Effective Dates: 01/19/2011 - Present Previous | Next

TN 27 (01-11)

GN 02605.710 Title II ZIP Code Flags – Change of Address (COA) and National Change of Address (NCOA)

A. Definition of Title II ZIP code flags

The ZIP Code Flag is an alphanumeric code indicating the status of the ZIP Code on the Title II record. The ZIP Code Flag is used to indicate NCOA processing. The ZIP Flag Date generates automatically.

An alpha character is used to exclude the ZIP from processing by the ZIP +4 software or to preclude a record from being selected for the next NCOA update cycle.

A numeric code is used to indicate the results of ZIP +4 software action. This numeric code indicates the reason the ZIP+4 software was unable to verify the ZIP or determine the ZIP-Add-On data. Central Office generates it automatically.

B. When to use a ZIP flag of F, U, or Z

Use a ZIP Code Flag of F, U or Z input via a MONET ZIDM, ZIP Code maintenance data screen to override the ZIP +4 software results. If the software determines a 5-digit ZIP Code that is different from the input ZIP.

NOTE: Use ZIP Flags as a last resort and only use if there is an address correction, i.e., format, spelling, etc., is not able to resolve the problem; or if input of the 9-digit ZIP is not possible.

1. Override ZIP +4 software

If the address entered verifies as correct and adheres to USPS Standards, use ZIP Flags if ZIP +4 results are erroneous.

2. 9-Digit ZIP is unknown

Use a ZIP Flag of Z (ZIP Override) if the ZIP Code needs correction and the 9-digit ZIP is unknown. Field components use a flag Z.

NOTE: Use a ZIP Flag of C when central office makes a mass correction to an erroneous ZIP.

3. Unique ZIP

Use a ZIP Flag of U (unique ZIP) if the 5-digit ZIP is a unique ZIP that cannot be found in the ZIP Code directory.

4. Future ZIP

Use a ZIP Flag of F (future ZIP) if the 5-digit ZIP will be effective in the near future but is not yet established on the ZIP +4 software.

NOTE: The ZIP Code maintenance operation updates ZIP's based on reports of ZIP changes. Therefore, a ZIP Flag of F is only needed if the use of the current ZIP will cause address delivery problems before ZIP maintenance changes the ZIP to the future (new) ZIP. This update usually occurs the month following the month the new ZIP is effective.

C. Policy for NCOA processing

ZIP flags of “L”, “P” and “X” are used to indicate NCOA processing. NCOA processing will automatically generate these flags.

A ZIP flag of “L” indicates a letter was sent to the beneficiary notifying either him or her that we will automatically change his or her address in 45 days or asking him or her to call-in and verify the new address received from the USPS.

NOTE: The system will change the “L” to a “P” when the new address data updates to the MBR.

A ZIP flag of “P” indicates that the address on the MBR was changed based on information received from the USPS NCOA database.

A ZIP flag of “X” indicates that the beneficiary called us and requested that we not change his or her old mailing address. The “X” will preclude the case from being selected for the next NCOA match.

D. When to use a 9-digit ZIP code

Use a 9-digit ZIP code to correct an erroneous ZIP-Add-On portion of the 9-digit ZIP by using the MONET ZIPM, Zip Code maintenance data screen and input the full, correct 9-digit ZIP.

NOTE: The ZIP Flag will not prevent the +4 portion of the ZIP from being determined by the software so input of 9 digits is the only correction method.

 

E. Reference

GN 02605.046, NCOA Processing

To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0202605710
GN 02605.710 - Title II ZIP Code Flags – Change of Address (COA) and National Change of Address (NCOA) - 01/19/2011
Batch run: 07/08/2013
Rev:01/19/2011