Effective Dates: 06/14/2023 - Present Previous | Next

TN 107 (08-23)

GN 00301.391 Procedure to be Followed by an SSA Translator Adjudicating a Claim

A. Policy

An SSA-authorized translator (TR), who is a claims representative trainee (CRT) or above and who determines that a foreign language document is acceptable evidence for a claim that they are adjudicating, will translate the document and input the data in electronic format per GN 00301.391B. The TR annotates the file with a certification statement.

IMPORTANT: The TR adjudicating the claim must have final authority to make an award or disallowance determination, e.g., a CRT, a CR, or a FR.

B. Procedure - Documenting Translation

If the TR determines that a foreign language document is acceptable evidence, they must determine whether the evidence should be certified on the EVID screen, the “RPOC” screen in MCS, or the Report of Contact page in the Consolidated Claims Experience (CCE) in PE situations. (See GN 00301.286 and GN 00301.287.)

1. Certification on RPOC/Report of Contact page in CCE

Use the following format for the certification statement: (Individual for whom proof is submitted), (Fact to be proved), (Country of Record/Type of Document), by (Initials of Technician), (Position of Technician)/(TR Language), (Date).

EXAMPLE: For proof of age, R. Makara submits a Japanese BC to S. Nishino, the CRT authorized to adjudicate the claim. R. Makara - Age, Japanese BC, by S.N. CRT/TR/Japan, 9/15/95.

2. Certification on Evidence Screen

Code the EVID per MSOM EVID 001.001 B, GN 00301.287 and GN 00301.288. In the “COMMENTS” field, indicate the TRs name, office, and position, language of the document and the date of the translation.

NOTE: Any SSA translator who has access to EVID can code a translated document on EVID even if they are not the adjudicator. For TPWU translation procedures refer to GN 00301.355. Save a copy of the certified document electronically using NDRed in the Evidence Portal if GN 00307 states that the country’s documents are vulnerable to fraud.

REMINDER: The EVID screen cannot be used to document foreign documents translated by non-SSA translators.

To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0200301391
GN 00301.391 - Procedure to be Followed by an SSA Translator Adjudicating a Claim - 06/14/2023
Batch run: 09/18/2025
Rev:06/14/2023