TN 4 (10-09)

RM 10205.185 Coding and Certifying an Application for an SSN Card

A. Application for SSN processed via SSNAP

Coding and certifying applications entered into SSNAP is done electronically. Information collected on various SSNAP screens propagates automatically and no additional coding is required by the field office (FO).

B. Paper SS-5 needed for manual processing of an SSN application

Occasionally, FOs send paper SS-5s to the Office of Central Operations (OCO) for processing. These applications are not entered into SSNAP and are forwarded to Boyers for microprinting after processing. Since coding and certification is not done by SSNAP, the FO is responsible for manually coding all applicable blocks before sending SS-5s to OCO for processing.

A paper SS-5 is required for an application for a:

  • multiple birth, similar name case, RM 10215.095;

  • wrong number case, RM 10220.355;

  • new SSN because of a religious or cultural objection to the SSN assigned, RM 10220.105;or

C. Coding and certifying Form SS-5

When manually processing a paper Form SS-5, the FO codes entries in the following fields, as indicated:

  1. DOC – Enter field office code

  2. CAN (Auxiliary Claim Number) – Enter the primary beneficiary’s SSN and the BIC associated with the applicant only if he or she is applying for an original SSN and is receiving, or has applied for, Title II benefits on another SSN. Otherwise, leave blank.

  3. ITV (Interview Indicator) – Enter “Y” when the applicant is age 12 or older, is applying for an original SSN, and a mandatory in-person interview is conducted. Otherwise, leave blank.

  4. PBC (Primary Birth Certificate) – You must always complete this block.

    Code

    When

    Y

    Applicant submits an acceptable U.S. public birth record that was established before age 5 and was issued by a State or local government Bureau of Vital Statistics (BVS) for a person within its jurisdiction.

    N

    One of the following situations applies:

    • applicant was not born in the U.S., but presents a U.S. birth certificate (i.e., a foreign-born child),

    • applicant presents a foreign birth certificate,

    • applicant is not required to provide evidence of age for the application filed (i.e., most replacement card applications), or

    • the application was certified by an authorized Foreign Service Post (FSP).

    S

    Document is “suspect.”

    REMINDER: Do not consider a U.S. birth record to be suspect if you verify the evidence immediately using SSA-approved online access to State vital records.

    F

    Document is fraudulent.

  5. EVI (Evidence of Identity) - You must always complete this block.

    Code

    When

    Y

    Applicant submits acceptable evidence of identity. (Do not process an application without evidence of identity.)

    S

    Document is “suspect.”

    F

    Document is fraudulent.

  6. EVA (Evidence of Age) – You must always complete this block.

    Code

    When

    Y

    Applicant submits acceptable evidence of age.

    N

    Evidence of age is not submitted or is not required.

    S

    Document is “suspect.”

    F

    Document is fraudulent.

  7. EVC (Evidence of Citizenship or Alien Status) - You must always complete this block.

    Code

    When

    Y

    • PBC is coded “Y,” or

    • Applicant submits acceptable evidence of U.S. citizenship or alien status.

    N

    Evidence of citizenship or alien status is not submitted or is not required.

    S

    Document is “suspect.”

    F

    Document is fraudulent.

  8. PRA (Permanent Resident Alien) – You must always complete this block.

    Code

    When

    Y

    Applicant submits acceptable evidence of

    • permanent resident alien status, or

    • permanent employment authorization.

    N

    • There is no evidence of permanent work authorization, or

    • no authorization is required.

  9. NWR (Non-work Reason) – Enter “Y” when a lawfully admitted alien without work authorization or an illegal alien establishes a valid non-work reason for needing an SSN. Otherwise, leave blank.

  10. DNR (Different SSN Requested) - You must always complete this block.

    Code

    When

    N

    Application for original or replacement SSN card and applicant is not requesting a new (different) SSN.

    A

    Applicant meets requirements for new SSN because of sequential SSNs in the same family (RM 10220.045).

    B

    Applicant meets requirements for new SSN due to scrambled earnings (RM 10220.370).

    D

    Applicant meets requirements for new SSN because of a religious or cultural objection (RM 10220.070).

    E

    Applicant meets requirements for new SSN because of SSN misuse and disadvantage (RM 10220.070). Selecting this code automatically adds Special Indicator 9 to the allegedly misused SSN.

    F

    Applicant meets requirements for new SSN because of harassment, abuse, or life endangerment. (See New SSN Requests Where Harassment, Abuse, or Life Endangerment is Alleged, RM 10220.200.) This code is entered ONLY by OCO.

  11. EVIDENCE SUBMITTED – This block is to record the documents submitted as evidence to receive an SSN card. The documents listed must support the codes in the ITV, PBC, EVI, EVA, EVC, PRA, NWR, and DNR blocks or document why a replacement SSN card beyond the yearly or lifetime limits is issued. Other annotations or comments are not appropriate. For details, see Recording Evidence on Form SS-5 When Not Using SSNAP, RM 10205.190.

  12. FCI (Foreign Country Indicator) – Enter an “F” in the FCI block located after item 3 on Form SS-5 if the NH was not born in the United States, American Samoa, Guam, Puerto Rico, the U.S. Virgin Islands, or the Northern Mariana Islands.

  13. SIGNATURE OF EMPLOYEE(S) – An FO employee signature in the DCL block on Form SS-5 indicates the application is ready for processing. A second signature may be needed when documents supporting the SSN application are verified with the issuing authority. For details, see FO Employee Signature on Form SS-5, RM 10205.195.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0110205185
RM 10205.185 - Coding and Certifying an Application for an SSN Card - 07/12/2012
Batch run: 07/12/2012
Rev:07/12/2012