01-1987
Enumeration is the process of applying for a Social Security number (SSN). To apply for an SSN, either the worker or the applicant/client must complete Form SS-5, Application for a Social Security Number Card. Ordinarily the applicant must sign Form SS-5. If the SSN is for a child under the legal guardianship or in custody of the state, the worker signs Form SS-5.
The following instructions are a summary of the enumeration procedures in the Welfare Enumeration Manual (WEM).
To request an original or replacement SSN for applicants or clients of HHSC programs only.
SSN violations are a felony under federal law and are subject to a fine of not more than $5000 or imprisonment for not more than five years, or both.
The worker or the applicant/client completes Form SS-5 for each applicant/client who does not have an SSN or for whom the number is unknown. The worker reads to the person or has the person read page 4 of Form SS-5. Page 4 explains
Note: Section A-1322 explains when the worker must refer applicants/clients to SSA for enumeration.
Applicants/clients are required to furnish HHSC an SSN as a condition of eligibility in the Supplemental Security Income-related MAO program. The adult MAO program, however, does not have a formal enumeration process. The Medicaid eligibility worker may help the individual obtain an SSN by furnishing the applicant/client a Form SS-5. The form includes an explanation of the Privacy Act of 1974 and the purpose and use of SSN information. The worker may also provide assistance in completing Form SS-5, if necessary. It is the responsibility of the MAO applicant/client to return Form SS-5 to SSA and to provide SSA with documentation of age, identity, citizenship, or legal alien status needed to obtain an SSN.
The only time a Medicaid eligibility worker completes Form SS-5 is if an applicant/client is 65 years old or older and does not have an SSN or a Social Security claim number (SSCN) for Medicare purposes, and is unwilling or unable to apply for Medicare on his own. In this situation, the worker must complete Form SS-5 and Form SSA-4040, Application for Supplemental Medical Insurance, to enroll the applicant/client in Part B of Medicare.
If the application is for AFDC foster care, the worker completes and signs Form SS-5 for each child who does not have an SSN or for whom the number is unknown.
The worker annotates "child in custody of the state" in Item 14.
See WEM 00305.145 for other special instructions.
Note: Section A-1322 of the Income Assistance Handbook explains when the worker must refer applicants/clients to SSA for enumeration.
The worker
Social Security Administration
Enumeration Branch
38 Courtright
Wilkes-Barre, PA 18701
The bottom left-hand corner of the envelope must be marked "WELFARE ENUMERATION."
The worker keeps a carbon or photocopy of the completed Form SS-5 in the case record until he receives Form H1000-B with the client's SSN. Note: The worker or office may maintain a log of all Forms SS-5 sent to SSA instead of copies.
Order supplies of Form SS-5 from Business Management Division. Small emergency supplies may also be requested from local SSA offices.
If an applicant completes Form SS-5 incorrectly, SSA central office staff returns the form to the SSA district office. Regional directors for income assistance services and SSA district office managers are responsible for establishing procedures to see that these Forms SS-5 are returned to the worker for correction.
Complete Items 1 through 14 using black or dark blue ink. Print all information except the signature. Do not make any entry in the side margins.
Following are the 14 items and their location in the Welfare Enumeration Manual (WEM):
Item 1* — Name — WEM 00305.025 - 00305.035
Item 2* — Mailing Address — WEM 00305.040
Item 3* — Citizenship — WEM 00305.045
Item 4 — Sex — WEM 00305.050
Item 5 — Race/Ethnic Description — WEM 00305.055
Item 6 — Date of Birth — WEM 00305.060 - 00305.065
Item 7 — Present Age — WEM 00305.070
Item 8* — Place of Birth — WEM 00305.075
Item 9* — Parents' Names — WEM 00305.080 - 00305.085
Item 10 — Previous Applications — WEM 00305.090
Item 11 — Today's Date — WEM 00305.095
Item 12 — Telephone Number — WEM 00305.100
Item 13 — Signature — WEM 00305.105
Item 14 — Relationship — WEM 00305.110
*These items and the Evidence ID Code are the minimum information for processing Form SS-5.
DATES
Three dates appear on Form SS-5. They are as follows:
AGE, IDENTITY, AND CITIZENSHIP OR LEGAL ALIEN STATUS
Ensure that the applicant for the SSN is the person he claims to be. Examine a combination of documents to establish the applicant's age, identity, and citizenship or legal alien status; do not use only one document.
Use the following documents to establish age and citizenship:
If using a U.S. birth certificate as evidence, record
If using a church record, record the name and location of the church.
