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Child Care Reporting--Social Security Number


Head-of-Household Social Security Number

Description

The Head-of-Household Social Security Number is the social security number of the head-of-household who gave written consent on the CD-9600A form. This is the SSN for the person for whom eligibility was determined.

Note: Provision of social security numbers is voluntary for the head-of-household. However, if the SSN is provided to the agency and the family has given written consent to provide it, it must be reported by the agency to CDE.

Exception: The Social Security Number of a foster care child must not be entered.

Where to Find It

On the CD-9600 form, look in the space labeled "SSN-parent A" in "Section I-A- Family Identification."

Rules and Guidelines

Error Messages and Solutions

A valid Head-of-Household Social Security Number cannot begin with a "9." [801A File Transfer], [801A Web Input], [801B]
Problem

The Social Security Number (SSN) for the family begins with a "9."

Solution

Confirm that you have entered the SSN correctly. If you do not have permission from the family to submit their SSN, leave this field blank and enter a Family Identification/Case Number (FICN) instead in the FICN field.

Either the Family Identification/Case Number (FICN) or the Head-of-Household Social Security Number is required. [801A File Transfer], [801A Web Input], [801B]
Problem

Both the FICN and the SSN fields for this family are blank. One (or both) of these fields must have information.

Solution

Enter an FICN or a Head-of-Household SSN (or both). If this is a foster care case, enter only the FICN.

When Family size is “1” or when child is listed as Head-of-Household, the Social Security Number must be blank. [801A File Transfer], [801A Web Input], [801B]
Problem

For CDD-801A: Family size listed indicates no adults were counted in the family size and the child is listed as the head-of-household.
For CDD-801B: Answer to the question "Is Head-of-Household Single" indicates the head-of-household listed is a child.

Solution

When the head-of-household listed is the child because no adults were counted in the family size, you cannot report a Social Security Number. Leave this field blank and enter a FICN for this family.

A duplicate Social Security Number already exists for this report month/year. [801A File Transfer], [801A Web Input]
or
The Head-of-Household Social Security Number already exists for this report month. [801B]
Problem

A family with this SSN already exists for this report month. SSNs are unique numbers. One of your families in the report month has an incorrect SSN or you already reported this family.

Solution

Confirm that you have entered the SSN correctly.

If these are different households with the same SSNs, one must be incorrect. Delete one SSN and make sure that household has an FICN.

A duplicate Social Security Number already exists for this report month/year in another sub-agency. [801A File Transfer], [801A Web Input]
Problem

A family with this SSN has already been reported in another sub-agency. SSNs are unique numbers. One of your families in the report month has an incorrect SSN or you have reported the same family in both sub-agencies.

Solution

Confirm that you have entered the SSN correctly.
Confirm that you have not reported the family in both sub-agencies.

If you have reported the same family twice, remove the family from one of the sub-agencies as you can only report a family once in a report period.

Invalid Head-of-Household Social Security Number. [801A File Transfer], [801A Web Input], [801B]
Problem

A non-numeric SSN or an SSN that repeats the same number (such as 444444444) was entered or one of the three sections of the SSN contains all zeros.

Solution

Enter a valid SSN if available or enter an FICN in the FICN field if the family did not grant permission to the agency to provide its SSN.

The Head-of-Household SSN and Provider FEIN/SSN cannot be identical. [801A File Transfer], [801A Web Input]
Problem

You have entered the same number under both the Provider FEIN/SSN and Head-of-Household SSN. The information as entered indicates the parent is the service provider and this is not allowed.

Solution

Verify the Head-of-Household SSN entered.

Verify the Provider FEIN/SSN entered.

FAQs About the Head-of-Household Social Security Number

Question 1

The family reported does not contain any adults in the family size but we reported a Social Security Number (SSN) for this family. What should we do?

Answer

When reporting families where the family size is based only on the children receiving services, the child should be listed as "Head of Household", the SSN should be left blank, and you must include a Family Identification/Case Number. We cannot collect the SSN of a child and do not want the parent's SSN reported as they are not listed as the head of household.

Question 2

The foster parent's name and Social Security Number were listed for a foster child we reported as a family of one (1). What should we do?

Answer

For a foster child reported as a family of one (1), the child should be listed as "Head-of-Household." Correct the name so the child is listed as the Head-of-Household, delete the SSN, and enter a Family Identification/Case Number in the Family Identification/Case Number field.

Question 3

What if the family has not signed to release the SSN?

Answer

If you do not have permission to report a family's SSN, leave the field blank; however, you must provide a Family Identification Number for those families in the FICN field. (See the data definition for FICN for instructions.)

Question 4

Does my agency have to report a FICN and a Social Security Number for each family?

Answer

No. You are required to enter only one; however, if the head-of-household signs the 9600A giving permission to submit their SSN, it must be submitted to CDE. Submitting the FICN in addition to the SSN is optional.

Question 5

What if the head-of-household previously gave permission for our agency to report the SSN and now has changed his/her mind? Do we need to go back to all the previous months and delete the SSN?

Answer

No. You need to change only what you report in the month the head-of-household's change goes into effect and from then on. You do not need to delete the SSN from previous months because you had permission at that time.

Questions:   CDMIS Staff | cdmis@cde.ca.gov | 916-445-1907
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