BASIC (03-86)

DI 43520.015 SSA-382-U2 (INTPSC Diary/Listing)

A. General

The SSA-382-U2 INTPSC Diary/Listing has been developed for the exclusive use of INTPSC. (See DI 43520.070, Exhibit D.)

The form is a two-part carbonless set. The original (white) copy is used to establish the diary or listing. The file (green) copy is used to document the claims folder and cancel the diary or listing when necessary.

B. Completion of the SSA-382-U2

The first four data fields (numbered 1 to 4) are used for both diaries and listings. The information in these fields serves to identify the account, claimant and INTPSC component.

Data fields numbered 5 to 8 are used only when establishing a diary.

Data fields numbered 9 to 13 are used only when establishing a listing.

ITEM 1 SSN (DATA FIELD 1)

This field must be completed for all diary and listings where control is established based upon the Social Security number (SSN). The only instance where this field will not be completed is where the SSN is unknown and a listing control is desired on an alphabetical folder. In this situation, an entry must be made in data field 4, Name of Claimant.

ITEM 2 BIC (DATA FIELD 2)

This is an optional field. When desired, enter the beneficiary identification code (BIC) of the individual for whom the diary/listing is established. If multiple BIC controls are required, separate forms will be required for each BIC.

ITEM 3 INTPSC COMPONENT (DATA FIELD 3)

This is an important data field since INTPSC diaries and listings will be produced and sorted by the individual component identifiers. This requires the use of standard acronyms for the various INTPSC components and the individual preparing the form must indicate the component to which the material diary/ listing should be sent when produced.

For example, if the Reconsideration Branch establishes a diary for a case which will be held in Recon to await returned development, the INTPSC component field should show RECON. However, if the folder must be held in the module files, the INTPSC component field should then show the jurisdiction module.

The standard INTPSC component identifiers are listed below. Show these acronyms exactly as displayed. Do not use any hyphens or spaces. To facilitate internal module routing, functional codes have been added to the module identifiers. Since Modules 1-6 have standard functional positions, the functional codes are only shown for a single module.

Office of DirectorOD
Totalization and Operations Analysis BranchTOAB
Foreign Operations BranchFOB
Center for Security and Integrity (CSI)IB
International Operations SectionIOS
Reconsideration Branch-RSIRECONR
Reconsideration Branch-DisabilityRECOND
Claim Development Branch
  Branch Office
CDBOFF
  Claims Development Section 1CDS1
  Claims Development Section 2CDS2
  Claims Development Section 3CDS3
  Central Translation SectionCTS
  Disability Examiner Section 1DDS1
  Disability Examiner Section 2DDS2
  Disability Examiner Section 3DDS3
Process Branch
  Process Branch Office
OPB
  Sensitive Case StaffSCS
  MailroomMDIOU
  Data Preparation Enforcement UnitDPEU
  Modules
   Module 1
MOD1
    Claims AuthorizerMOD1CA
    Benefit AuthorizerMOD1BA
    RecoveryMOD1RE
    Exception and Health Insurance Spec.MOD1EH
    HI/SMI ClerkMOD1HI
    DA ClerkMOD1DA
    Lead File ClerkMOD1RS
    File ClerkMOD1FC
   Module 2MOD2
   Module 3MOD3
   Module 4MOD4
   Module 5MOD5
   Module 6MOD6
   Module 7MOD7
   Module 8MOD8

NOTE: The function routing identifiers shown for Module 1 are applicable to all modules. In addition to the list, Modules 7 and 8 also include the liaison clerk; e.g., MOD7LC.

 

ITEM 4 NAME OF CLAIMANT (DATA FIELD 4)

This is an optional field providing up to 10 characters to indicate the claimant's name. When used, enter surname, up to 8 characters. Enter a hyphen after the surname and then the initial of the first name.

 

ITEM 5 DIARY (DATA FIELD 5)

If a diary is being established, a check mark must be entered in this block. This field is not used for listings.

