BASIC (07-81)

RM 04909.003 Verify Social Security Numbers on Forms 4361 and Obtain Correspondence Folders (4215)

  1. To facilitate handling, Forms 4361 will be segregated into various groups (Approved, Disapproved, RTC, etc.) during the receiving and examining operations. Do not intermix groups. Sort each group of Forms 4361 into social security number (SSN) sequence. Assign block numbers for control purposes and subsequent association with correspondence folders, etc.

  2. Request Numident Printouts for each SSN reflected on Forms 4361.

  3. Associate the Numident Printouts with the related Forms 4361 when received.

  4. All notations to Forms 4361 as required by this section of the manual are to be entered in red ink or pencil.

  5. Compare the name and SSN on each Form 4361 with that provided on the Numident Printout. Consider the SSN to be correct if the name and SSN on the 4361 agree with the Numident Printout information. Accept minor discrepancies in the spelling of the given names. Enter “OK” to the right of the SSN on Form 4361 if the SSN is determined to be correct. Transcribe any multiple SSN's in the upper margin of Form 4361.

  6. If the Numident Printouts reflects correspondence indicators other than a “B” handle as follows:

    1. Enter “PC” in the lower margin of Forms 4361 bearing a revision date prior to February 1977.

    2. Enter “PC” below the SSN in item 2 of Forms 4361 bearing a revision date of February 1977 or later.

  7. If the Numident Printouts reflect only a “B” correspondence indicator or a “B” and any additional indicators, handle as follows:

    1. Enter “2031” in the lower margin of Forms 4361 bearing a revision date prior to February 1977.

    2. Enter “2031” below the SSN in item 2 of Forms 4361 bearing a revision date of February 1977 or later.

  8. Enter “NPC” in the lower margin of Forms 4361, revision date prior to February 1977, or below the SSN in item 2 of Forms 4361, revision date of February 1977 or later, when a correspondence indicator does not exist and the Numident Printout does not reflect claims data.

  9. The Numident Printout will reflect “Form 5” on the second line of print if a claims Form (SSA-790 IDP or OA-D840) was present when the record was established. The lower portion of the Numident Printout will show the type of claim, data of application, date of onset for disability claims, date of death, etc.

    1. Enter “L/C — DIB” in the lower margin of Form 4361, revision date prior to February 1977, or below the SSN in item 2 of Forms 4361 bearing a revision date of February 1977 or later, when the Numident Printout reflects a date of onset for a disability claim.

    2. Enter “L/C” in the lower margin of Form 4361, revision date prior to February 1977, or below the SSN in item 2 of form 4361, revision date of February 1977 or later, if the Numident Printout does not reflect a date of onset.

    3. Enter “D/C” in the lower margin of Form 4361, revision date prior to February 1977, or below the SSN in item 2 of form 4361, revision date of February 1977 or later, if the Numident Printout reflects a date of death.

    4. If multiple Numident Printouts which reflect claims data and a correspondence indicator are received for the same SSN, contact the Records Adjustment and Correspondence Branch (RACB).

  10. The Numident Printout indicates that a record has not been established for the SSN. Take whatever action is necessary to verify the SSN. If the SSN is correct, contact RACB regarding further handling.

  11. Enter “W/N” to the right of the SSN on Form 4361 when the SSN is incorrect.

  12. Divide the block of Forms 4361 into groups of correct SSN's and incorrect SSN's. Further sort the correct SSN group into the following classifications:

    1. Previous correspondence

    2. Previous correspondence — Form 2031

    3. Claims data

    4. No previous correspondence

  13. Obtain from the Division of Adjustment Operations any previous correspondence folders for Forms 4361 annotated “PC.” Do not request correspondence folders for forms 4361 noted “PC—2031.”

    1. If the correspondence folder is not in file and there is no charge card in file, annotate “PC Missing” in the lower margin of Forms 4361, revision date prior to February 1977, or below the SSN in item 2 of Forms 4361, revision date of February 1977 or later.

    2. If the correspondence folde