Identification Number:
RM 02019 TN 2
Intended Audience:See Transmittal Sheet
Originating Office:DCO OCO OEIO DTPS
Title:Request for Copies of Employer Reports
Type:POMS Transmittals
Program:Records Maintenance (Earnings & Enumeration)
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part RM – Records Maintenance
Chapter 020 – Discrepant Wage Reports
Subchapter 19 – Request for Copies of Employer Reports
Transmittal No. 2, 01/15/2019

Audience

OCO-OEIO: OEEAS, WBDOC;

Originating Component

OCO

Effective Date

Upon Receipt

Background

As a security risk internal links of the POMS were visible to the public and need to be removed. Update Earning Component name.

Summary of Changes

RM 02019.004 Prepare Microprints of Employer Reports

Removal of internal SSA links and update Component name.

 

RM 02019.011 Processing Requests for copies of Program Related Employer Reports

Removal of internal SSA links.

RM 02019.004 Prepare Microprints of Employer Reports

A. Obtain Employer Report Query (ERQY)

  1. 1. 

    SSA Main Menu -select 09 (Master File Query)

  2. 2. 

    Master File Query Menu - Field Office space

    • over key OCR shown

    • u nit space

    • enter your first name or surname

    • tab to Select Function

    • select 16 MISM (Miscellaneous Menu)

  3. 3. 

    Miscellaneous Menu - select 14 (ERQY)

    • enter 3 for printer in Route Response

    • enter EIN number, individual year(s) or range of years (show last two digits of the year) and press ENTER key - automatically prints ERQY

B. Description of the Earnings Control Number (ECN) or Microfilm Reference Number (MRN) field

The ECN is a sequential number assigned by the system for control purposes. This eleven (11) character field contains the microfilm reference, camera and sequence numbers:

  • 1 st Position - last digit of Microfilm Reference the current tax year being processed

  • 2 nd – 4 th Positions (Julian Date) - date of microfilming (for paper reports) and date of processing and completion (for magnetic media reports)

  • 5 th – 6 th Positions - camera number for a report that identifies OCO or the

DOC which received and microfilmed the report

  • 7 th – 11 th Positions - sequence number assigned (in ascending order) from 00001 to 99999, which is related to frames of microfilm where the specific report is located

C. Examples of 11 digit ECN

Wage Report: MRN 8001160001

  • 8 = current tax year available for processing

  • 001= Julian date

  • 6 = camera number

  • 0001 = sequence number

Adjustment Report: MRN14007000001

  • 1= processing year

  • 400 = block number

  • 70 = unit number

  • 00001 = sequence number

D. Description of Types of Microfilm

  1. 1. 

    Report Card List (RCL) - Report Years – contains quarterly information (See RM 02021.005)

  2. 2. 

    Report Employer List (REL) - Report Years – contains annual and some quarterly information (See RM 02021.005)

  3. 3. 

    Annual Wage Report (AWR) - Report Years 1978 to date – contains employee’s annual earnings (W-2) and employer summary totals (W-3) submitted on paper reports

  4. 4. 

    Employer Annual Magnetic/Tape (EAMATE) - contains employee’s annual earnings (W-2) and employer summary totals (W-3)

    • Report years - submitted on magnetic media, tapes or diskettes

    • Report years – 2002 to 2005 available through EAMATE ONLINE

    • Report years – 2006 to present available on the Online Retrieval System

There is a limitation of processing request that involves 750 W-2s or more microfilm prints. This limitation does not apply if the request is for EAMATE ECN reports for tax year 2002 to present (available through online applications):

 

If the request is EAMATE ECN report prior to 2002 and more than 750 W-2s, forward the request to the Division of Earnings and Business Services (DEBS) Division office.

E. How to retrieve microprints

  • Move request on MICES to Desk number (#)

  • Pull microfilm according to Electronic Control Number (ECN) or Microfilm Reference Number (MRN) to locate the employer shown on ERQY

    NOTE: Annotate Form SSA-6629 Unable to Locate (UTL) on requests which a report can not be located from data furnished or there is a Lag year involved

  • Duplicate microprints of wage report

  • All pages may be provided for certification cases (two to three inch top margin is necessary for certification seals)

  • Review completed microprints to ensure information is legible

  • Place request and microprints inside file folder

  • Update MICES

  • Forward requests to DEBS module

NOTE: Do not duplicate and/or release to the employer internal forms (i.e. Form 4561 “Dummy W3” and SSA 2609 “IRS/SSA Reconciliation Interoffice Itemized Annual Report”).

RM 02019.011 Processing Requests for copies of Program Related Employer Reports

 

A. Introduction to program related requests for W-3/W-2

The Division of Earnings and Business Services (DEBS), formerly the Division of Employer Services (DES), Reconciliation Branch receives program related requests for copies of employer reports (W-3/W-2) from employers and/or third parties.

