GN BOS02607.680 Third Party Sources to Use to Locate Missing Inmate Information (TN 2-95 - 10/2004)
Per GN 02607.680C and with Regional Prisoner Coordinator (RPC) approval, SSA employees may use Internet websites that federal, state or local correctional institutions have established to provide information to the public on inmates in their facilities to assist in the processing of PUPS alerts. This transmittal authorizes use of the Connecticut Department of Correction Internet web site.
B. Policy - Connecticut Department of Correction (3CTP) Internet Web Site
The Connecticut Department of Correction (3CTP) maintains an Internet web site located at www.ctinmateinfo.state.ct.us . This web site which is updated daily contains information about individuals currently incarcerated in a 3CTP facility. You will not be able to obtain any information from this web site about an individual if he/she has been released prior to the day you check the web site.
You may use this web site to process a PUPS alert from 3CTP without any further development if
The Enumeration Verification System (EVS) code on the PUPS alert is “V” or “L.” EVS is used to verify that the SSN and other pertinent data provided by the facility match SSA records. EVS then assigns an EVS code to each PUPS alert to indicate the degree of this match. An EVS code of “V” or “L” indicates that the SSN, name, DOB and sex code provided by the facility match SSA records.
(See GN 02607.510, GN 02607.705, and GN 02607.975A).
The web site contains all the information you need to determine if you should suspend an individual's benefits.
For Title 16 suspensions, you must be able to determine if the beneficiary has been confined or is expected to be confined throughout a full calendar month.
For Title 2 suspensions, you must be able to determine if the beneficiary has been confined and convicted or is expected to be confined and convicted for more than 30 consecutive days.
C. Procedure - using 3CTP's Internet Web Site
Follow these steps when using 3CTP's web site to process PUPS alerts:
Carefully review the information contained on the PUPS alert. Is the EVS code V or L? If yes, go directly to Step 2. All other EVS codes first require further contact with the beneficiary or representative payee to ensure that the inmate is really the same individual as your beneficiary/recipient. See GN 02607.600 and GN 02607.705
Access the 3CTP web site using the inmate's name and date of birth and/or inmate number, if available.
If you do not locate a 3CTP record for the individual, he/she has been released.
If the individual has been released:
For Title 16 purposes, if a full calendar month has not elapsed between the date of confinement on the PUPS alert and the date you check the web site, you can clear the alert as a NO SUSPENSION. Annotate the REMARKS screen in PUPS with the date you checked the web site and the fact that there was no record on the website.
For Title 2 purposes, if 30 consecutive days have not elapsed between the first day the individual is both confined and convicted and the date you check the web site, you can clear the alert as a NO SUSPENSION. Annotate the REMARKS screen in PUPS with the date you checked the web site and the fact that there was no record on the website.
In all other cases where the individual has been released, you must fax a request to 3CTP to secure information necessary to process your PUPS alert.
On the 3CTP website:
What this information means for SSA purposes:
Latest Admission Date
Confinement date at current location
The facility at which the individual is confined
Confined, but not convicted
Confined and convicted
Date of Sentence
Date of Conviction
Maximum Release Date
If convicted, the individual's projected release date
If the individual has not been released, check the following information on the 3CTP web site.
4. Can you determine using the information on the website if an individual's benefits should be suspended? If yes, suspend benefits. If no, go to Step 5.
Some issues you must consider:
Do the confinement date and the current location on the web site match the information on your PUPS alert? If no, you need to contact 3CTP via fax to resolve any discrepancies before you take a suspension action.
If the STATUS on the web site is “unsentenced” and the individual has not yet been confined throughout a full calendar month, you do not have sufficient information to take a Title 16 suspension action. Contact 3CTP via fax for additional information.
The 3CTP web site does not give “trial” or “court” dates. If the STATUS on the web site is “unsentenced”, you can clear your Title 2 PUPS alert using TYPE OF ACTION: Trial Pending. Add 30 days to the current date for the “Trial Pending Date.” Once the “trial pending” date matures, check the 3CTP web site again following the above instructions.
If you need additional information to process your PUPS alert, request the necessary information from the Connecticut Department of Correction using the instructions in GN BOS 02607.651 .
NOTE: See GN 002607.680D for other Internet sources you can use for obtaining missing inmate information or for verifying inmate information.