 

ITEM 6 DIARY DUE DATE (DATA FIELD 6)

If a diary is being established, enter the due date in MMDDYY format. For example a diary due on July 15, 1984 would be entered as 071584. The diary due date cannot be for less than a 30-day period. This field is not for listings.

 

ITEM 7 TOE CODE (DATA FIELD 7)

This is an optional field; however, there are few situations where a TOE code does not apply. Since the TOE code does facilitate classification and routing, it should be entered whenever it is applicable. This field is not used for listings.

 

ITEM 8 EVIDENCE CODE (DATA FIELD 8)

This is an optional field. When necessary, enter the appropriate evidence code. This field is not used for listings.

 

ITEM 9 LISTING (DATA FIELD 9)

If a listing is being established, a check mark must be entered in this block. This field is not used for diaries.

 

ITEM 10 MATURITY DATE (DATA FIELD 10)

This is an optional field used primarily for special studies or case situations. This field will only be used upon direction of TOAB. This field is not used for diaries.

 

ITEM 11 LISTING CODE FIELD 11

This field must be completed for listings. Most current listings are 3-4 numeric/alpha positions. However, to provide for future expansion and optimum flexibility, five positions have been provided on the form and in the system. This field is not used for diaries.

 

ITEM 12 LISTING CODE SUFFIX (DATA FIELD 12)

This field is utilized in conjunction with the listing code field to provide a country identification to the specific list code involved. The applicable consular code should be entered in this field when necessary. For example, a 168 P listing for a citizen of Albania would include consular code 942 in the listing code suffix. This allows selective retrieval of specific listings by country.

It is important to recognize that this code can reflect either country of citizenship, residence, totalization agreement, etc. To illustrate this, the above example requires the country of citizenship in the suffix field. The claimant may not necessarily be a resident of Albania. In certain totalization cases, the country of agreement may be desired rather than the country of residence or citizenship. The use of this field is directly dependent upon the listing code and appropriate procedures. This field is not used for diaries.

 

ITEM 13 PRIORITY CODE (DATA FIELD 13)

This is an optional field used for special studies or case situations. It provides an extensive degree of flexibility in controlling work through the listing file. This field will only be used upon specific direction from TOAB. This field is not used for diaries.

 

ITEM 14 REMARKS

This portion of the SSA-382-U2 is provided for technicians to annotate reasons for the diaries or listings as desired. Information provided in this area will not be input into the data base system.

C. Diaries

As stated in previous sections, INTPSC diaries are created and cancelled using form SSA-382-U2. The applicable diary data fields are data fields 1 to 8. The chart below indicates which fields are required and which fields are at the option of the user.

Data FieldUsage
1. SSNMandatory
2. BICOptional
3. INTPSC ComponentMandatory
4. Name of claimantOptional
5. DiaryMandatory
6. Diary Due DateMandatory
7. TOE Code.Optional
8. Evidence CodeOptional

While diaries can be established as far into the future as necessary, a diary cannot be established for less than a 30-day period. If a particular file must be diaried for less than 30 days, the miscellaneous holding file or RIF File should be utilized to control the folder.

Diaries are cancelled by removing the file (green) copy of the SSA-382-U2 and forwarding it with the SSA-382-U2's for input by DOC personnel in Wilkes-Barre. Do not attempt to cancel a diary which matures within the current calendar week or earlier. The time frames involved will not permit us to prevent generation of the due diary, and the cancellation action will not be effective. The diary system is designed to produce only one alert upon maturity and the record is deleted at that time. Since no further alerts will be generated, cancellation action is not required where the due date does not provide sufficient time to effect the cancellation.

D. Listings

Whenever procedural requirements mandate the listing of a claim folder(s), INTPSC personnel will use the SSA-382-U2 to establish the listing. The applicable listing data fields are data fields 1 to 4 and 9 to 13. The chart below indicates which fields are required and which fields are at the option of the user.