TN 1 (03-13)

RM 02032.020 Apparent Alerts Processing Procedure

DEBS technicians must follow these steps to process the PD indicator for the Apparent Alerts:

  1. 1. 

    Receive a batch containing Apparent Alerts.

  2. 2. 

    Print the listing for each batch.

  3. 3. 

    Compare the Employer Identification Number (EIN) from the listing to the Employer Identification Number (EIN) List for Military and Known Multiple Form W-2 Filers in RM 02032.030.

    1. a. 

      EIN is on the list – No action is necessary (NAN).

      • Remove the PD indicator through FALCON67.

      • Release the batch to the Earnings Operations Expert (EOE) for review.

    2. b. 

      EIN is not on the list; continue processing the alert.

  4. 4. 

    Access WRS for the Incoming and Existing EINs

    1. a. 

      EIN is not present – Go to Step 5.

    2. b. 

      EIN is present – Check the tax field.

    If…

    Then…

    Tax year is not shown

    Continue case processing - Go to Step 5.

    Tax year is shown and the date is more than one year

    For special processing, refer to the Employer Reporting Specialist (ERS).

    Tax year shows one of the following status:

    • Pending in RO;

    • Pending in OCO, Adjustment in Process;

    • Report in Process – Report sent to WBDOC; or

    • Investigate.

    • No action is necessary (NAN) - Do not remove PD indicator.

    • Release to EOE for review.

    Tax year shows one of the following status:

    • Resolved at RO level;

    • Complete – Employer Problem Resolved;

    • Unable to Resolve – Take EM 2.8 action, if necessary;

    • Barred to Correction – Statue of Limitation applies; or

    • Other.

    Continue case processing - Go to Step 5.

  5. 5. 

    Obtain the Employer Report Query and Response (ERQY/ERQR) for the alert year, previous year, and subsequent year for the incoming and existing EINs shown in the batch. Compare the wage report amounts and the number of employees in reports impacted by the alert.

    1. a. 

      Determine the number of wage reports involved:

      If…

      Then…

      Single wage report

       

      • Access the DEQR for SSN.

      • Go to Step 6.

      Multiple wage report

      Review ERQR information for alert year and one year before and after the alert year and follow the step in the following chart.

    2. b. 

      Determine the necessary action:

      If…

      Then…

      Earnings amounts shown are identical, except for EET with no previous adjustment and no earnings patterns exist from the prior or after year.

      • Obtain DEQR to analyze and make a determination.

      • Go to Step 6.

      Earnings amounts shown on ERQR are identical except for EET with previous adjustment.

      • Locate SSN(s) on the alert that corresponds to the adjustment shown on the ERQR.

      • Check the DEQR for each adjusted SSN to determine if the adjustment resolves the alert.

      Previous adjustment resolved the alert

      • No action is necessary (NAN).

      • Remove the PD indicator via FALCON67.

      • Release to EOE for review.

      Previous adjustment do not resolve the alert

      • Continue researching the alert(s);

      • Check DEQR for remaining SSNs on the listing to make a determination; and

      • Go to Step 6.

      Entire wage report earnings amounts shown on the ERQR are not identical

      • Obtain DEQR for each SSN.

      • Go to Step 6.

  6. 6. 

    Obtain the Detail Earnings Query and Response (DEQY/DEQR) for each SSN, the alert year(s), the previous year, and subsequent year.

    If…

    Then…

    Indicator is not present

    • Continue to research to determine if the alert condition has been resolved.

    NOTE: Another system application may have cleared the indicator.

    • Obtain microfilm (online) to compare to DEQR to determine if an SSA keying or processing error occurred.

    • For comparison process, see Step 7.

    Indicator is not present and the alert condition has been resolved.

    • No action is necessary (NAN).

    • Release to EOE for review.

    Indicator is not present for the year of the alert and wages have been transferred to suspense with a determination of an erroneous posting. (Two days action necessary).

    • Day One - Reinstate the wages from suspense via Item Correction (ICOR).

    • Next Day - Delete the wages via ICOR.

    • Release to EOE for review.

    Indicator is not present for the year of the alert and wages have been transferred to suspense with a determination that posting is not erroneous.

    • No action is necessary (NAN).

    • Release to EOE for review.

    Indicator is present and both alert wage amounts displayed on listings are the exact same amount on the DEQR and totals are less than a quarter of coverage.

    • No action is necessary (NAN).

    • Release to EOE for review.

    Indicator is present and no prior internal adjustment or no W-2c is received to resolve alert condition.

    • Obtain microfilm (online) to compare to DEQR to determine if an SSA keying or processing error occurred.

    • For comparison process, see Step 7.

    Indicator is present and alert wage amounts, plus additional earnings for the same EIN totals less than a quarter of coverage.

    • No action is necessary (NAN).

    • Remove PD indicator via Falcon67.

    • Release to EOE for review.

    Indicator is present and the sum of both wage amounts are equal or higher than a quarter of coverage and a clear earnings pattern is present

    • No action is necessary (NAN).

    • Remove PD indicator via Falcon67.

    • Release to EOE for review.

    Indicator is present and a clear earnings pattern is not present on the DEQR

    • Obtain W-2s copies processed by SSA.

    • Contact employer; for DIRCON instructions see RM 02032.075. Release to EOE for review.

  7. 7. 

    Compare SSA’s microfilm or electronic image of W-2 to DEQR to determine if an SSA keying error occurred.

    If …

    Then …

    SSA processing error is not detected

    • Contact employer; for DIRCON instructions see RM 02032.075.

    • Release to EOE for review.

    SSA processing or keying error is detected

    • Take corrective action via ICOR EM 2.8.

    • Document adjustment made in ICOR Worksheet Remark Screen.

    • If tax year is applicable, use Report of contract in Recon System.

    • Verify adjustment posted.

    • Annotate listing with disposition – date, name, unit and cubicle number.

    • Release entire batch to EOE for review.

  8. 8. 

    PD Indicator Removable Process

    If …

    Then …

    Alert condition no longer exist and PD indicator is still on DEQR and additional alert conditions

    • Review DEQR for additional alert conditions.

    • Remove PD indicator via FalconRelease entire batch to EOE for review.67.

    Alert condition still exist and unable to get clarification from the employer or third party representative

    • No action is necessary (NAN) – Do not remove the PD indicator.

    • Release entire batch to EOE for review.

    Alert condition resolved by ICOR adjustment

    • Review DEQR to determine if PD indicator was removed.

    • Remove PD indicator via Falcon67 (if necessary).

    • Release entire batch to EOE for review.

    Alert condition resolved by RCOR and the adjustment action has posted

    • Review DEQR to determine if PD indicator was removed.

    • Remove PD indicator via Falcon67 (if necessary).

    • Release entire batch to EOE for review.

    PD indicator still present on the DEQR after adjustment has posted

    • Review DEQR to determine if another earnings issue is present (e.g., same money under two different EINs, corrected wage report posted with no original report, the original posting would be located under another EIN),

    • Go to Step 9.

  9. 9. 

    PD Indicator message is still present on DEQR.

    If …

    Then …

    DEQR shows additional earnings posting problem for same tax year as the alert

    • Take appropriate corrective action to resolve earnings discrepancy.

    • Verify adjustment posted correctly.

    • Annotate listing with disposition date, name, unit and cubicle number.

    • Release entire batch to EOE for review.

    DEQR shows no additional earnings posting problems for the alert year

    • Remove PD indicator via Falcon67.

    • Release entire batch to EOE for review.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0102032020
RM 02032.020 - Apparent Alerts Processing Procedure - 03/22/2013
Batch run: 10/17/2016
Rev:03/22/2013