BASIC (03-12)

RM 02032.060 Process for W-2c Alert Code 1

A. Description for “No Original Report Found”

This alert generates when no original report is under the W-3c Employer Identification Number (EIN) and the corrected money amounts posted to the Master Earnings File (MEF). However, there are prior postings for the same year that match either the W-2c original money or W-2c corrected money under a different EIN.

Example:

Employers may submit their original and corrected report under two different EINs.

Cause:

Employers sometimes change their EIN between the time of the original report and the corrected report, or employers sometimes make an error in reporting their EIN.

SSA processing errors may occur during the posting process of paper reports.

Action:

Employer contact may be necessary to resolve the problem and to determine the correct EIN. If an adjustment is necessary, request a new W-2c from the employer (Employer Error) to reduce the earnings from the incorrect EIN down to zero, or perform an internal adjustment (SSA Error) to correct the earnings.

B. Procedure for W-2c Alert Code 1

Use the following instructions to process an Alert Code 1:

  1. Access a Detailed Earnings Query (DEQY) for the Social Security number (SSN).

  2. Access an Employer Report Query (ERQY) for both EINs shown to obtain the Employer Report Query Response (ERQR).

    1. Compare the employer name and address for each EIN, checking for similarities.

    2. Determine if the posted money amount(s) is under a different EIN.

  3. Obtain microfilm (or online) prints for the original W-2s, W-3c, and W-2c to compare with the Detailed Earnings Query Response (DEQR) for posting inaccuracies.

    1. If you are unable to obtain the microfilm after three attempts, write a problem referral to document the prints as unavailable and forward to the Earnings Operations Expert (EOE).

      NOTE: Do not make the three attempts on consecutive days.

    2. Determine the appropriate action via Report Correction (RCOR) (EM 3.1) or Item Correction (ICOR) (EM 2.8) for posting error.

      NOTE: If the report has only one W-2/W-2c involved, use Item Correction (ICOR) to correct.

      If

      Then

      The EIN on the original report is incorrect - SSA Error

      • Make correction via RCOR for entire/partial report.

      • Make correction via ICOR for one W-2.

      • Annotate the listing and release.

      The EIN on the original report is incorrect - Employer Error

      Contact employer to request W-2c with the correct EIN.

      NOTE: We require the employer to submit two corrected reports.

      The EIN on W-2c report is incorrect - SSA Error

      • Make correction via ICOR (EM 2.8). NOTE: You cannot perform an RCOR action on a W-2c report.

      • Document the supporting statement in ICOR on Worksheet Remarks (ERMK) screen

      • Annotate the listing and release.

      The EIN on W-2c report is incorrect - Employer Error

      Contact employer to request W-2c with the correct EIN. Follow the direct contact process in RM 02032.075.

      Unable to determine the correct EIN, or telephone contact is unsuccessful.

      Follow the direct contact process in RM 02032.075.

      Telephone contact is successful –

      • Document the response in ICOR on Report of Contact (EROC) screen.

      • Request employer to submit theW-2c

      • Annotate the listing and release.

      Tax year is in EM 1.5

      Input a report of contact to document the action.