TN 8 (08-10)

Take the following steps to establish age for an SSN applicant age one or older:

A. Determine whether the applicant is age 12 or older

1. Applicant is age 12 or older

Follow current procedures in RM 10205.110 for conducting the mandatory personal interview and processing SSN requests for these individuals.

2. Applicant is under age 12

• Perform an Alpha-Index search to determine if an SSN was previously assigned.

• Also search the SSNAP pending file using all names provided to determine if an application is pending in SSNAP as incomplete or with an investigate message.

• If an SSN has been assigned, follow the instructions in RM 10210.275A.1.

• If the applicant filed through EAB, but no SSN has been assigned, and no pending record can be found in SSNAP, ask for the name used for the child and its spelling. If the name was different or spelled differently, enter that name in the “Name used at birth, if different” field on the Additional Numberholder Information screen in SSNAP.

B. Request primary evidence of age

Request primary evidence of age per RM 10210.265A if there is no indication that the applicant already has an SSN. If primary evidence is submitted, go to RM 10210.285D.

C. Primary evidence is not available

If primary evidence is unavailable (i.e., the applicant has been unable to obtain it because the BVS did not record the birth), request alternative evidence of age per RM 10210.285H.

D. Primary evidence is submitted

1. Perform a visual inspection of the evidence per instructions in RM 10210.210.

2. If you have any reason to believe the document does not belong to the applicant, initiate a search for a death record in the applicant’s name in the same jurisdiction as the birth record.

3. If the document does not appear to belong to the applicant, or if the document can immediately be determined to be fraudulent per RM 10205.305, follow the procedure in RM 10205.325, Processing an SSN Application when Documents are Immediately Determined to be Fraudulent.

4. Explain to the applicant that:

   • Under the law, SSA must verify birth records, including BCs, with the custodian of the record before processing the SSN application.

   • Unless you are able to verify the evidence immediately (e.g., via Electronic Verification of Vital Events (EVVE)), there may be a delay in the receipt of the SSN card because of this verification requirement. For instructions about EVVE, see GN 00302.980.

5. Give the applicant a printout of the appropriate public information materials explaining the IRTPA requirements.

6. If the document passes your review, request verification of the BC by the BVS.

E. Request verification of the BC by the BVS

If you are not able to verify the evidence immediately (e.g., via EVVE), do the following:

• Verify primary evidence of age with the appropriate BVS per GN 00308.000 and/or local procedures. Follow existing practices for this expense; there is no special Common Accounting Number (CAN).

• See RM 10205.300 for instructions on when to code evidence of age as suspect pending verification.

• See RM 10205.310 for processing instructions when suspect documents are involved.

• Provide the applicant with the Acknowledgement letter per RM 10205.215. The Acknowledgement letter can be printed from SSNAP.

F. BVS reports that the BC is acceptable

If the BVS verifies the applicant’s BC, there is no reason to question the continued existence of the child, and all other required evidence is submitted, process the SSN application per RM 10205.315.

G. BVS determines that the BC is fraudulent

If the BVS does not verify the applicant’s BC, do not process the SSN application. Follow instructions in RM 10205.320.

H. Request alternative evidence of age

If the applicant alleges that primary evidence of age is not available, ask for alternative evidence of age in order of probative value from the groups of documents in RM 10210.265.

I. Alternative evidence is submitted

1. When alternative evidence of age is submitted, perform a visual inspection of the evidence per instructions in RM 10210.210.

2. If the document does not appear to belong to the applicant, or if the document can immediately be determined to be fraudulent per RM 10205.305, follow the procedure in RM 10205.325, Processing an SSN Application when Documents are Immediately Determined to be Fraudulent.

3. Explain to the applicant that:

   • Under the law, SSA must verify birth records with the custodian of the record before processing the SSN application, and

   • There may be a delay in the receipt of the SSN card because of this verification requirement.

4. Give the applicant a printout of the appropriate public information materials explaining the IRTPA requirements.

5. If the document passes your review, request verification of the document.

J. Contact BVS to verify that no BC exists

When alternative evidence of age is submitted, you must contact the BVS in the State where the person was born to verify that there is no record of the person's birth. FOs should follow existing practices for this expense (we have not established a special CAN). We must do this even though primary evidence of age is allegedly unavailable and the applicant submitted alternative evidence.

K. Verify alternative evidence with the issuing source

You can request verification of alternative evidence of age with the issuing source at the same time you check with the BVS for a BC, but you cannot process the application until you receive a response from the BVS.

1. Custodian or issuing entity of the birth record is a hospital or health care provider

If the custodian or issuing entity of the birth record is a hospital or health care provider, take the following actions:

• Have the applicant sign the disclosure authorization in Part 1 of the Form SSA-L706, “Letter to Custodian of Birth Records.” This release is required under the HIPAA rules and permits the hospital/health care provider to release records about the applicant’s birth to SSA. The SSA-L706 is available in SSNAP. Complete applicable entries on the form per GN 00302.070.

• Provide a copy of the document submitted as a birth record for the U.S.-born individual and the SSA-L706 signed by the proper applicant to the custodian/issuing entity (i.e., the hospital/health care provider).

• See RM 10205.300 for instructions on when to code evidence of age as suspect pending verification.

• Provide the applicant with the Acknowledgement letter per RM 10205.215. The Acknowledgement letter can be printed from SSNAP.

2. Custodian or issuing entity of the birth record is not a hospital or health care provider

• See specific references in GN 00302.000 or RM 10210.265 for instructions on how to evaluate and verify particular types of evidence (e.g., delayed BCs, school records).

• See RM 10205.300 for instructions on when to code evidence of age as suspect pending verification.

• Provide the applicant with the Acknowledgement letter per RM 10205.215. The Acknowledgement letter can be printed from SSNAP.

L. Response received from the BVS

• If the BVS locates a public birth record, the BC must be submitted as evidence of age for the individual. Alternative evidence of age cannot be used. Continue with instructions in RM 10210.285B.

• If the BVS reports that no public birth record exists, show that no BC exists on the Proof of Age screen in SSNAP.

M. Verifying agency reports that the alternative evidence is acceptable

If the verifying agency reports that the evidence is acceptable, the BVS reports that no BC exists for the individual, and all other required evidence is submitted, process the SSN application per RM 10205.315.

N. Verifying agency reports that the alternative evidence is fraudulent

If the verifying agency reports that the evidence is fraudulent, do not process the SSN application. Follow instructions in RM 10205.320.