HE+ System as SSNs for ineligible non-citizens. See Section 3.2.2.4.

3.2.3.3.4 Household Members Over 60 Days Old Division approval must be obtained prior to proceeding with any U.S. citizen over 60 days old if an SSN has not yet been issued or there are extenuating circumstances where the SSN cannot be verified. There must be a valid reason for the delay in obtaining an SSN and proof that an SSN was applied for. Documentation provided regarding the SSN application shall be uploaded to the application as “Other WHEAP Documents.” The Division will approve an exception on a one-time basis. The situation must be fully documented in the HE+ System “Household Member Notes” when the SSN override is requested. A valid SSN will be required on the next application. The Division adds notes regarding the SSN Exception request, showing the approval or denial. Requests for SSN exceptions shall be sent to the Division via the “SSN Pending Override” inbox when the worker selects “Send to SSN Override” from the Action Ribbon of the household