TN 3 (11-21)

RM 05015.003 Preparing and Handling Correspondence Control Sheet Form - General

A. Process

If correspondence is received from an employer, institution, lawyer or other third party questioning, correcting, etc., an employee's/beneficiary's record, the case is controlled under the name of the employee/beneficiary utilizing the Correspondence Control Sheet. The is entered and controlled by the Management Information Control for Earnings System (MICES).

B. Exhibit — Correspondence Control Sheet


C. Procedure — Preparing the Correspondence Control Sheet

Complete the entries on the control sheet as shown below.

1. Control ID (CID)

leave blank.

2. Social Security Number (SSN)

  • 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)

  • 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 last name, first name, middle initial up to the first 20 letters characters.. If last name contains less than 20 letters enter as much of the first name and middle initial that space allows. Place commas in between each name.

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

Fill in “no name” if only a SSN is provided..

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

5. Employer (ER)

  • leave blank

6. Initiate Date

Enter a six-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

leave blank

NOTE: The receipt date is the current date.

8. Subject Code (Subject Matter Code)

Fill in the appropriate 2-digit/letter code.




Subject Code Name Definition




Back Pay


Back Pay Hawaii

Back pay is payment received in one period for actual or deemed employment in an earlier period. It includes pay made under Federal or State laws intended to create an employment relationship or to protect an employee's right to wages. The employee need not have worked during the period in question.
PI Privacy Act Requests

Request for yearly totals and/or non- certified detailed earnings information.

CT62 Catch 62 CSRS pensions normally include credit for military service after 1956. When the numberholder attains age 62 that service is used by SSA and OPM may need to adjust the CSRS pension
DI Disagreement A number holder (N/H) or a third party contacts SSA disagreeing with posted earnings, or alleges earnings not shown on our records.
EN05 Live SS5
GM General Miscellaneous Correspondence from persons requesting information about the Social Security program.
IRSW Internal Revenue Scramble Wages Form 3857. An IRS request for assistance in cases where two or more individuals filed a tax return using the same Social Security number.
LN Live Numident Provides Numident printouts to individuals and third party.
PAW2 Privacy Act W-2 Privacy Act W-2 request for a particular year or years. Also includes requests from employers for their Employer’s Report which is the Form W-3 Transmittal Wage and Tax Statement and Forms W-2.
SW Scrambled Wages Two or more individuals using the same SSN.
ICER Informational Certified Earnings Record System

The Division of Earnings and Business Services (DEBS) receives ICERS online and/or paper. DEBS process the action to satisfy the conditions that prevent (MCS) from generating a certified earnings record.

W2ER W-2 Employer Report Employer submitted wage report


leave blank

10. ERF NUMID MBR or Less

leave blank .


Use this area for the cross-reference information. It can consist of any alphabetical, numerical or alpha-numerical data up to 40 characters in length.

12. 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) correspondence control sheet, 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.

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RM 05015.003 - Preparing and Handling Correspondence Control Sheet Form - General - 11/10/2021
Batch run: 11/10/2021