These requests are controlled in batches on the Electronic Control Workload System (ECWS) using the Employer Identification Number (EIN) with tax year(s) requested.

B. Processing Requests

  1. 1. 

    Verify information on requests:

    • Company Letterhead

    • Company's name and address

    • Years being requested

    • Reason for request

    • Contact person’s name, title and telephone number

    • Signature of authorized person (owner, treasurer, third party with Power of Attorney, etc.).

      IF

      THEN

      a. Request is missing EIN

      Make 3 attempts (1 per day) to contact employer/third party via telephone to obtain EIN.

      b. Unable to locate EIN via online resources

       

      c. Request is missing tax year

       

    NOTE: Make three (3) attempts to contact the employer. Attempts should be made on three different days at three different times.

  2. 2. 

    Determine if request is program or non-program purpose (RM 02019.001)

    IF

    THEN

    Reason for request is Non-Program Purpose and payment not included

    Prepare and release the PA W3/W2 package to the employer/third party.

    Reason for request is Non-Program Purpose and payment is included

    Send the request and payment in an interoffice envelope to DEBS, EAB for processing:

    OEIO, DEBS, EFEU
    2–R-13
    Social Security Administration
    Division of Earnings & Business Services
    P.O. Box 33003
    Baltimore, Maryland 21290

  3. 3. 

    If the request is Program-Related: obtain Employer Report/Adjustment Query (ERQY) for requested year(s) and follow the chart below.

IF

THEN

Request is for a lag period (lag period is usually the current year)

Make 3 attempts (1 per day) to contact employer/third party via telephone to inform them microfilm is not available and to wait 6 months to request copies.

Prepare and release PA W3/W2 cover letter .

Report(s) is not shown on ERQY for requested year(s)

Contact employer/third party via telephone to inform them “SSA has no wage report processed for requested year(s)”

Ask employer to provide several SSNs for the year(s) requested and check Detail Earnings Query (DEQY), MSOM QUERIES 003.005 to determine if report was processed under an incorrect EIN

Report was processed under a different EIN

 

Establish MSOM EM 033.001, Report Correction (RCOR) Process - Overview to move report to correct the EIN

NOTE: If the request is for a reconciliation case (RECON), prepare a report of contact in EM 1.5 Prepare Report of Contact (RPCT)

Corrective action taken     

 

Inform employer/third party that a correction was processed and reports are in balance. Verify if copies of W-2s are necessary for reconciliation

ERQY and DEQY indicate wages not processed

Contact employer/third party via telephone to inform them “SSA cannot provide copies because a wage report was not processed”.

  • Unable to contact employer/third party

Prepare and release PA W3/W2 cover letter

ERQY indicates report was processed

 

Pull microfilm by Interpreting The Employer Control Number (ECN) (SM 00344.025) and print the requested report

NOTE: 

Microfilm for Annual Tape (EAMATE) for electronic/magnetic media files is available online:

Tax years 2002 through 2005 available through EAMATE Online.

Tax years 2006 to present available on the Online Retrieval System

Microfilm is damaged, missing or request involves large report (750 or more W-2s)

Refer request to manager and contact Boyers Security Records Center  to request assistance if:

  • a copy of a large report (750 or more W-2s) is needed

  • a copy of the microfilm is needed

Microfilm is available and copies are provided

Prepare and release PAW3-W2 cover letter with W3/W2 copies to the employer/third party.

C. Processing Cases controlled in RECON (RM 02061.052A.11)

IF

THEN

Employer request copy of wage report to resolve Reconciliation case

Pull microfilm by ECN number MSOM EM 019.004, Interpreting The Earnings Control Number (ECN) and print requested report.

NOTE: 

Microfilm for Annual Tape (EAMATE) for electronic/magnetic media files is available online:

  • Tax years 2002 through 2005 available through EAMATE Online.

  • Tax years 2006 to present available on the Online Retrieval System

Prepare Report of Contact (RPCT) to document action taken. Prepare Report of Contact (RPCT) MSOM EM 008.009

Attach cover letter and release report

D. Closing out the Request

Each completed request should be release to Control for closeout in ECWS

  • Make a copy of the batch sheet and attach it to the request.

  • Annotate each request with one of the appropriate response numbers shown below:

    1. 1. 

      Unable to contact employer

    2. 2. 

      Mailed copies

    3. 3. 

      No longer needed

    4. 4. 

      Faxed W-2 copies

    5. 5. 

      Duplicate request (NAN – No Action Necessary)

    6. 6. 

      Adjustments made in 1.5

    7. 7. 

      No W-2s in file

    8. 8. 

      Non-program/DEBS

    9. 9. 

      Gave Employer totals

    10. 10. 

      Film (UTL)/LAG

    11. 11. 

      Other

  • Release case to control


RM 02019 TN 2 - Request for Copies of Employer Reports - 1/15/2019