TN 2 (09-85)
GN 01704.600 Completing Requests for Translation
A. Forms SSA-533-FC (translation request)
Route any documents, correspondence or other material requiring translation (except see GN 01704.600B.), to CTS via a Form SSA-533-FC (Translation Request). Most items on the Form SSA-533-FC are self-explanatory. However, since a Form SSA-533-FC must be completed for each document which is to be translated, item 3 (number of documents) must reflect the total number of documents being referred for each case; e.g., if four documents require translation, item 3 of the four Forms SSA-533-FC should show: “1 of 4,” “2 of 4,” “3 of 4” and “4 of 4.” In addition, if translation of an entire document is not necessary, BETs should specify the information that is needed in item 5 (facts to be proved).
In order to control the return of the translation, establish a diary for 1 week by stapling a 3” ×5” paper to the outside of the folder, indicating the number of documents, language and the date sent. For example, “2 documents, Italian, 11/01/83.”
After the SSA-533-FC is completed, staple it on top of the material to be translated. Make sure the SSN or “Alpha,” followed by the worker's last name, is written on each piece of material to be translated so that material can be associated if it gets separated from the Form SSA-533-FC. The folder will be held in the MISC-HF, pending the return of the material from CTS.
NOTE: CTS will email the response back to the person who faxed the original translation request. When faxing a translation request (SSA-533) to CTS, include the full name, email address and telephone number of the person requesting the translation of the document. CTS will email the translation back to the requestor as a word document attached to the email. The subject line of the email will contain the social security number provided by the field office.
Refer foreign language documents that cannot be translated in the region to the CTS in OIO. (See GN 00301.365C.2. for information on CTS's mailing address and telefax numbers.)
B. Italian, German and French language remarks
Short remarks in the German, Italian or French language on bilingual liaison forms should be processed as follows:
Staple a Form SSA-424 annotated, “Return to (your name), Module (Number)” to the form to be translated. (If the liaison form has not been associated with the folder, be sure all the material is securely stapled together.)
Underline in red the remark(s) requiring translating.
If remarks on two forms require translating; e.g., on Forms D/USA 3 and D/USA 4, separate the forms, attach a Form SSA-424 to each, annotated “1 of 2” and “2 of 2.”
If remark(s) on front and back of a liaison form require translating, annotate the liaison form in red “OVER.” Be sure to underline the remarks on both front and back.
Place the forms in the appropriate translation bin—German, Italian or French.
If the liaison form has been associated with the folder, also:
Detach any material and file in folder;
Show SSN clearly and correctly on the form to be translated;
Annotate an additional Form SSA-424, “Trans. Req. (date of request).”
Staple Form SSA-424 to folder;
Hold folder on your desk.
If translations are not received within 2-1/2 working days, handcarry folder to CATA.