Ops Memo 2013-07: TAFDC, EAEDC and SNAP – Facsimile and Systems Generated Social Security Numbers (SSNs) Cleanup

Overview
To comply with program rules, a Social Security number (SSN) must be provided either orally or in writing for each applicant or client (hereafter called client) applying for or receiving TAFDC, EAEDC, and SNAP, unless good cause exists, in accordance with 106 CMR 701.230(C) and 362.500(C). If a grantee does not have an SSN, a Facsimile SSN is assigned by the case manager. For all other household members, a Systems Generated SSN is assigned by BEACON.

Operations Memo 2012-48 described an automated process for updating the SSN of clients for whom there are DTA-assigned Facsimile or Systems Generated Social Security Numbers (SSNs) on file.

As part of the automated process, an automatic update occurs on BEACON when the client demographic data on file (name, date of birth and gender) matches a singular SSN on the Social Security Administration (SSA) file. This process has been established as a means to help ensure program integrity and to address issues raised in an audit by the United States Department of Agriculture and the Office of the Inspector General regarding clients who have not provided the Department with valid SSNs.

Purpose of Memo
The purpose of this memo is to inform staff of changes to BEACON and the revised procedures for updating client Facsimile and Systems Generated SSNs.

Many of the automated processes developed to support SSNs updated by the Enumeration Verification System (EVS) batch will also support the case manager-initiated SSN change process.

Obsolete Memo
This Operations Memo obsoletes Operations Memo 2012-48.