TN 4 (05-92)

RM 05015.003 Preparing and Handling Form SSA-6629 - General

A. Process

Form SSA-6629, Correspondence Control Sheet must be prepared for each piece of correspondence controlled by MICES. Information from the form is entered into MICES.

NOTE: If the correspondence is received from an employer, institution, lawyer or other third party questioning, correcting, etc., an employee's/beneficiary's record, we control the case under the name of the employee/beneficiary.

B. Exhibit — Form SSA-6629

 

G-RM_05015.003B

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C. Procedure — preparing Form SSA-6629

Complete the form SSA-6629 as shown below.

1. Control ID (CID)

Place a bar code label in this space.

2. Social Security Number (SSN)

  • For employee numerical, fill in the 9-digit SSN.

  • For employee alphabetical, fill in your 3-digit mod number and the last 6-digits of the CID.

3. EIN (Employer Identification Number)

  • For the employer numerical, fill in the 9-digit EIN.

  • For the employer alphabetical, fill in your 3-digit mod number and the last 6-digit of the CID.

4. Name - (Employee [EE])

  • Fill in up to the first 20 letters of the surname. If surname contains less than 20 letters enter as much of the first name and middle initial that space allows. Separate the surname, first name and middle initial by the use of commas.

NOTE: Do not enter courtesy titles (e.g., Mr., Brother, General, Doctor).

  • Fill in “no name” in this field for those cases being placed under control which have only a SSN shown on the incoming correspondence.

NOTE: Those cases that require a signature (e.g., pension und requests) must be returned and should not  be controlled without a proper signature.

5. Employer (ER)

  • Fill in the employer's name as it is shown on the incoming correspondence. Abbreviate only when letterhead or signature block shows name abbreviated (e.g., ITT).

EXCEPTION: Do not show articles “a” “an” and “the” if they appear as the first word of the employer's name.

  • Skip a space after each word in the name.

  • Enter “no name” in this field for those cases being placed under control which only have an EIN shown on the incoming correspondence.

NOTE: Those cases that require a signature (e.g., pension fund requests), must be returned and should not  be controlled without proper signature.

6. Initiate Date

Enter a 6 digit date (YYMMDD).

NOTE: Do not enter a date later than the current date.

  • Letters - Use the date on the postmark. If the date on the postmark is illegible or unavailable, use the date of the letter. If neither of these is available, use the earliest time stamp date shown on the envelope or the letter that indicates the age of the correspondence. If none of the above exists, use the current date.

  • SSA communications - Use the date of the most recent communication. If there is none, use the earliest time stamp date shown on the most recent communication.

  • Reimbursables - Use the date the request was signed by the wage earner or his/her guardian.

NOTE: Do not use any other date.

7. Receipt Date

Enter the 6-digit date (YYMMDD) the case was received in the Mail and Work Distribution Section (MWDS) i.e., the mail room time stamp date.

NOTE: The receipt date is the current date.

8. Current Location

Fill in the appropriate 8 character location as indicated in the sample below.

INNXXXMM

Where “1” is a constant (preprinted on form) indicates a DCC module, “NN” is the 2-digit module number “XXX” is the 3- digit function code, and “MM” is the 2-digit Technician Number. Listed below is the various function codes.

AIC - Accounts Investigation Clerk
COE - Coverage Examiner
DHF - Development Request
ECT - Claims Technician
MHF - Interface Requests
REC - Reconsideration Specialist
RET - Retrieval Clerk
REV - Review Clerk
SHF - System Hold File
TYP - Typing

NOTE: Location must be in the current mod.

9. Subject Code (Subject Matter Code)

Fill in the appropriate 2-digit/letter code. See RM 05015.002.E.

10. EIN YR

If the new case is an employer, fill in the last 2-digit of the year if available.

NOTE: Do not use EIN-YR if an EIN has been provided.

11. ERF NUMID MBR or Less

Fill in a “Y” if a printout is needed. The system will generate the current date. Leave blank if you do not need a printout.

12. Comments

Use this area for the cross-reference information.

NOTE: It can consist of any alphabetical, numerical or alpha-numerical data up to 40 characters in length.

13. Prepared By

Fill in the clerk number of the individual preparing the form.

D. Procedure — associating case related materials

Associate the case - related materials which will be used for establishing control and working the case as follows:

  • assemble and staple together the form(s) SSA-6629, scouting form(s) (if any) and the case related material.

  • hand - carry the materials to the mod's control area and place them in the receptacle set aside for new cases.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0105015003
RM 05015.003 - Preparing and Handling Form SSA-6629 - General - 10/10/2014
Batch run: 10/10/2014
Rev:10/10/2014