TN 11 (11-21)
When the FO indicates that all discrepancies have been resolved or has provided documentation to show that any remaining discrepancies cannot be resolved, process and dispose of the case per the applicable instructions in C.-I. below.
Before implementing the instructions in C.-I. below, determine if any of the conditions cited in RM 03844.024 through RM 03844.060 exist and apply the appropriate instructions.
Initiate any necessary corrections to the earnings records involved per applicable instructions in the appropriate section of this chapter.
When releasing closeout letters to both individuals involved in a scrambled case, use the most current address as reflected in the case file. If necessary, obtain an address from the latest AWR or EAMATE microfilm. For those cases where an address is not available or cannot be obtained from our records, annotate the letter “No address available” and place it in the earnings discrepancy (ED) folder for future reference.
NOTE: SSA no longer stores EAMATE earnings data for years 1978 through 2000 on microfilm. If the data cannot be retrieved via SSA electronic systems, (i.e., EAMATE Online, GIR, PCOM), the requestor is responsible for obtaining the data by other means (e.g., contacting an employer or the IRS).
If the FO has determined the correct SSN for “A” and “B” :
Transfer all earnings to the correct SSN per RM 03816.021.
Prepare a closeout letter to “A” and “B”.. Notify both “A” and “B” of their correct SSN's and the earnings being established on their records.
Close the case on the electronic control system and dispose of all material. .
If the FO can only determine “A's” correct SSN, and a multiple SSN has not been assigned, take the appropriate action in 1., 2. or 3. below:
When “B” is using “A's” SSN (as reflected on the most recent MEF printout) and no evidence has been received from the FO that “A” does not want a new SSN or failed to provide the necessary proofs to secure one, request the FO to take the necessary action to have a new SSN assigned.
NOTE: Current policy defines “B” is using “A's” SSN if “B's” earnings for either of the last two pre-lag years are posted to “A's” SSN.
When “B” is using “A's” SSN (as reflected on the most recent MEF printout) and there is evidence with the case indicating that “A” does not want a new SSN or failed to provide the necessary proofs to secure one:
Transfer to suspense all earnings disclaimed by “A” per RM 03816.021.
Prepare a closeout letter to “A”.. Inform “A” of the earnings remaining on his/her record. Also include the following statement. “Unless you are assigned a new SSN, you may continue to have a problem with your earnings record if another individual continues to use your name and SSN.”
Document the ED file to show that “A” was advised of the situation and decided not to accept a new SSN or failed to provide the necessary evidence to secure a new SSN.
Prepare a closeout letter to “B”. . Advise “B” to discontinue using “A's” SSN. Also include the following statement. “When proof of age, identity and citizenship or alien status is obtained, you should go to the local social security office to obtain a correct SSN. Until this evidence is provided, SSA cannot be responsible for maintaining an accurate record of your earnings.”
Close the case on the electronic control system and dispose of all material..
When “B” is not using “A's” SSN (per current policy definition noted in F.1., above):
Transfer to suspense all earnings disclaimed by “A” that meet the requirements specified in RM 03816.016.
Prepare a closeout letter to “A”.. Inform “A” of his/her correct SSN and the earnings remaining on his/her record.
Prepare a closeout letter to “B” per F.2.d above.
If the FO can only determine “A's” correct SSN, and a multiple SSN has been assigned:
Transfer all earnings alleged by “A” to the new SSN per RM 03816.021.
NOTE: The purpose of this action is to maintain accurate earnings record information. Since “B's” earnings should not be posted to “A's” original SSN, they should be transferred to suspense.
When “B” is using “A's” SSN (per current policy definition noted in F.1. above):
Apply the instructions in F.3.a-d above.
Establish a special holding file to recheck the earnings record after October of the next calendar year. If additional earnings:
Are not posted to “A's” original SSN, no further action is necessary.
Are posted to “A's” original SSN, establish an ED on the electronic control system and initiate appropriate development per applicable procedures to resolve the discrepancy. Ensure that “A” is not recontacted unless it appears that the earnings belong to him/her.
If the scrambled SSN does not belong to “A”, the FO has assigned an SSN to “A” but cannot determine “B's” correct SSN:
Transfer all earnings alleged by “A” to the assigned SSN per RM 03816.021.
Prepare a closeout letter to “A” . Inform “A” of his/her new SSN and the earnings being established on his/her record.
Prepare a closeout letter to “B”. Include the following statement. “When proof of age, identity and citizenship or alien status is obtained, you should go to the local Social Security office to have the SSN you are using verified or a correct SSN issued, if necessary. Until this evidence is provided, SSA cannot be responsible for maintaining an accurate record of your earnings.”
Close the case on the electronic control system and dispose of all material.
If the FO cannot determine “A” or “B's” correct SSN:
Prepare a closeout letter to “A” and “B”.. Include the following statement in both letters. “When proof of age, identity and citizenship or alien status is obtained, you should go to the local Social Security office to have the SSN you are using verified or a correct SSN issued if necessary. Until this evidence is provided, SSA cannot be responsible for maintaining an accurate record of your earnings.”