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Child Care Reporting--Social Security Number


Head-of-Household Social Security Number

Description

The Head-of-Household Social Security Number (SSN) 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 the California Department of Education (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 "Social Security Number-parent A" in "Section I-A- Family Identification."

Rules and Guidelines

  • This information is required unless (1) the head-of-household completes and signs the CD-9600A stating he/she does not want his/her social security number submitted for data collection purposes, or (2) the head-of-household is a foster child. In these two situations you must leave this field blank and enter the Family Identification/Case Number in the Family Identification/Case Number field.
  • This field must contain exactly nine numbers. Do not enter hyphens or spaces.
  • This field cannot begin with a '9' (i.e., 989898989) or contain all '9's (i.e., '999999999').
  • The Head-of-Household Social Security Number must not be duplicated in a report month.
  • Special instructions when children are listed as head-of-household: The social security number must be blank if a child is listed as the head-of-household.

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.

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

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
Last Reviewed: Thursday, September 28, 2017
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