If the above records are not available, use other documents at least one year old. Examples are school records, census records, or other documents showing date of birth or age.
To establish legal alien status, see WEM 00310.145 and 00310.150. Show in the IDN block of Form SS-5 any alien registration numbers appearing on INS documents.
Identity can usually be established through such items as a driver's license, voter's registration card, school or employment ID, credit card with signature, library card, or any other document showing signature, photograph, or description.
For a child under 7 years old, a birth certificate alone is not sufficient evidence to establish identity unless no other evidence of identity exists. If no other evidence can be obtained for a child under 7 years old, indicate it on Form SS-5 in the IDN block.
When a person applying on behalf of another submits Form SS-5 in person, he must show evidence of his own identity as well as evidence of the age, identity, and U.S. citizenship or legal alien status of the person for whom he is applying. This usually occurs when a parent applies on behalf of a child.
Following the instructions in WEM 00301.055 and 00310.010, write the types of evidence reviewed in the IDN block of Form SS-5. Code "C" is the only acceptable entry in the IDN block. Then sign your name; enter your title and the date.
Additional sources of evidence are listed in WEM 00310.170.
If the applicant is age 18 or older and has never had an SSN before, conduct an in-person interview according to WEM 00310.015. Annotate the ITV block of Form SS-5.
The welfare identification number is the number used to notify the state via the welfare enumeration tape of the SSN that SSA assigns the client. Enter the welfare ID in the NPN block of Form SS-5.
The welfare ID in Texas is
Note: Always separate the state BENDEX code of 45Ø from the rest of the number by a dash (-). Also, write a numerical zero with a slash (Ø) to distinguish it from a letter "O."
Example: 45Ø - A12345678
Mail Form SS-5 to SSA, Wilkes-Barre, Pa. once the welfare ID can be entered in the NPN block of Form SS-5. All other information must be complete.
LOCAL SSA OFFICE CODE
Enter the three-digit numerical or alpha-numeric code to identify the local SSA office for the applicant's mailing address in the DOC block. A list of codes is at the end of these instructions.
LIST OF LOCAL SOCIAL SECURITY OFFICES
| CITY | LOCAL SSA OFFICE CODE |
CITY | LOCAL SSA OFFICE CODE |
| Abilene | 829 | Galveston | 828 |
| Alice | 874 | Georgetown | E45 |
| Amarillo | 820 | Greenville | 845 |
| Angleton | A72 | Harlingen | 875 |
| Austin | 813 | Houston (Southwest) | 816 |
| Beaumont | 818 | Houston (Downtown) | D64 |
| Big Spring | 832 | Houston (Northeast) | 856 |
| Brenham | B48 | Houston (Northwest) | 855 |
| Brownsville | 824 | Houston (Southeast) | 857 |
| Brownwood | 842 | Kerrville | A75 |
| Bryan | 836 | Laredo | 840 |
| Cleburne | B47 | Longview | 835 |
| Conroe | A74 | Lubbock | 827 |
| Corpus Christi | 825 | Lufkin | 833 |
| Corsicana | 843 | McAllen | 841 |
| Dallas (North) | 814 | McKinney | A76 |
| Dallas (Fair Park) | 851 | Marshall | B50 |
| Dallas (South Oak Cliff) | 853 | Midland | A04 |
| Dallas (West) | 854 | Mt. Pleasant | I22 |
| Del Rio | I15 | Nacogdoches | B44 |
| Denton | A73 | Odessa | 834 |
| Eagle Pass | 844 | Palestine | 846 |
| El Paso | 817 | Pampa | 847 |
| El Paso (Downtown) | E24 | Paris | 831 |
| Fort Worth | 821 | Pasadena | 850 |
| Fort Worth (South) | E35 |
| CITY | LOCAL SSA OFFICE CODE |
| Plainview | 848 |
| Pleasant Grove | E64 |
| Port Arthur | 830 |
| San Angelo | 822 |
| San Antonio | 815 |
| San Antonio (South) | 880 |
| San Antonio (West) | 852 |
| San Marcos | E44 |
| Seguin | B51 |
| Sherman | 837 |
| Temple | 838 |
| Texarkana | 757 |
| Tyler | 819 |
| Vernon | 849 |
| Victoria | 839 |
| Waco | 826 |
| Waxahachie | D20 |
| Wichita Falls | 823 |
| Clovis, New Mexico P.O. Box 1419 88101 |
862 |