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GN 00307.762: Additional Sources of Evidence of Age for Persons Born in the Philippines

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  • Effective Dates: 06/17/2014 - Present
  • Effective Dates: 04/12/2018 - Present
  • TN 31 (08-05)
  • GN 00307.762 Additional Sources of Evidence of Age for Persons Born in the Philippines
  • A. Kinds of other evidence
  • The following are some, but not all, possible sources of evidence of age for persons born in the Philippines and, where appropriate, some general information on them.
  • 1. Children's birth records
  • These are available at the local, BRM and NCSO level.
  • 2. Marriage records
  • These are available at the local, BRM and NCSO level. See GN 00307.768 for the minimum ages for marriage. Marriage contracts show age and parental consent, if applicable.
  • 3. Cedulas
  • These are receipts for payment of the annual residence tax by all residents of the Philippines. They show the payer's name, place and date of birth (or age), marital status, place of residence and date of payment.
  • The first cedula tax is due by April 30 of the year a resident reaches age 18, if the individual's birthday is before July 1. For those born after June 30, the tax is due by April 30 in the following year.
  • 4. Hawaiian Sugar Planters Association (HSPA) records
  • The HSPA has records for persons who contracted to work on a plantation and any dependents who came with them. They show the date and place of arrival and the age at the time of arrival and are usually the most easily obtainable evidence for pre-1946 arrivals (see GN 00307.762A.5. for post-1945 arrivals).
  • Although there were minimum and maximum age limitations for hiring, the HSPA guidelines varied and their wording was contradictory.
  • Information from these records is secured through the Honolulu FO and requires as much of the following information as possible:
  • * Name of individual and other names used;
  • * Date of birth;
  • * Age at arrival;
  • * Sex;
  • * Home prior to arrival;
  • * U.S. alien registration number;
  • * Date naturalized — if a U.S. citizen;
  • * Date and port of arrival;
  • * Name of ship on which he/she arrived;
  • * Accompanying friends or relatives;
  • * Contract number or Bango number;
  • * First employer in Hawaii;
  • * Visits outside Hawaii (place visited, date departed and name of ship, date returned and name of ship, port of reentry).
  • 5. Immigration and naturalization records
  • This is best source of evidence for persons who came to Hawaii after 1945 and all persons (regardless of date of arrival) who did not arrive under a plantation employment contract.
  • 6. School records
  • For many older persons, Philippine school records either never existed or were destroyed. However, they are available for younger persons.
  • The Foreign Service Post (FSP) in Manila, Philippines develops this source by either examining the source record(s) or requesting the information directly from the school.
  • 7. Employer records
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  • 8. Military service records
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  • 9. Affidavits
  • These are very weak evidence and easily available in the Philippines.
  • B. Policy
  • 1. General
  • SSA gets other Philippine evidence or evidence established shortly after the claimant left the Philippines if neither a civil nor religious birth/ baptismal record exists.
  • Whenever possible, SSA bases the age determination on at least two pieces of evidence.
  • 2. Children's birth certificates
  • Discrepancies caused when births were registered by friends or relatives can generally be discounted.
  • 3. HSPA records
  • As a general rule, SSA assumes the minimum and maximum ages for hiring were 18 and 45.
  • 4. School records
  • SSA does not request a claimant to get such evidence himself/herself.
  • 5. Affidavits
  • Before an affidavit can be used to establish a factor of entitlement, the FSP or the FO must interview the affiant and establish that he/she has a sound basis for believing the fact(s) to which he/she has testified.
  • Before an affidavit can be used to establish a factor of entitlement, the Federal Benefits Unit or the FO must interview the affiant and establish that he/she has a sound basis for believing the fact(s) to which he/she has testified.
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