TN 43 (06-08)

SI 02310.063 State Wage Record Match (S7 Diary)

A. Background of the state wage record match

The Office of Child Support Enforcement (OCSE) collects wage and Unemployment Compensation (UC) information from the states and D.C. and many federal agencies for parent-locator purposes. SSA matches the wage and UC information against the Supplemental Security Record (SSR).

B. Description of the OCSE match

SSA matches the SSR against the OCSE wage database looking for significant wage discrepancies for all SSI recipients and deemors in all states and D.C. When the comparison shows significant overreported wages, an alert generates to the serving FO and a dairy posts to the SSR. The FO resolves the discrepancies, updates the SSR, determines past and continuing SSI eligibility, and releases any underpayments that may be due.

 

When Were Wages Paid?

When Are These Wages Posted to the OCSE Database?

When Are The Alerts Issued to the FOs?

January through March

May through July

end of September

April through June

August through October

end of December

July though September

November through January

end of March

October through December

February through April

end of June

C. Description of the S7 alert

The alerts/diaries from the OCSE match for overreported wages is designated as S7. An alert could only have one quarter's data. However, it is possible for an alert to have 2 quarters' data if the information is posted to the OCSE database after the previous quarter’s update.

  1. The system generates an alert, controlled by the Post Entitlement Operational Data Store (PE ODS) system and posts an S7 diary when:

    • A wage record is detected for a recipient, deemor, or essential person; and

    • The wage amount for a quarter is less than the SSR wage amount for that quarter by more than a certain tolerance. The tolerance for a recipient's wages is $250 for a quarter. The tolerance for a deemor's wages is $500 for a quarter.

  2. The alert is suppressed if:

    • The SSR already has an S7diary (in which case a new diary is not set, but a paper alert with updated information is sent); or

    • The wages are for a period prior to eligibility; or

    • The SSR had a payment status other than CO1, N01, or MO1 or E01 in the current quarter or in all months of the reporting quarter; or

    • When the wages are for a deemor, the SSR shows that the deemor was receiving income based on need (IBON) for any month of the quarter.

  3. Replace Lost Alert

    See http://nynet2.ny.ssa.gov/ssi_alerts/ to get replacement alerts.

  4. Sample alert:

S7-OCSE/SSI EN INCOME DISCREPANCY – SSR OVERAGE RUN DATE - MMDDYY

FO HUN SURNAME TAN NAME TYPE

289 000-00-0000 SMITH 000-00-0000 SMITH,B. DI

DELOPS INC

C/O THE FRICK CO

P O BOX 283

ST LOUIS 63166

$351.00 QTR/YR=31998 STATE CODE=22

DELOPS INC

C/O THE FRICK CO

P O BOX 283

ST LOUIS 63166

$327.00 QTR/YR=41998 STATE CODE=22 

  1. The heading reads:

    • “S7 – OCSE/SSI EN DISCRPANCY – OVER REPORTED WAGES, and

    • The run date;

    NOTE: If the OCSE database did not include a surname for the employee. The alert shows at the top the statement “NOTICE: THIS ALERT WAS GENERATED WITHOUT A SURNAME MATCH”.

  2. The third line of the alert shows:

    • The FO code;

    • The housed-under number;

    • The recipient's surname;

    • SSN of the recipient;

    • The wage earner's name on the State/D.C./Federal agency record (surname and initial); and

    • The type of person (see Standard Response Data, SM 01601.430)

  3. The remaining lines of the alert show:

    • The names and addresses of the employers;

    • The amount of wages reported to the State/D.C. by the employer (or paid by the Federal Agency);

    • The quarter and year for which the wages were reported to the State/D.C. (or paid by the Federal Agency);

    • The code of the State/D.C. reporting the wages; “FA” if the employer is a Federal Agency

    • A note indicating whether a prior alert is pending.

  4. The alert displays the wages each employer reports. The first position of the quarter code indicates the calendar quarter of the wage report:

    1. = January through March;

    2. = April through June;

    3. = July through September; and

    4. = October through December.

The last four positions of the quarter code indicate the century and year of the earnings.

