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Note: If the option/mandatory column is followed by one or more “+” or a “*”, the bottom of this webpage provides for further explanation.
Record Element Name
|
Element
Position |
Element Description/Definition
|
Optional Mandatory
|
Definition
|
---|---|---|---|---|
|
|
|||
Client SSN |
1-9
|
Client's Social Security Number |
M
|
Self-explanatory |
|
|
|||
Client Surname |
10-24
|
Client's Last Name |
M
|
Self-explanatory |
|
|
|||
Client First Name |
25-39
|
Client's First Name |
M
|
Self-explanatory |
|
|
|||
Client Date of Birth |
40-47
|
Client Date of Birth (CCYYMMDD) |
M
|
Self-explanatory |
|
|
|||
filler |
48
|
Blank |
M
|
Self-explanatory |
|
|
|||
File Date |
49-54
|
Match Run Month (CCYYMM) |
M
|
Feb-May-Aug-Nov |
|
|
|||
State Name |
55-56
|
Postal Abbreviation for the State |
M
|
Self-explanatory |
|
|
|||
State Optional Data |
57-116
|
Data for the sending state’s use, returned as sent. |
O
|
|
|
|
|||
Client Locator Code |
117-119
|
3 position location code that identifies Client Case File Residence (County/Local Office designator) |
M
|
Self-explanatory |
|
|
|||
Case Number |
120-129
|
Ten Position Case Number |
M
|
Self-explanatory |
|
|
|||
Contact Supported: Phone |
130
|
’Y’ if contact by voice phone is supported for follow up purposes, else ’N’ |
M+
|
Type of contact to be used based on state requirement |
|
|
|||
Contact Supported: Fax |
131
|
’Y’ if contact by fax machine is supported for follow up purposes, else ’N’ |
M+
|
Type of contact to be used based on state requirement |
|
|
|||
Contact Supported: E-mail |
132
|
’Y’ if contact by e-mail is supported for follow up purposes, else ’N’ |
M+
|
Type of contact to be used based on state requirement |
|
|
|||
Contact Person Phone Number |
133-142
|
10 Digit Telephone Number of Contact Person for investigation purposes |
M++
|
Central or county/region contact based on state requirement |
|
|
|||
Contact Person Phone Number Extension |
143-147
|
up to 5 Digit Telephone Number extension of Contact Person for investigation purposes (if needed) |
O++
|
Fill with SPACES if not needed |
|
|
|||
Contact Person Fax Number |
148-157
|
Fax Number for Contact Person |
M++
|
|
|
|
|||
Contact Person Email Address |
158-197
|
Email Address of State Contact Person |
M++
|
|
|
|
|||
SSN Verification Indicator |
198
|
See bottom of this document for a list of SSA SVES Verification Indicator Codes |
M
|
Whether the SSN has been verified by SSA |
|
|
|||
TANF Months Eligibility |
199-200
|
Number of Countable Months Client has received TANF Benefits as an Adult |
O
|
*** |
|
|
|||
Cash Last Paid Amount |
201-204
|
Last Monthly Amount Paid Under a Cash Program (Drop Cents) such as TANF, General Assistance, State Admin SSI, etc |
O
|
|
|
|
|||
FS Last Paid Amount |
205-208
|
Last Monthly Amount Paid Under Food Stamps |
O
|
|
|
|
|||
Last EBT Access Date |
209-216
|
Last Date EBT Benefits Were Accessed (CCYYMMDD) Could be Any Assistance Program |
O
|
|
|
|
|||
Fraud Indicator |
217
|
'Y' = Fraudulent Receipt of TANF Benefits, within Last Ten Years, Due to Misrepresentation of Residence |
O
|
Self-explanatory *** |
|
|
|||
Fugitive Felon Indicator |
218
|
'Y' = Current Fugitive Felon |
O
|
Self-explanatory *** |
|
|
|||
Probation and Parole Violation Indicator |
219
|
'Y' = Current Probation or Parole Violation |
O
|
Self-explanatory *** |
|
|
|||
Drug Related Felon Indicator |
220
|
'Y' = Drug Related Felon |
O
|
Self-explanatory *** |
|
|
|||
Address (Line 1) |
221-245
|
Client Address (street line 1) |
M
|
Self-explanatory |
|
|
|||
Address (Line 2) |
246-270
|
Client Address (street line 2, if needed) |
M
|
Self-explanatory |
|
|
|||
Address (City) |
271-285
|
Client Address |
M
|
Self-explanatory |
|
|
|||
Address (State) |
286-287
|
Client Address |
M
|
Self-explanatory |
|
|
|||
Address (Zip Code) |
288-296
|
Client Address |
M
|
Self-explanatory |
|
|
|||
Gender |
297
|
M = Male, F = Female, U = Unknown |
M
|
Self-explanatory |
|
|
|||
Marital Status |
298
|
M = Married, S = Single, W = widow/widower, D = Divorced, L = Separated, U = Unavailable or Unknown |
O
|
Self-explanatory |
|
|
|||
VA Match Request Code |
299
|
Y = Perform VA Match, N = No VA Match |
M +++
|
Self-explanatory |
|
|
|||
State Match Request Code |
300
|
Y = Perform Interstate Match, N = No State Match |
M +++
|
|
|
|
|||
FED Match Request Code |
301
|
Y = Perform Federal Data Match, N = No Fed Match |
M +++
|
|
|
|
|||
Filler |
302-315
|
All Blanks (for future use) |
M
|
|
|
|
|||
TANF Indicator |
316
|
