In 2004, SSA adopted alternative signature methods to the traditional pen-and-ink signature (also known as wet signature) for benefit applications (e.g., SSA-1, SSA-16, SSA-8000) and related benefit application forms to simplify work processes.

SSA accepts the following signature methods for benefit applications:

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  Wet signature,

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  Attestation,

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  Electronic signature via Click-and-sign,

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  Electronic signature using Upload Documents, and

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  Commercial Product Alternative Signature (CPAS)

Only certain individuals can sign benefit applications (e.g., SSA-1, SSA-16, SSA-8000), see GN 00204.003, Proper Applicant.

For non-benefit application forms, follow the applicable guidelines for each specific form to ensure signature compliance. For example, refer to DI 11005.056 for the specific signature policy related to Form SSA-827 (Authorization to Disclose Information to the Social Security Administration).

1. 1. 

   Wet signature: A wet signature is a handwritten name or mark made with pen-and-ink on a physical document.

   1. a. 

      Wet signature policies and procedures apply when:

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        Proper applicant or claimant signs with pen-and-ink.

        IMPORTANT: For teleclaims and for proper applicants or claimants who prefer to sign with pen-and-ink, mail the application for signature using the Title II cover notice in GN 00204.014 or the Title XVI cover notice in SI 00601.040, both of which include protective filing closeout language. Always ensure that the cover notice reflects the correct closeout date, based on the earlier of either the appointment date or the application date.

      • •

        We receive a paper application, signed by a proper applicant, that was not generated from Modernized Claims System (MCS) or Consolidated Claims Experience (CCE). For example, the proper applicant may have printed, completed, and signed an SSA-1 retirement application from SSA’s list of forms available on the website.

   2. b. 

      Wet signature – Procedure and Documentation

      When a completed application summary or paper application is received and signed with a wet signature, the SSA technician will:

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        Review the signed paper application to ensure that a signature is present in the designated box. Then, contact the claimant to verify the validity of the application by confirming that the claimant is alive, in accordance with GN 00204.001C1d, Valid Application.

      • •

        Load the application into MCS or CCE, receipt in the ATTEST issue, and add a remark of “wet signature” to indicate that the application was signed with a wet (pen-and-ink) signature.

      NOTE: Because the MCS system automatically propagates "ATTEST" to the DW01, even when attestation is not the actual signature method, technicians must add a remark specifying the correct signature method used (e.g., wet signature, upload docs, CPAS).

      • •

        Provide the claimant with a copy of the application summary, reporting responsibilities and claim receipt.

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        Adjudicate the application if all required proofs have been received and all determinations have been completed. If additional evidence is needed, follow the procedures in GN 00301.150 and SI 00601.100 for obtaining Title II and Title XVI evidence respectively. Also, see GN 00301.286 for recording evidence electronically and retaining evidentiary documents, when required.

      • •

        Return the signed paper application using the witnessed signature cover notice in Document Processing Systems (DPS), which informs the proper applicant or claimant that the paper application will not be retained by SSA.

2. 2. 

   Attestation

   1. a. 

      Attestation is the action taken by an SSA employee of confirming and annotating the claimant or proper applicant’s:

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        Intent to file or complete a claims-related form,

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        Affirmation under penalty of perjury that the information provided is correct, and

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        Agreement to sign the application, amendment, redetermination, or SSA forms that are completed with the claim/amendment by attestation.

   2. b. 

      Procedure during the interview:

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        Verify the identity of the individual according to relevant procedures for in-person or telephone interviewing, refer to GN 00203.020.

      • •

        Inform the individual that SSA has an alternative method to collect a signature in lieu of a wet signature on the application for benefits or claim related forms approved for attestation.

      • •

        At the start of the interview, read the following scripted language:

        “During this interview, we will ask you questions that will be used to process your/or name of claimant's (application/amendment/ redetermination/name of form) for (benefits/Medicare). At the end of the interview, we will ask you to confirm the truthfulness of your answers under penalty of perjury and we will record your response. You should be aware that you can be held legally responsible for giving us false information.”

      • •

        Confirm the individual’s intent to file and sign the application for benefits or claim related forms approved for attestation.

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        Complete the application or claim related forms approved for attestation by obtaining and recording the individual’s responses.

