Consider the following items as primary evidence of wages. For the order of priority for developing wage evidence, see SI 00820.130C in this section.

1. a. 

   Wages posted or received from a payroll data provider (PDP) through the Payroll Information Exchange (PIE). For information on PIE and automated wage evidence from PDPs, see SI 00820.148.

2. b. 

   Pay stubs. At a minimum, pay stubs must show:

   1. 1. 

      the worker's name or full Social Security number (SSN),

   2. 2. 

      gross wages, and

   3. 3. 

      the period covered by the earnings.

      Accept original pay stubs (e.g., provided as a paycheck stub or provided electronically to the worker on a company or government-sponsored website) and unaltered photocopies and facsimiles as primary evidence of wages if the pay stubs contain the information stated in this section. For additional information on photocopies of pay stubs, see SI 00820.130C.1.d in this section.

3. c. 

   Wage information from an SSA-approved wage verification company (e.g., The Work Number (TWN)) listed in Evidence of Wages – Wage Verification Companies, SI 00820.147.

   NOTE: 

   TWN provides the same wage information we receive from the current PDP through PIE. If you have obtained PDP wage information from PIE covering the entire period subject to development or verification, do not obtain additional wage information using TWN. However, you may access TWN to obtain past-month and historical wage information not supplied by the PDP through PIE.

4. d. 

   Oral statement from the employer.* See SI 00820.130C.4.a.

5. e. 

   Written statement from the employer (e.g., SSA-L4201-BK, Letter to Employer Requesting Wage Verification). * Do not send SSA-L4201s to employers that provide wage verification through an SSA-approved wage verification company.

For more information on:

• •

  the order of priority in developing evidence of wages, see SI 00820.130C.

• •

  verifying wage termination events and associated evidence, see SI 00820.130E.

• •

  step-by-step charts on developing wages, see SI 00820.135.

Consider the following as secondary evidence of wages if wage and employment information through PIE is unavailable and attempts to obtain pay stubs, and wage evidence from an SSA-approved wage verification company are unsuccessful:

1. a. 

   Queries obtained through the Interstate Benefits Inquiry (IBIQ), the National Directory of New Hires (NDNH), or SSA Access to State Records Online (SASRO) databases when documented according to SI 00820.130C.4 in this section;

2. b. 

   Master Earnings File (MEF), Form W2 (Wage and Tax statement), or Federal or State tax forms;

3. c. 

   Wage information from the Internet Ticket Operations Provider Support System (iTOPSS) query when documented according to SI 00820.130C.4 in this section; and

4. d. 

   Wage information from a non-SSA approved wage verification company when provided by the individual according to SI 00820.130C.7 in this section;

   IMPORTANT: If the worker’s employer(s) uses a non SSA-approved wage verification company, the worker must request evidence from that company. SSA employees must not establish online accounts with non-approved wage verification companies, enter any of the worker's personally identifiable information into a non SSA-approved website, or otherwise contact or disclose information to non-approved wage verification companies.

Information obtained from third-party sources (e.g., iTOPSS and NDNH) is subject to additional documentation requirements. See instructions in this section

• •

  SI 00820.130C.4 for documenting wage evidence from third parties.

• •

  SI 00820.130C.6 for handling evidence that reflects only an annual or quarterly wage amount.

Accept a combination of various forms of primary and secondary evidence if it results in a more accurate wage determination.

EXAMPLE: Using a Combination of Primary and Secondary Evidence to Compute Monthly Earnings

An SSI eligible recipient receives weekly wages from working at a local deli.

At their redetermination in 01/2023, they provide SSA with pay stubs for the months of 07/2022 ($600), 08/2022 ($500), and 10/2022 ($700).

We previously posted the recipient's wages as verified for the months of 01/2022 through 06/2022 ($4,500 total).

The claims specialist (CS) obtained a Summary Earnings Query (SEQY) for the recipient that showed total earnings of $8,000 for the entire year of 2022. The CS also queried the NDNH database and found that the recipient earned $1,500 in the 3^rd quarter of 2022.

The CS computed the recipient's earnings for each month by using both primary and secondary evidence as follows:

The CS successfully computed the recipient's wages using information derived from primary evidence and secondary evidence.

