TN 7 (09-02)
RM 01340.054 Processing Forms SSA-7014 Letters Returned in Response to our Request for Correct SSN or Identifying Information
An SSA-7014 letters is generated and sent to the number holder when the information originally provided fails GESS electronic verification or when 'the Statement System' receives feedback from DERO indicating that the information has been manually verified as incorrect.
B. When to use
Use this procedure when the number holder returns the SSA-7014 letter that was sent to him/her due to invalid or incorrect information, e.g., SSN, name, DOB and/or sex.
Review the information provided and take the appropriate action.
If the number holder provides any corrected information, e.g., SSN, name, DOB, and/or sex, view the numident or alphadent record; sort for data entry.
Consider the wages or retirement age as corrected information if the number holder indicates a change. Key the corrections as shown on the SSA-7014 letter.
NOTE: Because a problem has been identified with the cycle date showing "XX" for the year on the numident record, all numident records must be viewed when processing the SSA-7014, P01 letters. When a P01 letter is received with or without corrected information, view the numident record. If the cycle date on the first numident
record shows "XX" for the year, place the P01 letter in the assigned tray. DO NOT PROCESS THE P01 LETTER.
If the year is shown in the cycle date and the number holder did not supply updated information on the P01 letter, do not process.
Prepare form SSA-984, check box B1 and forward the P01 letter to the field office for further processing.
If the year is shown in the cycle date and the number holder supplied corrected information, key the information supplied by the number holder. Do not code the P01 letter as a "RT" special. Key as a routine request.
When the SSN, name, DOB and/or sex has not been corrected by the number holder, view the numident record.
1. Same SSN Provided
If the numident record shows “No Numident Record”, “Impossible SS” or an entry “V” for void, forward to the servicing field office under cover of Form SSA-984. Check box B.2.
2. Same Name Provided
View the numident record and compare the name you are verifying to all names shown.
a. Consider a Match
Consider a match if:
the name agrees exactly with any name on the numident record.
only the initials or contractions are provided and they agree exactly with full name on the numident record.
given names are the same as the given names on the numident record but are in reverse order (surnames agree exactly.)
the requester indicated a first name and no middle name, and the first name agrees exactly with the first or middle name on the numident record (surnames agree exactly.)
two given names are provided on the Form SSA-7014, but only one name appears on the numident record (surnames agree exactly.)
b. Verify Date of Birth
Verify the date of birth per RM 01340.054C.3, if a match can be determined.
c. Match Cannot Be Determined
If a match cannot be determined, forward all material to the servicing field office under cover of Form SSA-984. Check box B.1.
3. Same DOB Provided
View the numident record and verify the date of birth shown on the Form SSA-7014.
If a match can be determined, sort for data entry.
If a match cannot be determined, forward to the servicing district office under cover of Form SSA-984. Check box B.1.
NOTE: The system software allows a one-year tolerance in the DOB.