Chapter III: Selecting Names / Voucher Issuance

Effective: November 2009

Section D: Proof of Birth and Social Security Number

MSHDA is requiring that a proof of birth and proof of a Social Security Number (SSN) is on file for every household member regardless of age. This requirement applies to all new admissions and also applies to persons joining a family after a family’s admission to the program.

The proof of birth and SSN documents are requested by the HA at the time of waiting list pull or upon annual or interim re-examination (if a new household member is being added) using the following forms:

  • Household, Income, Asset, and Expense Declaration (MSHDA 1890)
  • Request for Required Documents (MSHDA 53)

For new admissions, a voucher may not be issued to the applicant until a proof of birth and proof of SSN has been received for every member of the household. Assistance will be terminated to participant families adding a new household member if the proof of birth and proof of SSN are not provided within 60 days for a non-elderly person, 120 days for an elderly person (age 62 or older), or within six months for a newborn child.

Note: MSHDA copies of these documents will be retained in the permanent section of the MSHDA file between the Citizenship Verification (MSHDA 214) and the Criminal and Sex Offender Screening (either MSHDA 51a or MSHDA 77).

1. Proof of Birth

Acceptable proof of birth must: a) include the individual’s name; and, b) identify the individual’s date of birth. Acceptable proof of birth verification includes:

  1. Birth Certificate
  2. Hospital Record
  3. Affidavit of Parentage
  4. Form DD-214 (Veterans Only)
  5. Passport
  6. Cradle Roll
  7. Baptism Record
  8. Naturalization Certificate
  9. Letter from local government (of birth location) identifying why a certificate is not available
  10. Third-Party Verification of birth (i.e. letter from Social Security Administration [SSA])
  11. Green Card
  12. United States passport
  13. Resident alien card
  14. Social Security card (if it contains the individual’s name and identifies the date of birth)
  • If a family member is initially unable to provide a copy of proof of birth, the head of household must execute a Certification of Missing Proof of Birth/Social Security Number (MSHDA 110). The MSHDA 110 allows the family member 60 days to acquire the documents. Note: Elderly (age 62 and older) individuals may be granted an additional 60-day extension to provide proof of birth (total 120 days). The HA must note the extension date on the MSHDA 110 in the case of elderly persons or newborn child. The family member must attach copies of the correspondence showing the attempts to obtain the proof of birth to the MSHDA 110. When the applicant/participant who has executed a MSHDA 110 receives the information requested within the 60 days (120 days if elderly) and provides it to the HA, the actual proof of birth would be placed in the permanent document section of the file.
  • If the individual has legally changed their name, the legal documents showing the name change must be submitted with the proof of birth.
  • Proof of birth is not required of non-citizens who have eligible immigration status and all other eligibility documentation is provided for verification.
  • Should the applicant/participant receives a statement that the proof of birth is not available, i.e., elderly applicant with statement that a proof of birth is non-existent; this statement will be placed in the permanent document section of the tenant file and would satisfy the proof of birth requirement.
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2. Social Security Number
  • All applicants and participants who have a Social Security Number (SSN) must disclose the number and submit verifying documentation.
  • If a family member is unable to provide a copy of a Social Security Card, the following verification may be accepted as proof of SSN if the document contains the tenant's name and specifically identifies the nine-digit SSN (i.e. SSN: 999-99-9999):
    1. Letter from SSA
    2. DD-214 (Veterans Only)
    3. Medical insurance card (including Medicare and Medicaid)
    4. Driver’s license
    5. Identification card issued by a federal, state, or local agency
    6. Identification card issued by an employer or trade union
    7. Earnings statements on payroll stubs
    8. Bank statements
    9. IRS Form 1099
    10. Benefit award letters from government agencies
    11. Life insurance policies
    12. Court records (real estate, tax notices, marriage and divorce, judgment, or bankruptcy records)
  • If a family member is initially unable to provide a copy of proof of SSN, the head of household must execute a MSHDA 110. The MSHDA 110 allows the family member 60 days to acquire the documents. NOTE: Elderly (age 62 and older) individuals may be granted an additional 60-day extension to provide proof of SSN (total 120 days). Families requesting a SSN for a newborn child may have up to a six-month extension to the original 60 days if proof of birth is provided on the newborn child. The HA must note the extension date on the MSHDA 110 in the case of elderly persons or newborn child. The family member must attach copies of the correspondence showing the attempts to obtain the proof of SSN to the MSHDA 110. When the applicant/participant who has executed a MSHDA 110 receives the information requested within the 60 days (120 days if elderly) and provides it to the HA, the actual proof of SSN would be placed in the permanent document section of the file.
  • For individuals who applied for legalization under the Immigration Reform and Control Act of 1986 (IRCA) the letter issued by the Immigration and Naturalization Service (INS) is acceptable verification.
  • When entering the SSN information into the Elite database, the applicant or participant, and all household member names must be entered in Elite exactly as the name appears on the proof of SSN for the first name, middle initial, and last name.

