BASIC (03-12)

RM 02032.064 Process for W-2c Alert Code 3

A. Internal and systems adjustments

This alert generates when an internal adjustment or an electronic offset are involved for the same year corrected by the incoming W-2c.

Cause:

Either the internal adjustment changed the amount of the original money or the employer entered the W-2c original money incorrectly.

Action:

Determine the source of the internal adjustment and the reason for the adjustment. Review all available evidence and obtain additional evidence, as necessary to determine the correct earnings. Based on the determination, prepare a new internal adjustment to reduce either the new W-2c posting or the prior internal adjustment posting to zero, or reduce both to zero and add the correct money.

B. Procedure for Alert Code 3

Use the following instructions to process an Alert Code 3:

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

  2. Access an Employer Report Query (ERQY) for both Employer Identification Numbers (EIN) shown to obtain an Employer Report Query Response (ERQR)

  3. Obtain a copy of the W-2 and W-2c microfilm (or online retrieval system) for each SSN.

  4. Compare the DEQR’s internal adjustment earnings information to the “Correct Information” earnings on the W-2c.

If

Then

Employer intent was not met and involved SSA keying errors

  • Make correction via Item Correction (ICOR) – Invalid SSNs; do not generate on the listing.

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

  • Annotate listing and release.

Employer intent was not met and no SSA keying errors involved

  • Obtain microfilm of W-2s, W-3c, and W-2c.

  • Contact employer via telephone, follow the instructions in RM 02032.075.

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

  • Adjust the earnings using the information provided by employer.

  • Annotate listing and release.

Employer intent was met

  • No action is necessary (NAN) for the specific SSN.

  • Annotate listing and release.

Tax year is in EM 1.5

Input a report of contact to document the action.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0102032064
RM 02032.064 - Process for W-2c Alert Code 3 - 11/15/2016
Batch run: 11/15/2016
Rev:11/15/2016