TN 11 (09-87)

RM 03809.038 Scouting for Missing Reports

  1. Copy of the missing report is included with the case—Check the REL/RCL under the EIN for the period involved. (If previous scouting is included with the case, only check the REL's/RCL's available since the last scouting was performed). If the:

    1. Missing report is located, annotate the appropriate scouting form “Report located on REL/RCL” and return the case to control.

    2. Missing report is not located, obtain earnings record information for three employees (from different pages if possible) listed on the copy of the report (all employees if less than three are listed) in the following manner:

      1. For periods 1978 or later, request an MEF printout for each SSN.

      2. For periods prior to 1978, check the 1086 file for each SSN, and take the following actions:

        1. Transcribe all wage reportings for the missing period onto an SSA-7009.

        2. Identify all EINs transcribed per RM 03809.009.

        3. Evaluate all earnings record information obtained.

        4. Annotate the SSA-7009 with all information obtained.

        5. Return the case to control.

  2. Copy of the missing report is not included with the case - Take the following actions:

    1. Check the “4906 file” (flag card file) in EPB to determine if any action has been initiated to obtain a copy of the report. If:

      1. So, and receipt of the report is pending, annotate the appropriate scouting form “Action initiated to obtain copy of report” and return the case to control.

      2. Not or receipt of the report is unlikely, apply the instructions in 2. below.

    2. Check the REL/RCL under the EIN for the period involved. (If previous scouting is included with the case, only check the REL's/RCL's available since the last scouting was performed.) If the:

      1. Missing report is located, annotate the appropriate scouting form “Report located on REL/RCL” and return the case to control.

      2. Missing report is not located, check the REL/RCL for reports filed in the periods immediately before and after that of the missing report. If:

        1. A report is not filed for either prior or subsequent periods, indicate on the appropriate scouting form “NR” for both periods and return the case to control.

        2. A report is filed in both periods, apply the instructions in B.3. of this section.

        3. A report is filed in only the prior or subsequent period, scout to the report (per RM 03809.007) for the SSN's of up to three employees from the report applying the instructions in B.3.a.-b. below.

    3. Scout to the report (per RM 03809.007) for the SSN's of three employees reported on both reports. If:

      1. More than three employees are reported, select the SSN's of three employees most likely to have been reported during the missing period (i.e., employees with high earnings) and apply the instructions in A.2.a.-b. above.

      2. One to three employees are reported, apply the instructions in A.2.a.-b. above.

      3. Neither report contains the same employee, annotate the “Remarks” column of the SSA-7009 “Prior and subsequent reports—do not list the same employees”. However, ensure that scouting of one to three employees' SSN's from each report has been provided as in a. or b. above.

        NOTE: Checking earnings record information for several employees is done for the purpose of determining if the report was received under the correct EIN but not processed, or, if the report was processed under another EIN.

  3. Wage reports located for the same employer and period under a different EIN—Prepare an SSA-7023, Employer's Report Cross-Reference, to cross-refer the wage reports on the REL/RCL.

    NOTE: Single-page Form 941 Schedule A reports processed in the 5/9 and 5/2 accounting quarters (AQ) (third and fourth AQ of 1975, respectively) may contain an incorrect unit sequence number in the page 1 sequence field. The incorrect sequence numbers all end in a zero. The master blocks involved are 3300-3799, 6000-7799, and 8300-8799. The 6/3 accounting quarter (the first AQ of 1976) on should be correct. Where the document cannot be located on the master block microfilm by use of the number in the sequence field, the first three positions of the sequence should be used.