TN 20 (05-19)

DI 81010.095 Using the Update-After-Transfer (UAT) Utility

A. Overview

After transferring jurisdiction of an Electronic Disability Collect System (EDCS) case, use the UAT utility to:

  • Update certain Modernized Claims System (MCS) or Modernized Supplemental Security Income Claims System (MSSICS) changes in EDCS;

  • Add information to the Certified Electronic Folder (CEF) by creating an SSA – 5002 (Report of Contact) in EDCS;

  • Add a claim. To add a claim, at least one claim must already have been transferred to the jurisdiction of the Disability Determination Services (DDS) or the Office of Hearings Operations (OHO); or

  • Add an escalated claim to a case. To add an escalated claim, at least one claim must already be at the reconsideration or hearing level.

The field office user can access the UAT utility after he or she selects a disability case from the Disability Case Selection page. EDCS then displays a primary page with a case function toolbar that allows the user to select the Transfer/Updates link. The Transfer/Updates link directs the user to the UAT page, which displays the Summary of Updates screen. The Summary of Updates screen is broken down into tabs:

  • Mainframe Updates,

  • Other Updates, and

  • Transfer Claims.

NOTE: Do not initiate the UAT when adding forms (such as eForms or UniForms), or documents (such as faxing medical records) to the CEF. An automatic alert posts to the DDS and OHO's case processing systems when adding a document to a CEF.

The UAT process will be blocked in the following situations:

  • The claim effective filing date is more than 13 months later than the current claim's effective filing date; or

  • A new claim is being added and the initial or reconsideration level claim's effective filing date is more than 18 months later than the EDCS case establishment date; or a new claim is being added and the hearing level claim's effective filing date is more than 24 months later than the EDCS case establishment date.

In these instances, EDCS will display an edit message and return the user to the previous page.

NOTE: UATs are not displayed and do not update the disability reports viewable in eView. Data updated from MCS or MSSICS is shown under the Case Data Tab in eView (see Case Data Tab - DI 81005.045. EDCS produces a Record of Change for the first UAT action only. Subsequent actions do not produce additional ROCs..

B. Updating Certain MCS or MSSICS Changes in EDCS

Once an EDCS case is transferred, EDCS locks and no changes can be made directly to the disability report forms. Limited data can be repropagated into EDCS (e.g., claimant name, address, and telephone number) using the UAT procedure. See DI 81010.045 for more information.

To update MCS or MSSICS information on a case after transfer of jurisdiction of an EDCS case:

  • Correct the information in MCS or MSSICS;

  • Open the case in EDCS;

  • Select Transfer/Updates tab on the toolbar at the top of the EDCS screen path;

  • Review the changes on the Summary of Updates screen on the Mainframe Updates tab; and

  • Click the OK button to send update to DDS or OHO.

NOTE: For UATs on the Mainframe Updates and Other Updates tab, EDCS will automatically determine the office that currently has jurisdiction and notify the office of the update . For UATs on Transfer Claims tab, EDCS allows users to choose which office the claim(s) should be transferred to from a drop-down list, or it will allow them to manually enter an office destination.

C. Creating an SSA-5002 in EDCS

Add information to the CEF by creating an SSA-5002 in EDCS. Users can use this method to add new or changed generic information. For example, this method can be used to update information on a disability report, such as new medication or a new provider source.

To update information via an SSA-5002 in EDCS:

  • Open the case in EDCS;

  • Select Transfer/Updates on the toolbar at the top of the EDCS screen path;

  • Select the Other Updates tab, and enter the new or changed information in the space provided;

  • Review all changes on the Other Updates tab; and

  • Click the OK button to send update to DDS or OHO.

D. Adding a Claim to a Case

Use the UAT utility to add a claim to a case if at least one claim on the case has been transferred to the jurisdiction of the DDS or OHO.

To add a claim in EDCS:

  • Open the case in EDCS;

  • Select Transfer/Updates on the toolbar at the top of the EDCS screen path;

  • Select the Transfer Claims tab;,

  • Select the claim pending at the field office; and

  • Click the OK button to send the claim to DDS or OHO.

REMINDERS for adding a claim:

  • Never route an added claim to the Office of Quality Review (OQR), even if a claim is pending at OQR. Send the added claim to DDS, who must first make a decision and then route the claim to OQR.

  • If the added claim is an EDCS exclusion, see Certified Electronic Folder (CEF) Exclusions - DI 81010.030 or instructions on converting the case to a paper Modular Disability Folder (MDF).

E. Adding an Escalated Claim to a Case

Use the UAT utility to add an escalated claim to a case if there is at least one claim at the reconsideration or hearing level, and a new claim needs to be escalated to that same level.

To add an escalated claim:

  • Open the case in EDCS;

  • Select Transfer/Updates on the toolbar at the top of the EDCS screen path;

  • Select the Transfer Claims tab;

  • Select the claim pending at the field office; and

  • Click the OK button to send the escalated claim to DDS or OHO.

NOTE: Never route an “escalated” claim to OQR, even if there is a pending claim in OQR.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0481010095
DI 81010.095 - Using the Update-After-Transfer (UAT) Utility - 05/06/2019
Batch run: 05/06/2019
Rev:05/06/2019