Identification Number:
RM 10205 TN 40
Intended Audience:See Transmittal Sheet
Originating Office:ORDP OISP
Title:Social Security Number (SSN) Applications
Type:POMS Transmittals
Program:Records Maintenance (Earnings & Enumeration)
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part RM – Records Maintenance
Chapter 102 – The Social Security Number, Policy and General Procedures
Subchapter 05 – Social Security Number (SSN) Applications
Transmittal No. 40, 05/04/2020

Audience

PSC: CA, CS, ICDS, IES, ISRA, RECONR, SCPS, TSA, TST;
OCO-OEIO: ANC, CAQCR, CR, CTE, FCR, RECONR;
OCO-ODO: CR, CST, CTE, CTE TE;
MAMPSC: CA, CR, DMS, IES11, ISRA, OAS, RECON;
FO/TSC: CS, CS TII, CS TXVI, CSR, CTE, DRT, DT, FR, OA, OS, RR, TA, TSC-CSR;

Originating Component

OISP

Effective Date

Upon Receipt

Background

This transmittal is modifying this POMS section to improve the overall clarity and to include additional reminders that should prevent any future assignment of multiple SSNs.

We reorganized and simplified information, to address unclear instructions, throughout each subsection in a logical manner to make it easier to locate instructions for all possible situations. We did not make any policy changes to this section.

Summary of Changes

RM 10205.700 Enumeration-Beyond-Entry (EBE)

Subsection A. Enumeration Beyond Entry (EBE)

We modified language for clarity and added detailed information where appropriate.

Subsection B. How EBE applicants apply for and receive an SSN card via EBE

We streamlined and modified language for clarity and added detailed information where appropriate. We added a note to explain two types of exceptions.

Subsection C. EBE applicant contact SSA because applicant did not receive SSN card: all cases

We updated the title to clarify that this section applies to all SSN EBE-related non-receipts. We consolidated duplicative information from Section E. We provide instructions to establish the identity of the applicant and to either locate an SSN for the applicant or rule out the possibility that an SSN was ever assigned.

Subsection C. 2.

We provided additional instructions for search for an SSN using the ALPHIDENT query.

Subsection D. SSN is found for an EBE applicant

We changed the title to focus on actions needed when an SSN is found for the applicant. We added information and modified language and organization for clarity, but did not change policy or remove any pertinent information.

Subsection D.5

We added a note to explain the action to take if an ARN is located.

Subsection E. No SSN is found for an EBE applicant

We consolidated information in former section E with information in updated section C. We moved information found formerly in section F and placed it in section E. We streamlined and modified language and added detailed information where appropriate. We added a note to explain action to take if an ARN is located.

Subsection F. EBE applicant submits an SS-5

We moved information found formerly in section G and placed it in section F. We streamlined and modified language and added information where appropriate.

We added a note to explain action to take if an ARN is located.

Subsection G. Management Information

We moved information found formerly in section H and placed it in section G.

H. Exhibit - SSN Handout available to Non-Immigrants completing the EAD application

We moved information found formerly in section H and placed it in section G.

I. References

We moved information found formerly in section J and placed it in section I.

RM 10205.700 Enumeration-Beyond-Entry (EBE)

CITATIONS:

20 CFR § 422.103

A. Enumeration Beyond Entry (EBE)

The Social Security Administration (SSA) and the Department of Homeland Security (DHS), U.S. Citizenship and Immigration Services (USCIS) are parties to an agreement under which USCIS provides SSA with information necessary to enumerate non-U.S. citizens who request an SSN and who:

  • live in the United States, and

  • need to obtain a Social Security Number (SSN) or replacement card, and

  • are applying for an I-766, Employment Authorization Document (EAD).

EBE became effective October 2, 2017 for EAD applicants. The EBE process eliminates the need for these USCIS approved individuals to file an SS-5 (Application for Social Security Card) in an SSA field office.

The application to apply for an EAD is the Form I-765 (Application for Employment Authorization). USCIS modified their Form I-765 to include a section with enumeration-specific questions for applicants who would like to apply for an SSN or a replacement card at the same time that they apply for an EAD. USCIS collects the enumeration data from approved applications and transmits it to SSA to assign an SSN or issue a replacement card. The SSN card is mailed directly to the address provided by the applicant on the Form I-765.