’Y’ = Client Receives TANF Assistance or their Assets Count |
O
|
At least one of these must be ’Y’ otherwise the individual should not be on the file. |
|
|
|||
General Assistance Indicator |
317
|
’Y’ = Client Receives GA or their Assets Count |
O
|
At least one of these must be ’Y’ otherwise the individual should not be on the file. |
|
|
|||
Food Stamp Indicator |
318
|
’Y’ = Client Receives FS or their Assets Count |
O
|
At least one of these must be ’Y’ otherwise the individual should not be on the file. |
|
|
|||
SSI Indicator |
319
|
’Y’ = Client Receives SSI or their Assets Count |
O
|
At least one of these must be ’Y’ otherwise the individual should not be on the file. |
|
|
|||
Medicaid Indicator |
320
|
’Y’ = Client on Medicaid or their Assets Count |
O
|
At least one of these must be ’Y’ otherwise the individual should not be on the file. |
|
|
|||
Child Care Indicator |
321
|
’C’ = Record is for Child Receiving Child Assistance ’P’ = Record is for Parent Receiving Child Care Assistance ’R’ = Record is for a Child Care Provider |
O
|
|
|
|
|||
Worker’s Comp Indicator |
322
|
’Y’ = Client Receives Worker’s Compensation |
O
|
At least one of these must be ’Y’ otherwise the individual should not be on the file. |
|
|
|||
Filler |
323-329
|
All Blanks (for future use) |
M
|
|
|
|
|||
TANF Elig. Start Date |
330-337
|
TANF Client Eligibility Start Date (CCYYMMDD) |
O *
|
|
|
|
|||
TANF Elig. End Date |
338-345
|
TANF Client Eligibility End Date (CCYYMMDD) |
O **
|
|
|
|
|||
Medicaid Elig. Start Date |
346-353
|
Medicaid Client Eligibility Start Date (CCYYMMDD) |
O *
|
|
|
|
|||
Medicaid Elig. End Date |
354-361
|
Medicaid Client Eligibility End Date (CCYYMMDD) |
O **
|
|
|
|
|||
Food Stamps Eligibility Start Date |
362-369
|
Food Stamps Client Eligibility Start Date (CCYYMMDD) |
O *
|
|
|
|
|||
Food Stamps Eligibility End Date |
370-377
|
Food Stamps Client Eligibility End Date (CCYYMMDD) |
O **
|
|
|
|
|||
Gen. Assist. Eligibility Start Date |
378-385
|
GA Client Eligibility Start Date (CCYYMMDD) |
O *
|
|
|
|
|||
Gen. Assist. Eligibility End Date |
386-393
|
GA Client Eligibility End Date (CCYYMMDD) |
O **
|
|
|
|
|||
SSI Elig. Start Date |
394-401
|
SSI Client Eligibility Start Date (CCYYMMDD) |
O *
|
|
|
|
|||
SSI Elig. End Date |
402-409
|
SSI Client Eligibility End Date (CCYYMMDD) |
O **
|
|
|
|
|||
Child Care Elig Start Date |
410-417
|
Child Care Eligibility Start Date (CCYYMMDD) |
O *
|
|
|
|
|||
Child Care Elig End Date |
418-425
|
Child Care Eligibility End Date (CCYYMMDD) |
O **
|
|
|
|
|||
Worker’s Comp Elig Start Date |
426-433
|
Worker’s Comp Eligibility Start Date (CCYYMMDD) |
O *
|
|
|
|
|||
|
|
|||
Worker’s Comp Elig End Date |
434-441
|
Worker’s Comp Eligibility End Date (CCYYMMDD) |
O **
|
|
|
|
|||
|
|
|||
Worker’s Comp Pay Amount |
442-445
|
Worker’s Comp Payment Amount (holds up to 9999) |
O
|
|
|
||||
MA Contact Person Information |
446-495
|
Used if MA is processed by a different State Agency than the one that processes FS & TANF (phone (’ph:’),Fax (’fx:’) and / or email address (’em:’)) |
O
|
Freeform as fits |
Filler |
496-510
|
All blanks (for future use) |
M
|
* Enter the start date of the current eligibility period. At least one start date must be present.
** Enter the most recent date benefits were shown to have been terminated on your system. Leave blank only if data is not available.
*** Complete if information is available on your system.
+ At least one of the three contact types must be supported, more than one is acceptable
++ At least one of the three must be provided and it must agree with the contact type(s) supported
+++ At least one match type must be requested or the record will be dropped
List of SSA SVES Verification Indicator Codes (Element Position 198):
Note: States are requested to only submit verified SSNs; the preferred entry for verified SSNs is "V". Depending on the State's programming capabilities, the following options may be utilized:
- . or blank = record failed initial edits and did not make it into verification process
- V = verified (preferred)
- X = verified but NUMIDENT indicates individual deceased
- 1 = SSN not on file
- 3 = surname matched but DOB did not match NUMIDENT
- 5 = surname does not match; DOB was checked
- F = verified but surname ignored
- M = verified via MBR or SSR (overlay of '1')
- P = verified via MBR or SSR (overlay of '3')
- R = SSN verified via MBR or SSR rather than NUMIDENT (overlay of '5')
- Z = verification code when state submitted CAN instead of SSN; CAN OK, SSN not verified
- * = SSN not verified