Effective Dates: 09/27/2017 - Present Previous | Next

TN 1 (02-09)

RM 02019.011 Processing Requests for copies of Program Related Employer Reports

A. Introduction to program related requests for W-3/W-2

The Division of Earnings and Business Services (DEBS), formerly the Division of Employer Services (DES), Reconciliation Branch receives program related requests for copies of employer reports (W-3/W-2) from employers and/or third parties.

These requests are controlled in batches on the Electronic Control Workload System (ECWS) using the Employer Identification Number (EIN) with tax year(s) requested.

B. Processing Requests

  1. Verify information on requests:

    • Company Letterhead

    • Company's name and address

    • Years being requested

    • Reason for request

    • Contact person’s name, title and telephone number

    • Signature of authorized person (owner, treasurer, third party with Power of Attorney, etc.).

      IF

      THEN

      a. Request is missing EIN

      Make 3 attempts (1 per day) to contact employer/third party via telephone to obtain EIN.

      b. Unable to locate EIN via online resources

      		 

      c. Request is missing tax year

      		 

    NOTE: Make three (3) attempts to contact the employer. Attempts should be made on three different days at three different times.

  2. Determine if request is program or non-program purpose (RM 02019.001)

    IF

    THEN

    Reason for request is Non-Program Purpose and payment not included

    		Access the following link, prepare and release PA W3/W2 package to the employer/third party Notices/PAW3-W2 Cover letter.pdf

    Reason for request is Non-Program Purpose and payment is included

    Send the request and payment in an interoffice envelope to DEBS, EAB for processing:

    OEIO, DEBS, EFEU
    2–R-13
    Social Security Administration
    Division of Earnings & Business Services
    P.O. Box 33003
    Baltimore, Maryland 21290

  3. If the request is Program-Related: obtain Employer Report/Adjustment Query (ERQY) for requested year(s) and follow the chart below.

IF

THEN

Request is for a lag period (lag period is usually the current year)

Make 3 attempts (1 per day) to contact employer/third party via telephone to inform them microfilm is not available and to wait 6 months to request copies.

Access the following link, prepare and release PA W3/W2 cover letter Notices/PAW3–W2 Cover letter.pdf. Once you click on the link, select PAW3-W2 Notices for the cover letter.

Report(s) is not shown on ERQY for requested year(s)

Contact employer/third party via telephone to inform them “SSA has no wage report processed for requested year(s)”

Ask employer to provide several SSNs for the year(s) requested and check Detail Earnings Query (DEQY), MSOM QUERIES 003.005 to determine if report was processed under an incorrect EIN

Report was processed under a different EIN

Establish MSOM EM 033.001, Report Correction (RCOR) Process - Overview to move report to correct the EIN

NOTE: If the request is for a reconciliation case (RECON), prepare a report of contact in EM 1.5 Prepare Report of Contact (RPCT)

Corrective action taken     

Inform employer/third party that a correction was processed and reports are in balance. Verify if copies of W-2s are necessary for reconciliation

ERQY and DEQY indicate wages not processed

Contact employer/third party via telephone to inform them “SSA cannot provide copies because a wage report was not processed”.

  • Unable to contact employer/third party

Access the following link, prepare and release PA W3/W2 cover letter http://ocowss.ba.ssa.gov/OEOsp/des/Shared%20Documents/Forms/AllItems.aspx Once you click on the link, select PAW3-W2 Notices for the cover letter.

ERQY indicates report was processed

Pull microfilm by Interpreting The Employer Control Number (ECN) (SM 00344.025) and print the requested report

NOTE: Microfilm for Annual Tape (EAMATE) for electronic/magnetic media files is available online:

Tax years 2002 through 2005 at: eamate

Tax years 2006 to present at: http://orsstd.sspf.ssa.gov/orsstd/foldersearch.do

Microfilm is damaged, missing or request involves large report (750 or more W-2s)

Refer request to manager and contact Boyers Security Records Center  to request assistance if:

  • a copy of a large report (750 or more W-2s) is needed

  • a copy of the microfilm is needed

Microfilm is available and copies are provided

Access the link and prepare and release PAW3-W2 cover letter with W3/W2 copies to the employer/third party.

Notices/PAW3–W2 Cover letter.pdf

C. Processing Cases controlled in RECON (RM 02061.052A.11)

IF

THEN

Employer request copy of wage report to resolve Reconciliation case

Pull microfilm by ECN number MSOM EM 019.004, Interpreting The Earnings Control Number (ECN) and print requested report.

NOTE: Microfilm for Annual Tape (EAMATE) for electronic/magnetic media files is available online:

Prepare Report of Contact (RPCT) to document action taken. Prepare Report of Contact (RPCT) MSOM EM 008.009

Attach cover letter and release report

D. Closing out the Request

Each completed request should be release to Control for closeout in ECWS

  • Make a copy of the batch sheet and attach it to the request.

  • Annotate each request with one of the appropriate response numbers shown below:

    1. Unable to contact employer

    2. Mailed copies

    3. No longer needed

    4. Faxed W-2 copies

    5. Duplicate request (NAN – No Action Necessary)

    6. Adjustments made in 1.5

    7. No W-2s in file

    8. Non-program/DEBS

    9. Gave Employer totals

    10. Film (UTL)/LAG

    11. Other

  • Release case to control

To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0102019011
RM 02019.011 - Processing Requests for copies of Program Related Employer Reports - 09/27/2017
Batch run: 09/27/2017
Rev:09/27/2017