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PY26 WHEAP Manual

Revised: August 2025 member’s PID. The required notes for this action appear as a household member note. Submitted applications are “on hold” until the SSN override is reviewed and approved or denied by the Division.

3.2.3.4 SSN Overrides The SSN Override function in the HE+ System may only be used in extenuating circumstances when an SSN has been rejected by MCI. Any SSN override request must include a System Household Member Note with the reason for the override request. To help the Division assess the override request, include what was done to verify the information entered, and if applicable, any important details for possible reasons the SSN was rejected. The Division must approve these overrides and will consider each on a case-by-case basis. Division staff may contact the worker via System Household Member Notes for more information pertaining to the override request.

SSN exception reasons “Other” and “Religiously Exempt from Social Security” require Division preapproval via the “SSN Pending Override” inbox when the worker selects “Send to SSN Override” from the Action Ribbon of the household member’s PID. See Section 3.2.3.3.4 regarding documentation needed for SSN exceptions.

3.2.3.5 Change SSN Request Simple Change SSN: In the event that a case head or any household member in the HE+ System has an SSN entered in the HE+ System that is later found to have been incorrectly entered, a Change SSN request must be completed. A Change SSN request can be made via the change SSN function found on the Action Ribbon when viewing Person Summary details from the PID containing the incorrect SSN record. This request will be sent to the Division through the HE+ System to complete the change SSN request. This will move or merge the records from the incorrect SSN to the correct SSN.

If an incorrect SSN has been entered for a case head on an unextracted application, the unextracted application must be deleted and entered using the correct SSN/PID. If there is application history under the incorrect PID for the person with the incorrect SSN, then a “Request Change SSN” should be requested before the application is entered into the HE+ System. Once the SSN has been corrected, the application should be entered under the correct SSN. An HE+ System Note should be added that the application was first entered with the wrong SSN. This System Note should include the PID under which the application was originally entered.

Complex Change SSN: For other cases where only select records from a history need to be transferred to a different SSN/PID record or SSNs have been transposed between household members, please contact the HE+ Help Desk for assistance in completing these requests.

3.2.4 Student Status and WHEAP Eligibility If the case head is age 25 or older on the date of the application, the case head’s student status does not need to be verified.

Student status must be determined for case heads enrolled in institutions of higher education when the case head is under age 25. A case head enrolled in school half-time or more will be eligible for an energy assistance benefit only if WHEAP financial criteria, WHEAP non-financial criteria, and at