BASIC (02-15)

RM 01002.005 How to Process Requests for Copies of Form SS-4

A. Introduction

In March 2001, we began paperless processing of SS-4 (Employer Identification Applications). Prior to 1998, the Division of Earnings and Business Services (DEBS) Control area received the paper SS-4 applications for microfilming and storage. There are no paper files after 1988. Occasionally, DEBS receives a request from the Internal Revenue Service (IRS) or the employer for a copy of the original Form SS-4.

B. How to process requests for copies of Form SS-4

  1. DEBS receives request for copies of Form SS-4 from the IRS or an employer on company letterhead.

  2. DEBS Control Personnel controls SS-4 copy requests in the Electronic Control Workload System (ECWS) and assigns them to an Earnings Operations Expert (EOE).

  3. The EOE scouts the Index and Numeric microfilm for the EIN.

  4. When the SS-4 application is located, the EOE will make two (2) copies. One copy is mailed to the requestor and the other is filed in the DEBS Control Area.

    If

    Then

    SS-4 application is located.

    • Access DEBS SharePoint site.

    • Prepare SS-4 cover letter.

    SS-4 application is not located.

    • Access DEBS SharePoint site.

    • Prepare SS-4 cover letter.

  5. The EOE reviews the request and then prepares a brown folder and place the EIN associated with the request in the folder. The folders are filed in numerical order in a holding cabinet in the DEBS Control area.

  6. DEBS Control Personnel will release the Form SS-4 copy request from ECWS.

  7. The EOE will send notice to the requestor.

NOTE: The retention period for holding Form SS-4 copy requests is one year.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0101002005
RM 01002.005 - How to Process Requests for Copies of Form SS-4 - 10/12/2016
Batch run: 10/12/2016
Rev:10/12/2016