TN 23 (12-04)

GN 02605.045 Mass COA Reported by USPS

A. Background

The United States Postal Service (USPS) changes ZIP Codes or other address information that affect their customers. The USPS contacts the respective Field Office (FO) manager through a memorandum. USPS is an acceptable reporter for mass COAs and mass address problems requiring SSA action. In addition, valid Zip code changes are also conveyed through an interface between the Detailed Office/Organization Resource System (DOORS) (See MSOM DOORS 001.001) and USPS database. The FO forwards correspondence or additional information to SSA, OPSOS.

The following describes causes for Mass COA actions.

1. ZIP Changes

  • A ZIP Code made obsolete by USPS is replaced by a new ZIP Code.

  • A ZIP Code split into 2 or more additional ZIP Codes or addresses are adjusted to other ZIP Codes which result in a partial ZIP Code change. See SM 01005.100 for procedures to prevent or clear the Z7 alert/diary.

2. City Name Change

  • The USPS changes a city name.

3. Address Conversion

  • A rural route is converted to numbered streets.

  • PO Boxes are renumbered.

  • A street is renumbered.

  • A street name is changed.

4. Erroneous Address Report

  • USPS reports address problem affecting a large number of beneficiaries.

B. Process

Based on report(s) of mass COA, the Office of Retirement and Survivors Insurance Systems (ORSIS) performs automated updates to the master files using data selected from the MBR/SSR and the ZIP +4 Software. These changes generally affect the last line of address, i.e., city name and/or ZIP Code.

Although no one has actually moved, SSA must update master files (MBR/SSR) for all beneficiaries affected by these postal changes.

ORSIS takes the following actions:

1. ZIP Changes

  • Verifies that ZIP Code is reflected in the ZIP +4 Software.

  • Selects all records on the master file (MBR/SSR) affected by the ZIP change.

  • Processes these records through the ZIP +4 Software to determine the correct ZIP changes and the +4 sector/segment number of the ZIP.

  • Updates the MBR/SSR with the new ZIP Codes.

NOTE: MBR updates are done monthly by Title II and usually occur 30-45 days after the effective date of the change. SSR updates are done three times a year: April, August and December.

  • Updates ZIP Tables used for front end editing.

NOTE: Updates are done monthly. These tables are used to ensure that a valid ZIP is being input. ZIP Codes which are not in the tables will result in edits/rejects for Title XVI.

  • Prepares a list of unmatched Title II records for any addresses which cannot be verified by the ZIP +4 Software. Sort into address configuration display, and send the list to the FO.

  • Generates a Z7 alert/diary for Title XVI whenever the ZIP +4 Software cannot determine the correct ZIP and/or ZIP +4.

2. City Name Change

  • Verifies the name change,

  • Selects records from the master file affected by the change,

  • Updates master files with changes.

3. Address Conversions/Problems

  • Verifies if change is appropriate,

  • Selects all records on the master files affected by the change,

  • Updates MBR/SSR.

C. Procedure – FO actions

Mass COA Report received in the FO from the USPS

  1. Prepare a memorandum reporting the change. Include the following information in the memo:

    • Type of change (individual street address change)

    • City affected

    • ZIP Code(s) involved

    • “Old” and “new” ZIPs, if applicable

    • Effective date of change

    • Servicing Office name

    • District Office Code (DOC)

    • District Office Designator (DOD)

  2. Send the memorandum via e-mail to: ^DCO OPSOS DOACS Controls

  3. Send copies of the memo to your Regional Office (RO).

  4. RO--update DOORS (See DOORS Screens, MSOM DOORS 001.001, for additional information.)