TN 11 (09-87)

RM 03809.055 Transcribing Employee Earnings Record Data Onto Form SSA-7009

  1. Because of the impact that incorrect or illegible information may have on balancing earnings on the SSA-7009 and furnishing earnings information to the public, extreme care should be taken to ensure that information is transcribed from the correct earnings record.

  2. For each period required, legibly transcribe all information in red to the appropriate spaces on the SSA-7009. Apply the specific instructions in C. and D. below for entries to be made on the SSA-7009.

    NOTE: Do not retranscribe any item shown on previously prepared Forms SSA-7009.

  3. Complete the reverse side of the SSA-7009 per the following specific instructions:

    1. WAGE ITEMS

      1. In the “Employer or SE identification” column, enter the IRD portion on the first line and the serial portion on the second.

      2. Enter a “dash” in place of each illegible digit.

      3. Place an “x” over each missing digit.

      4. Where either a “dash” or an “x” is entered, also enter “IL” in the EIN column.

      5. If a “T” is shown next to the EIN on the earnings record, enter “Tips” immediately after the IRD position of the EIN.

        NOTE: If the same employer reported both regular and tip wages for the same period, list the EIN twice and prepare separate entries for each.

      6. If an “H” (Household) is shown in the space provided for the establishment number on the earnings record, enter the letter “H” immediately after the IRD position of the EIN.

      7. In the “name and address” column, enter the name and address of the identified employer. If the EIN is to be entered repetitively, enter only the employer's name in this column for each repetitive appearance of the EIN.

        EXCEPTIONS:

        Enter the name and address of the identified employer if the IRD portion of the EIN is “69” (State and local employer) and a different establishment number is shown for the same EIN.

        If the IRD portion of the EIN is “79” (employee reported tips), no entries are made in the “Name and Address” column.

      8. Enter the amount reported, the period and, if other than a “1,” the entry code in the appropriate columns.

      9. If an annual agriculture item is involved, line through the pre-printed quarters and enter the reporting year and “AG” in the column headed “period.”

      10. For the first item transcribed for each EIN, enter the Microfilm Reference Number or Master Block, Unit and Sequence or Page Numbers in the appropriate spaces.

        NOTE: Listings prior to 1950 will usually have only a page number.

      11. Enter the establishment number shown on the earnings record in the appropriate space for the first item transcribed for each employer. Thereafter, only enter the establishment number when it is different from the number previously transcribed.

      12. If earnings items from delinquent or correctional reports are involved, enter in the “PC” column, the appropriate posting cycles, posting year or accounting quarter in which the item was posted.

      13. In the “Allegation or Manner of Reporting—Remarks” column, make entries per the following instructions:

        1. MANNER OF REPORTING SCOUTING OR CORRECTION ACTION INVOLVED—If the SSN and/or employee name is different from the established SSN and name reflected on the front of the SSA-7009, enter the SSN and/or name exactly as shown on the wage report or suspense file. Use ditto (“) marks to indicate identical names for all except the first earnings item on each page of the Form SSA-7009.

        2. EXPLANATORY REMARKS REQUIRED—Use this column to explain the reasons for taking a specific action or to explain any unusual circumstances associated with the case.

    2. SELF-EMPLOYMENT ITEMS

      1. In the “Employer or SE identification” column, enter the IRD on the first line and the quarters of coverage pattern on the second line.

      2. In the “name and address” column, enter the name and address of the individual. Also show the nature of business if this information is readily available. If the SE is to be entered repetitively, enter only the individual's name for each repetitive appearance.

      3. Enter the amount of SEI in the “amounts reported” column.

      4. Line through the pre-printed quarters and enter the reporting year in the “period” column.

      5. Enter the entry co