Check the SSA Modernized Claims System (MCS), Master Beneficiary Record (MBR), and
Supplemental Security Income Record (SSR) to see if a claim has been filed with SSA.
If a disability claim (Title 2, Title 16, or concurrent) that covers the same period
as the freeze case exists, take the following actions:
Return the freeze folder to RRB via Form GLPSC-38 (Joint Freeze Transmittal), checking
the box marked “Not a Joint Freeze Case”. Inform RRB that since the claimant also
filed for disability with SSA, the case will be coordinated as a dual eligibility
case, which is explained in DI 44001.115.
Prepare Form SSA-415 (Notice of Disability Determination and Transmittal) to inform
RRB of the SSA determination per DI 44001.125E, and fax the form into the SSA certified electronic folder (CEF).
Burn a CD to include copies of the SSA-415, SSA-831, and any medical evidence of record
(MER) not already in the joint freeze folder, and return it to RRB with the joint
Make copies of any significant MER in the joint freeze folder and fax them into the
SSA CEF, or file the copies in the SSA modular disability folder (MDF), unless the
material duplicates existing SSA evidence.
For MDF folders, request the folder. Send a copy of the GLPSC-38 to the RRB via email
advising them that we will forward the JF folder and additional documents when our
MDF is received. Send copies of the disability determination and MER not already in
the joint freeze folder to RRB via SSA-415 when the MDF is received. (Do not delay
the return of the joint freeze folder to RRB pending receipt of the SSA MDF folder
for more than two weeks. If MDF is not received, copy the material in the JF folder
to place in MDF when it arrives. If the JF folder contains a significant amount of
information, DPS has the option of waiting until MDF folder is received, requesting
return of the JF folder from RRB, and copying only the information not already contained
in the MDF).
Additional information can be found in DI 44001.105E “Inappropriate DDS determinations on dual eligibility claims” and DI 44001.125C.3., Coordination of Dual Eligibility Cases with Railroad Retirement Board (RRB)”.
NOTE: An End Stage Renal Disease (ESRD) claim is not considered a disability claim for
purposes of this instruction.