305.05 Verification of Citizenship SR 10-31, 12/10 (FAM-A)

Verify citizenship of each assistance group member at the initial determination of eligibility.

For most applicants of financial or medical assistance, citizenship is verified via an electronic data crossmatch process with the Social Security Administration (SSA), which uses the financial and/or medical assistance applicant’s SSN, name, and date of birth to verify citizenship and identity information with SSA records. If the SSA crossmatch fails to verify an applicant’s citizenship, or the applicant is unable or is not required to provide a SSN, acceptable documentary proof of citizenship must be provided.

The documents detailed in the 4-tiered chart below are considered the only acceptable forms of documentary proof for citizenship when applying for most categories of cash or medical assistance. See the list of individuals who are exempt from these requirements below.

All citizenship documents MUST BE ORIGINALS OR COPIES CERTIFIED BY THE ISSUING AGENCY. Notarized copies are not considered valid proofs.

TIER I FOR PROOF OF BOTH CITIZENSHIP AND IDENTITY

• US Passport

• Certificate of Naturalization

• Certificate of US Citizenship

TIER II FOR PROOF OF CITIZENSHIP

Documents in TIER I must be unavailable to the individual before using this level of verification. Additionally, the individual must provide one citizenship document from Column A below along with one identity document from Column B below.

TIER III FOR PROOF OF CITIZENSHIP

Citizenship documents in TIER I or TIER II must be unavailable to the individual before using this level of verification. Additionally, the individual must declare birth in the U.S. and must also provide an identity document from TIER II above.

• Hospital record on hospital letterhead, established at time of birth & 5 years prior to initial application date for assistance, showing US place of birth. Do not accept "souvenir" birth certificates from a hospital.

• Life, health, or other insurance record, created 5 years prior to initial application date for assistance, showing US place of birth.

• Official religious document, recorded with the religious organization in the US within 3 months of birth, showing US place of birth, & date of birth or individual’s age at time of recording.

• Early school records showing a US place of birth, name of child, date of admission to school, date of birth, and name(s) and place(s) of birth of applicant’s parents.

TIER IV FOR PROOF OF CITIZENSHIP

Citizenship documents from TIERS I, II, or III must be unavailable to the individual before using this level of verification. Additionally, the individual must declare birth in the U.S. and must also provide an identity document from TIER II above.

• Federal or state census record showing US Citizenship or US place of birth and age.

• One of the following documents showing a US place of birth & created at least 5 years prior to initial application date for assistance:

- Seneca Indian tribal census;

- Bureau of Indian Affairs tribal census records of Navajo Indians;

- US State Vital Statistics official notification of birth registration;

- A delayed US public birth record (recorded more than 5 yrs. after time of birth);

- Statement from the physician or midwife who was in attendance at time of birth; or

- Roll of Alaska Natives maintained by the Bureau of Indian Affairs.

• Institutional admission papers from a nursing facility, skilled care facility or other institution, showing US place of birth and created at least 5 years prior to initial application date for assistance.

• Medical (clinic, doctor or hospital) record indicating US place of birth & created at least 5 years prior to initial application date for assistance.

• Written affidavit. There must be at least 2 affidavits by separate individuals, neither of which can be related to or be the applicant or recipient. The individuals must have personal knowledge of the event(s) establishing the applicant’s or recipient’s claim of citizenship, and must be able to provide proof of their own citizenship and identity.

Exceptions to the Above Citizenship Requirements:

The following individuals are exempt from the more restrictive citizenship requirements described above and can verify citizenship with acceptable forms of proof such as birth or hospital records, voter registration cards, U.S. passport, and INS documentation which certifies citizenship or naturalization:

• individuals who are entitled to or enrolled in Medicare (Part A, Part B, or Part D, for example);

• individuals who receive SSI, verified via the SDX;

• individuals who receive SSDI;

• children or pregnant women determined to be presumptively eligible for medical assistance;

• newborn infants born to women who are current Medicaid* recipients. Consider newborns who meet this criteria to have proven citizenship and identity at birth. No further proof is required at subsequent redeterminations. This group includes children whose births were covered by Emergency Medicaid for Non-Citizens; and

• children receiving either Title IV-B services or Title IV-E adoption or foster care payments.

Deny financial assistance to the entire assistance group and medical assistance to any individual who does not provide proof of citizenship.

Exception: If applicants for financial and/or medical assistance meet all other program eligibility requirements and the inability to verify citizenship is the only reason that prevents a determination of eligibility for the applicant household because…

• the SSA data crossmatch failed to verify the applicant’s citizenship; or

• the applicant is unable to provide citizenship documentation; or

• the applicant is unable or not required to provide a SSN…

…do not automatically deny assistance. Instead, allow the applicant *95-days from the date of the notice of decision (NOD) to provide the required documentation.

• For applicants who are able to use the SSA data crossmatch, the NOD is the New HEIGHTS-generated DX0011, Citizenship Verification Request.

• For applicants who are not able to use the SSA data crossmatch, the NOD is the generic open notice for financial or medical assistance

If the required documentation is not provided *within 95 days from the date of the NOD, terminate financial assistance for the entire assistance group and medical assistance for the individuals who have failed to provide citizenship documentation.