TN 7 (08-15)
DI 81020.105 eForms, UniForms, and Forms Incorporated in Electronic Tools
A. Description of eForms, UniForms, and forms incorporated in electronic tools
1. eForms and UniForms
eForms and UniForms are electronic versions of Office of Management and Budget (OMB) approved forms. Disability Determination Services (DDS) users may access disability related eForms and UniForms through their case processing systems. Completed eForms and UniForms can be uploaded to the Certified Electronic Folder (CEF) by selecting the “EF” button at the top of the page.
NOTE: If an eForm or UniForm is created for a CEF but the official folder is the paper Modular Disability Folder (MDF), (e.g., Electronic Disability Collect System (EDCS) exclusion claim), print the eForm or UniForm and file it in the official paper folder.
2. Forms incorporated in electronic tools
Forms incorporated in electronic tools, such as the electronic Claims Analysis Tool (eCAT), contain OMB approved form language. Documentation that is completed in eCAT becomes part of the Disability Determination Explanation (DDE) uploaded into the CEF.
B. eForms and UniForms generated by the field office (FO)
When an FO adds an eForm or UniForm to the CEF after transferring the case to the DDS, there is an alert to notify the DDS of an update to the CEF. eForms, and UniForms completed by the FO are stored in the appropriate section of the CEF.
NOTE: This section does not apply to documentation in electronic tools, such as eCAT, which is not currently used in the FO.
C. Signing the eForm, Uniform, and forms incorporated in electronic tools
Options for signing eForms, UniForms, and forms incorporated in electronic tools:
1. Approved electronic signature
eForms, UniForms, and OMB approved forms incorporated in electronic tools, such as eCAT, are electronically signed using the “SIGN” button located in the signature field. The “SIGN” button produces an approved electronic signature, in an italicized font, of the user who is logged on to the workstation. Electronically signed eForms, UniForms, and forms incorporated into electronic tools, such as eCAT, do not require a handwritten signature.
NOTE: The eForm, UniForm, and eCAT electronic signature utility is approved for SSA and DDS internal use only. Electronic forms requiring an external party’s signature, such as the claimant or an appointed representative, must be printed, signed, and scanned into the CEF.
2. Handwritten signature
Only use handwritten signatures when there is a systems limitation that prevents the user from electronically signing the eForm or UniForm. The “TEXT” button located in the signature field on an eForm or UniForm allows the user to key in a name; however, keying a name in the TEXT field does not constitute an “official” signature. When you use the “TEXT” button to enter a name on an eForm or UniForm, you must print the form and a handwritten signature must be obtained. After completing the handwritten signature, scan or fax the eForm or UniForm into the CEF.
NOTE: The handwritten signature section does not apply to forms incorporated into electronic tools, such as eCAT. eCAT only has the capability to accept approved electronic signatures.
3. Signature proxy on SSA-820-BK (Work Activity Report – Self Employed Person) and SSA-821-BK (Work Activity Report – Employee)
The FO may use signature proxy to attest that the claimant intended to sign the SSA-820-BK and SSA-821-BK (see Alternative Signature Methods in GN 00201.015F.6.). When signature proxy applies, the FO representative annotates the “Signature of Witness” block on the SSA-820-BK or SSA-821-BK with “ATTEST,” along with the interviewer’s name and office code. For more information on signature proxy, see Using Form Attestation for Work Activity Reports in DI 81010.120.