TN 4 (10-09)
RM 10225.130 Negotiating a Memorandum of Understanding (MOU) to Process Replacement SSN Cards for Prison Inmates
If your office has not converted to SSNAP, see RM 00206.076.
Regional Office (RO) personnel, Area Directors, or FO Managers negotiate all prisoner replacement card MOUs for State and local correctional facilities. Only a Regional Commissioner (RC) is authorized to sign the MOU for SSA.
NOTE: Because the prisoner replacement card MOU with the Federal Bureau of Prisons covers Federal prison facilities nation-wide, it was negotiated by Headquarters staff and, signed by an Associate Commissioner of Social Security.
When prison officials contact us to establish a procedure for obtaining SSN cards for their inmates, the SSA official should contact the regional office (RO) Enumeration Specialist.
RO Enumeration Specialists can provide a detailed guide for negotiating prisoner replacement card MOUs and a model MOU to Area Directors and field office (FO) managers involved in negotiating a prisoner replacement card MOU with a correctional facility, or agency in their servicing area. The RO Enumeration Specialist is available for guidance throughout the process and reviews the MOU before obtaining the (regional commissioner) RC’s signature.
A. Negotiating a State-wide agreement
RO personnel, or their designees, negotiate MOUs with State-level agencies interested in entering into one agreement that covers all facilities under the jurisdiction of the agency, e.g. the State Department of Correction or Juvenile Detention Authority. When travel is not possible for RO personnel, the RO designates who may negotiate the MOU. The RO Enumeration Specialist reviews the MOU before submitting it to the RC for signature.
B. Negotiating a local agreement
A FO manager or Area Director negotiates agreements with correctional facilities in their service area, including a single agreement covering multiple facilities, in their area. SSA prefers negotiating a MOU with the highest level management authority for the prison, and prefers covering all facilities under one management authority under a single MOU. For example, if there are four county jails, all under a regional jail authority, SSA prefers to negotiate one MOU with the regional jail authority that covers all four facilities.
Before beginning to negotiate an agreement, contact the RO Enumeration Specialist to confirm the appropriate level manager for the negotiations. RO personnel are also available to participate in negotiations, when practicable. The RO Enumeration Specialist reviews the MOU before submitting it to the RC for signature.