B. How EBE applicants apply for and receive an SSN card via EBE

EBE applicants receive an SSN card through the following general process:

  1. 1. 

    The applicant applies for an EAD via the USCIS Form I-765. As part of this application, the applicant may also apply for an SSN card by completing the SSA section that contains enumeration-specific questions.

  2. 2. 

    Once USCIS approves the application, they electronically transmit the enumeration data to SSA via the EBE interface.

  3. 3. 

    After SSA receives the enumeration data via the EBE interface, the enumeration system automatically assigns original SSNs or issues SSN replacement cards, as appropriate. SSN cards issued to EAD applicants should have the legend, “VALID FOR WORK ONLY WITH DHS AUTHORIZATION.”

  4. 4. 

    SSA mails the card to the mailing address received from the enumeration data via the EBE interface.

NOTE: An Investigate and a NOT COMPLETED are two types of exceptions that prevent the enumeration system from automatically processing an EBE application. Investigates generate Enumeration Feedback Messages (EM) and are listed on the field office SSNAP MI listing. See RM 10270.010. Applications in NOT COMPLETED status are generally those that contain errors or are missing necessary information. Be aware that both the unprocessed Investigates and the NOT COMPLETED applications will remain pending for up to 365 days and, if the excepting condition is not resolved, the record will be dropped from the system.

C. EBE applicant contacts SSA because applicant did not receive SSN card: all cases

To prevent the unintended assignment of multiple SSNs to an EBE applicant, be aware that there can be minor discrepancies in the information provided on an applicant's identity document, information found on the NUMIDENT, and information transmitted via the EBE interface, and that these discrepancies can impede a search for a pending SSNAP record.

Therefore, whenever EBE applicants contact SSA and state that they requested an original or replacement SSN card when applying for the EAD, but they have not received it, take the following actions:

  1. 1. 

    Establish the applicant’s identity. (For information on establishing identity see RM 10210.405.) Primary evidence of identity for an applicant who requests an SSN as part of the EBE process is Form I-766 (EAD card).

  2. 2. 

    To determine if an SSN has already been assigned or to confirm the SSN if provided by the applicant, request an ALPHIDENT Query from the I-Main Intranet Menu by entering the name and date of birth or the alien registration number (ARN) shown on the EAD. See MS 02901.002.

a. If the ALPHIDENT Query locates possible SSNs for the applicant, obtain NUMIDENT records for each SSN and compare the applicant's name, date of birth, gender, alien registration number (ARN), place of birth and parents' names (as provided by the applicant or shown on the applicants documents) to corresponding information on the NUMIDENT record(s) to determine if the SSN(s) belongs to the applicant. If you find a NUMIDENT record that you determine belongs to the applicant, follow instructions in RM 10205.700D in this section. If you locate more than one SSN that belongs to the applicant and the SSNs are not cross-referred on the NUMIDENTs, see RM 10220.400.

NOTE: The information on the NUMIDENT may show minor variations from the information on the identity documents. For example, there may be a minor difference in the spelling of a name or when UNKNOWN is shown for place of birth or parents' names. If you locate a NUMIDENT showing an ARN that matches the ARN on the applicant’s EAD, consider this a strong indication of a match.

b. If a SSN cannot be located or you are unable to confirm an SSN belongs to the applicant, follow instructions in RM 10205.700E in this section.

D. SSN is found for an EBE applicant

When a SSN is located for an EBE applicant, take the following actions:

  1. 1. 

    Establish the applicant’s identity and access the NUMIDENT query. See RM 10205.700C.2.a.

  2. 2. 

    If the cycle date (CYD) on the NUMIDENT query shows the application was processed less than 7 business days from the current date, inform the applicant that he or she should soon receive the card in the mail.

  3. 3. 

    If the CYD on the NUMIDENT query shows the application was processed more than 7 business days prior to the current date, take an application for a replacement SSN card and obtain all required supporting evidence.

    NOTE: The SSNAP Special FO Processing "non-receipt" option is not available for SSN cards issued as a result of an application submitted through EBE. See RM 10215.040B.

  4. 4. 