    Note: All that is required for the transmission of the HUD 50058 to PIC is the first name, middle initial, and last name. For example, if the name on the proof of SSN shows a complete first name, complete middle name, and last name, only the first name, middle initial, and last name must be entered on Elite. The HA may enter the complete middle name if they wish. When notified of a name change, the new name cannot be entered into the Elite system until the HA receives proof verifying the change in name with the Social Security Administration. Name changes or SSN changes in Elite for the head of household must be made by the MSHDA staff person responsible for PIC/MTCS entries. Name changes or SSN changes in Elite for other members of the household must be made by the HA. Refer to your Elite Guide for instructions.

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3. Alternate Identification Number (AID)
  • HUD has mandated that no entries can be made into HUD PIC system using a “999” (or 888, 777, 666, etc) number. If there is a family member without a valid SSN, you must e-mail MSHDA Operations Secretary to request an AID. The following information must be included with the request for an AID:
    1. Last name, first name, middle initial of the person who needs the AID
    2. Sex
    3. Date of Birth
    4. Place of Birth (City)
    5. Country (USA)
    6. State
    7. Ethnicity
    8. Race
    9. Reason for no SSN

    Note: If the AID requested is for someone other than the head of household, the name of the head of household must be identified so the AID can be associated with the proper case.

  • Persons who have not been issued a SSN must sign a MSHDA 110 indicating a SSN has been requested and a notarized self-certification indicating that they have never been issued a SSN must:
    1. State the individual’s name; and
    2. State that the individual has not been assigned a SSN; and
    3. State that the individual will disclose the number if they receive one; and
    4. Be signed and dated by the individual (or parent/guardian if under 18); and
    5. Be signed and dated by the Notary Public.
  • If the verification is not received within the 60 day time period allowed on the MSHDA 110, then the tenant must be denied assistance or their assistance terminated.
    1. Persons who disclose their SSN but cannot provide verification must sign a MSHDA 110 and state that acceptable documentation has been requested and provide verification within 60 days. An extension to the 60 days time limit could be granted by the HA, if documentation shows evidence of efforts to obtain the verification and there is a probable date that the documentation will be received. The extension would be for the additional time period needed for receipt of the document.
  • The HA should refer individuals to the local Social Security Administration Office to get an original SSN or a replacement card for one that has been lost or stolen. To use this free service they will need to:
    1. Complete an Application for a Social Security Card, Form SS-5, which is available for download at: http://www.socialsecurity.gov/online/ss-5.html, or obtain Form SS-5 by calling 1-800-772-1213 or visiting their local Social Security office.
    2. Show evidence of identity.
    3. Show evidence of U.S. citizenship or lawful alien status if born outside the U.S.

      Note: In addition to applying for a Social Security Card or a replacement card, Form SS-5 is also appropriate for changing the name on a Social Security card, or getting a corrected card.

    4. Once the HA receives notification and documentation by the tenant that the SSN has been received, the HA must change the AID number in Elite and notify the MSHDA Operations Secretary of the new SSN and the temporary AID number it replaced. This notification must be in writing and can be via e-mail or by U.S. Mail.
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4. Denial/Termination of Assistance

The household has 60 days from the certification date (date MSHDA 110 is signed) to produce the proof of SSN verification and proof of birth; whichever document is missing or both documents if both are missing. Families who fail to provide the required documentation must be denied (applicants) or terminated (participants). The HA/MRP staff must issue an Application Denial/Program Termination Notice (MSHDA 1634b) if denial/termination is necessary. The MSHDA 1634b contains the required informal review/language.

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5. Applicable Forms List
Form Number
Name of Form
MSHDA 53 Request for Required Documents
MSHDA 110 Certification of Missing Proof of Birth/Social Security Number
MSHDA 214 Declaration of 214 Status
MSHDA 1634b Application Denial/Program Termination
MSHDA 1890 Household, Income, Asset, and Expense Declaration
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