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        At the end of the interview, to obtain the individual’s affirmation of intent to file and understanding of the penalty clause, read the following scripted language:

        1. Attestation - script for in-person interviews:

        “Here is a printed copy of the information that will be used to process your/or name of claimant's (application/amendment/redetermination/name of form). Please review all the information carefully and let us know right away if anything needs to be corrected OR if any of the information changes.”

        Once the individual finishes reviewing the document and indicates that the information is accurate, read the following:

        “Do you understand that the information you gave us and examined will be used to process your/or name of claimant’s (application/amendment/ redetermination/ name of form) for (benefits/Medicare)? Do you declare under penalty of perjury that this information is true and correct to the best of your knowledge?”

      • •

        Provide the claimant with a copy of the application summary, reporting responsibilities and claim receipt.

        2. Attestation - script for telephone interviews:

        “You will receive a printed copy of the information being used to process your/or name of claimant's (application/amendment/redetermination/name of form) to retain for your records. Do you understand that you must review all of this information carefully and let us know right away if anything needs to be corrected OR if any of the information changes?”

        Once the individual acknowledges that they will receive a copy and understanding that they need to let us know of any changes, read the following:

        “Do you understand that the information you have provided will be used to process your/or name of claimant's (application /amendment/ redetermination/ name of form)? Do you declare under penalty of perjury that this information is true and correct to the best of your knowledge?”

        IMPORTANT: The individual must answer “YES” to all the required statements above (i.e., intent to provide information, truthfulness of it, and agreement to sign it under penalty of perjury) in order to accept the application for benefits or claim related forms approved for attestation, as a “signed form.” Individuals answering “NO” to any of the requirements will need to submit the form with a wet signature or another acceptable signature method for the application.

      • •

        Print the MCS or CCE claim and mail it to the claimant for his or her review and retention, along with the reporting responsibilities and claim receipt. Advise the claimant to review the material and contact SSA within 10 days if he or she needs to make any corrections. Any corrections received post-adjudication will be handled following current procedures. A copy of the claim will be placed in the Online Retrieval System (ORS).

      • •

        Adjudicate the application if all required proofs have been received and all determinations have been completed.

   3. c. 

      Documenting Attestation

      Follow the procedure below to document your attestation:

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        For claims and amendments in MCS or CCE, the ATTEST issue automatically propagates to the DW01. Document that all requirements for attestation have been met by typing the receipt date for the ATTEST issue.

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        When the issue “ATTEST” is displayed in the Issue field and a date is entered in the receipt field, MCS propagates the interviewer’s three position office code, a space, up to six letters of the interviewer’s last name, a comma, and the first initial to the Remarks field. The comma following the last name is a floating comma. If the last name contains fewer than six characters, the comma should immediately follow the last character of the last name (e.g., 216 Cox, N). The ATTEST issue(s) and interviewer’s name will be retained electronically and deemed equivalent to the signature for the application or amendment.

        NOTE: For CCE, the attestation date and interviewer's name will automatically propagate.

3. 3. 

   Click and Sign – Internet Claim (iClaim)

   1. a. 

      Click and Sign is the means by which the claimant can sign their application electronically using an approved signing process by selecting the check box that indicates they are signing electronically (e.g., “I agree with the Electronic Signature Agreement above” and then clicking the “Submit now” (for RIB and Medicare claims), or “Accept & Continue” (for DIB claims) buttons in the Summary page at the conclusion of the online application). The Electronic Signature Agreement contains his or her affirmation under penalty of perjury that the information provided is true and correct to the best of their knowledge, and the applicant's intent to file and electronically sign and submit application data to SSA.

   2. b. 

      Procedure and Documentation for Click and Sign

      • •

        Individuals completing and submitting their own application (i.e., first party applicants) are first routed to mySSA to be authenticated and verify their identity. Therefore, if the iClaim is marked as authenticated, you do not need to contact the claimant to verify identity. However, if the iClaim is flagged as “unauthenticated”, you must contact the claimant to verify their identity following GN 00203.020.

      • •

        The word “Internet” propagates to the appropriate application, i.e., DIB, RIB, Aux Spouse on the MCS DW01 to indicate that an Internet claim was signed electronically and filed using “click and sign”.

      • •

        Receipt in the ATTEST issue with the date the claimant submitted the iClaim, refer to GN 00204.007B4 for additional information.

        NOTE: Some additional forms within iClaim are approved for electronic signature by click and sign (e.g., SSA-827). The technician will add an ATTEST issue specific to that form on the development worksheet and receipt date.

