STATE OF WASHINGTON



center31912900STATE OF WASHINGTONDEPARTMENT OF SOCIAL AND HEALTH SERVICESAging and Long-Term Support AdministrationHome and Community Services Division18859501924050HCS MANAGEMENT BULLETIN00HCS MANAGEMENT BULLETINPO Box 45600, Olympia, WA 98504-5600H20-035 Policy & ProcedureApril 29, 2020TO:Home and Community Services (HCS) Division Regional AdministratorsArea Agency on Aging (AAA) DirectorsDevelopmental Disabilities Administration (DDA) Regional AdministratorsFROM:Bea Rector, Director, Home and Community Services DivisionDebbie Roberts, Deputy Assistant Secretary, DDASUBJECT:Temporary flexibilities in Identification and Social Security card requirements for Individual Provider (IP) contracting. PURPOSE:To notify HCS, AAA and DDA staff of:Acceptable alternatives to a physical Social Security card when an IP applicant no longer has a Social Security card and is unable to obtain a new one online;Additional documentation that can be accepted when an IP’s name is not a reasonable match between the Social Security card and picture Identification.BACKGROUND:In order to be contracted, IPs are currently required to provide unexpired picture Identification and an original Social Security card. Names on both documents must be a reasonable match.Per current policy, when an IP applicant does not have a physical Social Security card, an IP cannot be contracted until a new card is obtained or the IP provides a letter from the Social Security Administration proving application of a new card.When the names on picture Identification and Social Security card aren’t a reasonable match, an IP cannot be contracted until the applicant obtains a new ID or new Social Security card with matching names. WHAT’S NEW, CHANGED, OR CLARIFIED:Due to the COVID-19 emergency, beginning March 17th, 2020 the Social Security Administration suspended face to face service to the public. They continue to have online services for a free replacement of a Social Security card that has no changes (e.g. name change). An IP applicant who needs a replacement card with changes may not be able to obtain one at this time. In these instances an IP applicant may provide contracting staff with an unexpired U.S. Passport or Passport Card, which can be used as a standalone document to meet the picture Identification and Social Security card requirement, or any of the following documents showing the IP’s full name and full SSN, in lieu of an original Social Security card: Recent pay stubW-2 (wage and tax statement)SSA-1099 (Social Security Benefit Statement)When the names on an IP applicant’s Social Security card and picture Identification are not a reasonable match, an IP applicant may provide documentation linking the names, like a marriage certificate or divorce decree. ACTION:Effective immediately and until further noticeWhen an IP applicant needs a replacement Social Security card with no changes (e.g. name), IP contracting staff should inform the IP of the free online replacement service through the Social Security Administration. An individual may use a my Social Security account to apply for a replacement Social Security card online if he or she is:A U.S. citizen age 18 or older with a U.S. mailing address (this includes APO, FPO, and DPO addresses); Not requesting a name change or any other change to their card; and Has a driver’s license or state-issued identification card from one of the many participating states or the District of ColumbiaIf an IP applicant does not have a physical Social Security card and cannot obtain one online, or immediate contracting is necessary to meet a client’s needs, contracting staff may accept an unexpired U.S Passport or Passport Card, which can be used as a standalone document to meet the picture Identification and Social Security card requirement, or any of the following documents showing the IP’s full name and entire Social Security number, in lieu of an original Social Security card: Recent pay stubW-2 (wage and tax statement)SSA-1099 (Social Security Benefit Statement)When an IP applicant has a Social Security card and picture Identification, but the names are not a reasonable match between the two cards, contracting staff may accept documents like marriage certificates and divorce decrees that link the names. Contracting staff will not need to view and obtain a copy of the IP’s original Social Security card at the end of the COVID-19 emergency. However, a note should be made in the Individual Provider file that alternative identification was used as a result of the COVID-19 emergency. Contracting staff may also use these flexibilities for re-contracting Individual Providers during the COVID-19 emergency. RELATED REFERENCES: Information from the Social Security Administration website: Replacement Card RequestsYou may be able to request a replacement card online with your personal?my?Social Security?account. Visit our?Social Security Number and Card?page to learn how. We will also continue to process replacement card requests through our automated processes for?EAE?and?EBE. CONTACT(S):HCS: Stacy Graff, Individual Provider and Administrative Hearing Program Managerstacy.graff@dshs.(360) 725-2533April Hassett, Contracts Manager360.725.2387april.hassett@dshs.DDA:Jaime Bond, State Plan Services Unit Manager Phone: 360-407-1567jaime.bond@dshs.Melissa Randles, Individual Provider Program ManagerPhone: 360-407-1515melissa.randles@dshs. ................
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