Identification Number:
DI 80830 TN 5
Intended Audience:See Transmittal Sheet
Originating Office:ORDP ODP
Title:Processing Center (PC) Procedures - Certified Electronic Process
Type:POMS Transmittals
Program:All Programs
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part DI – Disability Insurance
Chapter 808 – PC/ODAR HO Certified Electronic Folder Process
Subchapter 30 – Processing Center (PC) Procedures - Certified Electronic Process
Transmittal No. 5, 03/24/2022

Audience

PSC: CA, CS, DE, DEC, DTE, ICDS, IES, ISRA, RECONR, SCPS, TSA, TST;
OCO-OEIO: BET, CR, CTE, ERE, FCR, FDE, FDEC, RECONE, RECONR, RECOVR;
DQB: DE, PA, PE, TL;
OCO-ODO: BET, BTE, CR, CTE, CTE TEDE, DEC, DS, PAS, PETE, PETL, RCOVTA, RECONE, RECONR, RECOVR;
ODD-DDS: ADJ, DHU;
FO/TSC: CS, CS TII, CS TXVI, CSR, CTE, DRT, FR, OA, OS, RR, TA, TSC-CSR;
OHO/OAO: HQ;

Originating Component

ODP

Effective Date

Upon Receipt

Background

ODP revised this section to reflect the change in business process between the appeals council (AC) and the processing centers (PC). The Office of Appellate Operations (OAO) and the Office of Customer Support (OCS) have agreed that the AC will no longer notify the PC of a bureau protest decision via an email. The AC will now notify the PCs of a bureau protest decision via iMain's Paperless Application.

Summary of Changes

DI 80830.075 Bureau Protest Memo Due to Error in the Administrative Law Judge (ALJ) or Appeals Council (AC) Decision

Section A.

We fixed the typo ED to EF for electronic folder.

We revised wording to provide clarification.

We added AC's decision throughout the section as the POMS initially was written for errors in the ALJ's decision and only mentioned AC's decision in the title. We spelled out the social security number acronym.

We rewrote the last paragraph to clarify that the PC should upload the bureau protest to the electronic folder if the case in question was processed in eView, but if the case in question was not processed in eView, then the PC should process the case as paper and put a copy of the bureau protest in the paper file.

We also moved up the last paragraph to paragraph 5 as it seemed out of place.

Section B.

We changed the process to reflect that the AC will now notify the PC of a bureau protest decision via the iMain's Paperless Application for both electronic and paper cases.

We also provided clarification for when the AC should work a case electronically vs. paper. We want to ensure both the PC and AC are working from the case in question.

We removed the old process of having the AC notify the PC of its action by email, and instead incorporated the new business process for the AC to notify the PC of its decision via the iMain Paperless application.

We removed the NOTE as it could cause confusion about the back end system notifications for fully favorable decisions. Essentially, the new business process ensures that the PC is getting notified of all AC decisions on bureau protests.

References.

We added a Reference section to display the POMS and HALLEX references in this section.

DI 80830.075 Bureau Protest Memo Due to Error in the Administrative Law Judge (ALJ) or Appeals Council (AC) Decision

A. Processing Center (PC) Actions

If the PC cannot effectuate the case because of an error in the decision (see HALLEX I-3-6-10 for examples of errors that may prevent effectuation), the PC technician will prepare an agency protest memo and fax it to the Electronic Folder (EF). The technician will document the EF using document type 2095- Protest Memo. For more information on barcodes to index documents into the correct section of the EF, see DI 80830.100.

If there is only a typographical or clerical error in the ALJ decision, see DI 42010.075.

The technician will prepare an email to the AC at ^DCARO OAO Protest Cases requesting AC action on the ALJ's or AC's decision. Do not send a copy of the email to the hearing office that issued the decision.

Include the following information in the email:

  • Name and social security number (SSN) of the claimant;

  • Any cross-reference number;

  • The date of ALJ's or AC's decision; and

  • The statement “Sender is protesting the ALJ’s decision” or "Sender is protesting the AC's decision."

If the case in question was not processed in eView, the PC will process the case as paper, place a copy of the protest memo in the paper file, and include the address of where the Office of Appellate Operations (OAO) staff should return the file after the AC completes its action. After the PC notifies the AC of the protest, the PC must then forward the paper file to the Division of Quality Review in Falls Church, Virginia. The address is

United States Social Security Administration
Division of Quality Review
5107 Leesburg Pike, Suite 1400
Falls Church, VA 22041
Attn: QRB 1

B. OAO Actions

OAO staff will follow these instructions:

  • Check the ^DCARO OAO Protest Cases mailbox daily for protest notifications.

  • Establish case controls in the Appeals Review Processing System (ARPS). The fields used in ARPS (Query – General Information – Claim Information section) to record a Bureau Protest are:

    • Workload Type = BP

    • Request Date (Control date) = The ALJ hearing decision date or AC decision date. If the case is outside the 60-day own motion period, enter a remark in ARPS indicating that jurisdiction may only be obtained via reopening; add the reopening deadline date.

    • Received Date = The date OAO received the Bureau Protest memo.

    NOTE: 

    The ARPS Query-General Information- Final Action section shows the action(s) taken by the AC on the protest, the routing, and the date of the action (such as, Title II Final Action, Title II Final Routing, and Final Action Mailed Date).

  • Work the protest electronically if the case was processed in eView (to include faxing, scanning any notices or Protest replies into the EF). If the case was not processed in eView, work the protest as a paper case.

  • When the AC completes its action on the protested electronic case, the AC will upload its final document into the EF and through iMain (Paperless application). For the protested paper case, the AC will put a paper copy in the paper file and upload a copy through iMain (Paperless application).

C. References:

HALLEX I-3-6-10 - Protests of a Prior Decision

DI 80830.100 Barcodes

DI 42010.075 Telephone Contact with ODAR Due to a Typographical or Clerical Error

 


DI 80830 TN 5 - Processing Center (PC) Procedures - Certified Electronic Process - 3/25/2022