      • •

        After downloading the online application data from iClaim into MCS, ORS is automatically updated with a copy of the Internet application summary as submitted by the claimant. This secures the integrity of the information the beneficiary provided on the Internet application.

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        Adjudicate the application after all required proofs have been received and all developmental actions have been completed.

4. 4. 

   Upload Documents

   Individuals can complete and submit a PDF or webform version of certain agency forms and benefit applications using Upload Documents. If the application or form requires a signature, an electronic signature section will be presented on the Review and Submit page. In that section, individuals review the signature statement and apply their electronic signature to the uploaded or completed form by selecting the check box (a required field) and then selecting the “Submit” button. The form or application is considered signed upon submission. An appended page containing the electronic signature information will accompany the submitted PDF.

   NOTE: Although these forms are submitted electronically, technicians must process them as if they were paper applications and enter the information into our SSA systems by following the procedures outlined below.

   1. a. 

      Procedure and Documentation for Benefit Applications

      • •

        Review the signed PDF or webform version for any missing information and contact the claimant to verify the validity of the application by confirming that the claimant is alive, in accordance with GN 00204.001C1d, Valid Application.

      • •

        Load the application into MCS or CCE, receipt in the ATTEST issue and add a remark of "upload docs" to indicate that the application was signed using Upload Documents.

        NOTE: Because the MCS system automatically propagates "ATTEST" to the DW01, even when attestation is not the actual signature method, technicians must add a remark specifying the correct signature method used (e.g., wet signature, upload docs, CPAS).

      • •

        Receipt in the issue with the date the uploaded document was submitted by the individual.

      • •

        Provide the claimant with a copy of the application summary, reporting responsibilities and claim receipt by mail.

      • •

        Adjudicate the application after all required proofs have been received and all developmental actions have been completed.

5. 5. 

   Commercial Product Alternative Signature (CPAS)

   Individuals may use a commercial software product (“commercial product”) to affix their signatures to certain forms and writings in accordance with DI 11005.017, Commercial Product Alternative Signature Process for Certain Forms and Writings.

   If there is a CPAS on the benefit application forms (SSA-16 (including the summary sent to the claimant after a third-party completes an internet claim), SSA-8000, and SSA-8001), SSA technicians must ensure the proper applicant has signed the benefit application forms using a commercial product that:

   • •

     Affixes a signer’s name in the signature area of the form,

   • •

     Affixes the date the document was signed in the signature area of the form or on an appended signature certificate page, and,

   • •

     Affixes the time the document was signed in the signature area of the form or on an appended signature certificate page.

   Once the technician ensures that the CPAS meets the above requirements for benefit applications SSA-16, SSA-8000, and SSA-8001 the technician will do the following:

   • •

     Review the signed paper application for any missing information and contact the claimant to verify the validity of the application by confirming that the claimant is alive, in accordance with GN 00204.001C1d, Valid Application.

   • •

     Load the application into MCS or CCE, receipt in the ATTEST issue, and add a remark of "CPAS" to indicate that the application was signed using CPAS.

     NOTE: Because the MCS system automatically propagates "ATTEST" to the DW01, even when attestation is not the actual signature method, technicians must add a remark specifying the correct signature method used (e.g., wet signature, upload docs, CPAS).

   • •

     Add a CPAS issue on the MCS DW01 screen or the Development Worksheet in CCE and receipt the issue with the date the CPAS document was received.

   • •

     Provide the claimant with a copy of the application summary, reporting responsibilities and claim receipt.

   • •

     Adjudicate the application after all required proofs have been received and all developmental actions have been completed.

   • •

     Once the above actions are completed, upload a copy of the application and the appended signature certificate page, if included, to Evidence Portal or eView.

     NOTE: For more information on CPAS and other approved forms, refer to DI 11005.017.

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  DI 11005.017 Commercial Product Alternative Signature Process for Certain Forms and Writings

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  DI 11005.056 Signature Requirements for Form SSA-827

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  GN 00204.001 Valid Application

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  GN 00204.003 Proper Applicant

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  GN 00204.007 Application Filing Date

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  GN 00204.014 The SSA-L566-U2 Title II Application Cover Notice

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  GN 00301.150 Evidence of Mail Development

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  GN 00301.286 Electronic Evidence Documentation and Retention

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  SI 00601.040 Protective Filing Closeout Notices

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  SI 00601.100 General Guidance for Information or Evidence