D. Procedure for no development/limited development/full development

1. When development is not required for S7 alert/diary

You are not required to do any development for a wage alert if the earned income reported on the alert could not affect SSI eligibility or payment. You may delete the diary without making any contact to verify the amount of income or when it was received. In this case, do not transmit the earned income to the SSR.

An example of this is when the earned income is for an ineligible parent, but the deeming allocations for ineligible children in the household would mean there could not be “deemed income” to the eligible child even if all the earned income were received in one month in the quarter.

2. When you can do limited development for an S7 alert/diary

See SI 02310.007A. for rules for Limited Development.

3. When you must do full development on an S7 alert/diary

If the criteria for “NO DEVELOPMENT” and “LIMITED DEVELOPMENT” do not apply, you must follow the instructions in SI 02310.007B. for FULL DEVELOPMENT.

E. Procedures for coordination with other work involving an S7 alert/diary

1. Redeterminations and other posteligibility activities involving an S7 alert/diary

Coordinate wage match development with scheduled FO redeterminations or other pending posteligibility activity (e.g., other interface alerts, continuing disability review, representative payee accounting).

2. Title II issues involving an S7 alert/diary

  1. If the wages are for an individual who also receives a title II disability benefit, determine if there is a need for a review of the work activity.

  2. If the wages belong to a recipient who does not receive a title II benefit, determine whether the recipient is eligible for title II benefits.

3. Work incentives involving an S7 alert/diary

Use this opportunity to inform recipients about work incentives. Emphasize future reporting responsibilities and advise blind/disabled individuals of the SSI work incentive provisions. See SSI Work Incentives – General, SI 02302.006, Work Expense Exclusions – General, SI 00820.530 - BWE Worksheet, SI 00820.565 and Plans to Achieve Self-Support — Overview, SI 00870.001 – Exhibits, SI 00870.100.

4. When to obtain a detailed earnings query involving an S7 alert/diary

Obtain a Detailed Earnings Query (DEQY) when working S7 wage alerts during the period March 1 through September 30 of each year. (This requirement runs from March through September because it is not until March that a majority of wage reports show up on the DEQY. By September, significant wage discrepancies between what is on the DEQY and the SSR alerts in the Master Earning File match with the SSR.)

Examine the DEQY to determine if there are employers or wages shown that do not appear on the S7 and are not recorded in MSSICS or on the SSR. If additional employers are identified, take the necessary action to develop earnings. It is not required to document the file with a copy of the DEQY at the time the S7 alert is cleared.

Also, remember that the S7 alert generally shows wages for only one calendar quarter while the DEQY shows wages for the calendar year. Sometimes, the S7 and DEQY show the same employer but the DEQY shows a greater wage amount indicating that the recipient worked in another quarter(s) of the year. Make sure that wage development covers the entire prior year.

F. Procedures for clearance of an S7 alert/diary

1. S7 alert/diary wage data

See Wages – General, SI 00820.100 and How to Treat Fluctuating Earned Income Which Never Exceeds $65/Month, SI 00820.160.

The wage data represent the amount received in a quarter. Obtain a monthly amount for SSI purposes if the wages constitute countable income.

2. Clear the S7 alert/diary

  1. Documentation — MSSICS -- Individual Has Earned Income

    • Document wage development on the IWAG screen (MSOM MSSICS 016.003);

    • Document sheltered workshop payment development on the IWAG screen (MSOM MSSICS 016.003);

    • Document sick pay development on the ISPE screen (MSOM MSSICS 016.002).

    • Record the source and amount of wages/sick pay on IWAG/ISPE screens and document proof used on a DROC or EVID screen per GN 00301.286C.4

  2. Documentation — non-MSSICS -- Individual Has Earned Income
    See SI 00820.100 - SI 00820.160.

  3. Diary Clearance Input

    • MSSICS – Complete the DORW screen (MSOM MSSICS 022.028) and build transaction SSR for S7 diaries

    • Non-MSSICS - Transmit earned income to the SSR. (See SM 01305.101.)

Transmit diary deletion to the SSR via SSA-1719B input. (See SM 01301.220.)

G. References


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0502310063
SI 02310.063 - State Wage Record Match (S7 Diary) - 07/01/2008
Batch run: 01/27/2009
Rev:07/01/2008