DI 22520.010 Trailer Material Does Not Affect the Determination
A. Operating Guidelines
Disability Determination Services (DDS) will route any non-duplicative material that does not affect the determination to the office that has the claim.
B. Disposition Of Trailer Material
1. Material Is Duplicate
See Trailer Material DI 81020.140for duplicate electronic material received for a CEF. The DDS will destroy any paper material that is an exact duplicate of material previously received for either a paper folder or a CEF.
2. Material Not Duplicate
For non-duplicative material follow DI 22520.010B.1.a. and DI 22520.010B.1.b. (Also see, Trailer Material DI 81020.140 if the folder is a CEF).
Obtain a DDSQ, PCACS, Paperless or Paperless Read Only Query System (PPL ROQS), or SSI query through the DDS case control/case management unit to determine the location of the claim. If the claim is in DQB, see #4 in this section, if not, see DI 22520.010B.2.b. immediately below.
Mark an SSA-408 Route Slip, “NAN (no action needed) Prong File”, attach it to the material, and forward it to the office that has the claim for association with the folder. This includes:
Medical evidence that is not duplicate and does not affect the determination;
Signed copies of teledictated medical reports that do not affect the claim;
Any non-medical evidence.
NOTE: If the DDS cannot determine that the trailer material is duplicative they will forward the material to the office that has the claim to be associated with the folder.
3. No Record of Claim In the DDS System
Distribute trailer material for claims where there is no record in the DDS as follows:
If it is clear that the material was misdirected, i.e., it is addressed to another agency; send it to the correct agency.
If the DDS cannot determine that the material was misdirected, contact the source to determine if it was misdirected or intended for another agency. If misdirected, send to the correct agency.
If the material was not misdirected, obtain a PCACS, MSSICS, or SSI query (SSI2) through the DDS case control/case management unit to determine if there is an existing claim. If there is an existing claim, forward the material to the field office of record with an attached SSA-408 Route Slip stating, “Trailer material for your necessary action”.
If there is no record of the claim, return the material to the source and indicate that there is no record of a claim under the social security number (SSN) or individual named in the evidence.
4. Claim in Disability Quality Branch (DQB)
If the claim is in the DQB, hold the material until they have completed review.
If the folder is not returned to the DDS:
Annotate an SSA-408 Route Slip, “NAN (no action needed) Prong file”, and include the DDS reviewer’s initials, the date, and the DDS code.
Forward the material to the SSA component that has jurisdiction of the folder. See Sending Initial Disability Insurance Benefits (DIB), Freeze Claims to the Disability Determination Services (DDS), DI 11010.255.
If the folder is returned to the DDS, associate the material with the folder.
NOTE: If the folder is a CEF, scan the material into the appropriate section of the folder, and add a message to the CEF in eView that trailer material was received and reviewed and that no action is needed.