Alabama, Arizona, California, Colorado, Delaware, District of Columbia, Florida, Georgia, Hawaii, Idaho, Illinois, Indiana, Iowa, Kentucky, Louisiana, Maine, Maryland, Massachusetts, Minnesota, Mississippi, Montana, Nebraska, Nevada, New Hampshire, New York, North Carolina, North Dakota, Ohio, Oklahoma, Oregon, Pennsylvania, Rhode Island, South Dakota, Texas, Utah, Vermont, Virginia, West Virginia, Wisconsin, and Wyoming.
On September 24,2003 a conference call with states was held to discuss issues regarding Social Security numbers (SSNs) on the Federal Case Registry (FCR). Recently, many states have asked questions regarding how the Social Security Administration (SSA) identifies and verifies SSNs. The purpose of the multi-state conference call was to walk through the routines SSA uses to verify an SSN, and discuss SSN issues. Forty (40) states participated in the call.
The discussion began by providing information on the SSA routines that the FCR uses to verify SSNs. The following processes were reviewed:
Information on how to handle multiple SSNs was also discussed. State system designs should allow for multiple SSNs to be recorded for a person. This will prove helpful in situations where an NCP is working under one SSN but has financial accounts under another SSN. Please note, you must use the SSN verified and returned to the state by the FCR when communicating with the FCR.
Several states are sending an add transaction instead of a change transaction in order to change a participant from an unverified status to a verified status. This practice will cause the FCR to register the same person twice, as verified and unverified. It was recommended that these states consider changing their logic to send a change transaction instead of an add transaction.
Several states have indicated they are interested in a new approach that would allow states to delete a verified Name/SSN from the FCR when a state believes that the FCR has identified the incorrect person. Currently, if the state has new information that will change the verified SSN to another verified SSN, the state will send in a change transaction. If the state does not have new information to verify a different SSN, the state will delete the person from the FCR and re-add the person at a later date when new information is available. However, this process has proven difficult for state systems that are programmed to do an entire sweep of the database for participants not registered on the FCR. It causes the person record to be re-sent to the FCR with the same incorrect data. This results in the person being added again to the FCR with the same incorrect SSN and the same proactive matching data being sent to the state. States are asked to provide examples of these records and transactions so the problem can be further researched.
The proposed enhancement would allow states to send a "C" action type code to change a verified SSN registered on the FCR to an unverified SSN. This process will only work if the state has an SSN other than the FCR verified SSN. If the state has no other known SSN, they should delete the participant from the FCR.
For an in-depth explanation of FCR/SSN processing, refer to the Federal Case Registry Interface Guidance Document at FCR Interface Guidance Document.