    If the NUMIDENT query shows that no EBE application was processed, take the following actions to locate a possible pending record in SSNAP:

    • Attempt to retrieve the pending EBE application in SSNAP using the SSN. If you do not find a record, search using the name and date of birth (DOB) shown on the EAD.

    • If you do not find a pending record, and the passport or other document shows a different name, or a variation of the name on the EAD, search SSNAP for pending records under the other name(s).

  5. 5. 

    If you find a pending application, compare the applicant's name, DOB, gender, alien registration number (ARN), place of birth, parents' names, telephone number and mailing address as shown on the applicant's documents to the corresponding information on the pending SSNAP application to determine if the SSNAP record belongs to the applicant.

    NOTE: If you locate a pending application showing an ARN that matches the ARN on the applicant’s EAD, consider this a strong indication of a match.

  6. 6. 

    If you determine that the pending record belongs to the applicant, take action to complete the application (e.g. resolve any discrepancies or EMs. See RM 10270.010.) If any of the immigration documents, birth certificate or passport show different names or variations of the applicant's name, enter them, as appropriate, in the "name used at birth if different" and "other names used" fields on the NH Additional Information screen in SSNAP.

  7. 7. 

    If you do not find a pending application for the applicant, start a new application and have the applicant submit all necessary evidence.

E. No SSN is found for an EBE applicant

If you are unable to locate an SSN for an EBE applicant, take the following action:

  1. 1. 

    Go to SSNAP and select Retrieve Application. Search for a pending application using the name and date of birth on the EAD. If you do not find a pending application using the name shown on the EAD, compare the name shown on the EAD to the passport or other documents. If another name appears on a passport or other document, search for a record under that name. If a record is found, compare the ARN on the EAD to the ARN shown on the SSNAP record to determine if the pending application belongs to the applicant.

    NOTE: If you locate a pending application showing an ARN that matches the ARN on the applicant’s EAD, consider this a strong indication of a match.

  2. 2. 

    If you find a pending application that you determine belongs to the applicant, take action to resolve any exception conditions or EMs per RM 10270.010 and continue processing the application.

  3. 3. 

    If you do not find a pending record in SSNAP that you determine belongs to the applicant, start a new application and have the applicant submit all necessary evidence.

F. EBE applicant submits an SS-5

Sometimes applicants will complete an SS-5 and fail to mention (or were unaware) that they have already applied for an SSN on their EAD application. If you start to enter a new application, SSNAP may identify one or more pending applications based on the automatic SSN or name and date of birth search. If there is a pending record for the individual in SSNAP, take the following action:

  1. 1. 

    SSNAP will provide a list of pending applications. Select the appropriate pending application.

    1. a. 

      Compare the information on the pending record, (i.e. the name, DOB, ARN, place of birth, parents' names, gender, telephone number and mailing address) with the documents submitted by the applicant.

    2. b. 

      If you determine that the pending record belongs to the applicant, continue to process the pending application instead of the new application.

    NOTE: If you locate a pending application showing an ARN that matches the ARN on the applicant’s EAD, consider this a strong indication of a match.

  2. 2. 

    If you do not find a pending record for the applicant, start a new application for a replacement card and have the applicant submit all necessary evidence.

  3. 3. 

    Immigration status must be verified through the Systematic Alien Verification for Entitlement (SAVE) program. If SAVE does not verify the immigration status, follow regular procedures for verifying the applicant's immigration status. See RM 10214.000.

G. Management Information

Management information (MI) reports for cases processed via EBE are located in Social Security Unified Measurement Systems (SUMS).

H. Exhibit — SSN handout available to Non-Immigrants completing the EAD application

This is an exhibit of the SSA handout available to applicants by USCIS and others.

I. References

  • RM 10210.405 Evidence of Identity for an SSN Card

  • RM 10214.000 SAVE Program

  • RM 10215.040 Exclusions to Using the “Special FO Processing” Option in SSNAP

  • RM 10220.400 Discovery and Processing of Multiple Social Security Number Cases

  • RM 10270.010 General Processing Information for Enumeration Feedback Messages Received for SSN Applications


RM 10205 TN 40 - Social Security Number (SSN) Applications - 5/04/2020