The CS confirms the recipient agrees with the information obtained from NDNH and the months the individual worked in 2022 and records this information on a Report of Contact.

The CS accurately posts verified wages to the Supplemental Security Record (SSR) for the entire year of 2022, documents the same Report of Contact with the steps taken to use preferred evidence, uploads pay stubs into the Evidence Portal, and issues a receipt acknowledging the pay stub report.

An existing precedent file may provide evidence of wages in some cases. For precedent instructions, see SI 00820.142.

If you cannot obtain acceptable primary or secondary evidence, accept the individual’s statement regarding wages, either signed or recorded on a Report of Contact page, which includes the amount, frequency of wages, and dates received.

The SSI record distinguishes among three categories of wage documentation: alleged, "reported," and verified. For more information on this distinction, see SI 00820.143.

"Reported" wages are reports of monthly wages submitted to SSA within a certain timeframe and sourced from pay stubs or other wage evidence in the individual’s possession. To be classified as “reported” wages, a wage amount must:

• •

  be submitted by a recipient, representative payee or deemor without evidence;

• •

  reflect the total gross wages received for the current month or the month immediately preceding the month in which we receive the report; and

• •

  be posted to the SSI Claims system or the SSR before the recurring payment tape cutoff for the subsequent month; or be submitted using myWR, SSAMWR, or SSITWR on any day during the current reporting month.

Once posted, the SSR will show “reported” wages with a verification code of “0.”

Consider "reported" wages as verified if they meet the criteria in SI 00820.143E (Monthly Wage Reporting).

Do not routinely redevelop "reported" type wages by seeking wage evidence unless the reports are inaccurate or inconsistent according to the criteria in this section.

If wages are paid in a development period where one of the exceptions in this section applies, consider the "reported" wages as alleged; then, verify all "reported" and alleged wages for the entire period of review.

For a step-by-step chart on how to determine if “reported” wages can be considered verified, see SI 00820.135A.

If any of the following exceptions apply during the development period, do not consider “reported” wages as verified. You must develop all wages, including months of “reported” wages, according to the policy in this section:

• •

  Diary data (DIAR) segment of the SSR contains an S2, K6, K7, S7, J3, or J5;

• •

  More than two consecutive months with an alleged wage amount during the period of review; or

• •

  Number of months with an alleged wage amount is greater than the total number of months during the period of review with a "reported" or verified wage, or a combination of both.

For a step-by-step chart on how to verify “reported” wages that cannot be accepted as verified, see SI 00820.135B.

SSA is now using wage and employment information from a PDP through PIE for recipients, deemors, and ineligible children who:

• •

  provide SSA with authorization to obtain wage and employment information; and

• •

  work for an employer that participates in payroll services with the PDP.

Wage and employment information received from PDPs through PIE automatically posts to the SSI Claims system Wages page if the identifying information (e.g., EIN) matches the SSA record. Generally, wage and employment information updates monthly before the Goldberg-Kelly Notice Cutoff. For more information about PIE, see SI 00820.148.

For information on processing EE diaries and related limited issues that are generated when the exchange cannot post information automatically, see SI 02310.200.

Process pay stubs according to the following:

If PIE does not provide wage and employment information and pay stubs are unavailable, accept wage evidence from an SSA-approved wage verification company, such as The Work Number, as primary evidence of wages, unless there is evidence to the contrary (e.g., evidence of a cafeteria plan not included in the verification company's response).

If there is evidence to the contrary, obtain additional evidence to resolve the discrepancy. For documentation requirements, see SI 00820.147D.4. For wage verification procedures when wages are over $65 per month, see SI 00820.135.

Important: You must have a signed authorization via the SSA-8240 to obtain wage information from electronic wage verification companies. Obtain Authorization to Obtain Wage and Employment Information from Payroll Data Providers per GN 00204.150C.

To minimize burden on businesses, we prioritize many sources of primary and secondary evidence over employer contact. If wage and employment information from PIE, pay stubs, wage evidence from an SSA-approved wage verification company, and secondary evidence are unavailable, as listed in the first three bullets under SI 00820.130A.2 in this section, contact the employer to develop and verify wages.

Document the steps to obtain pay stubs, wage verification company data, or secondary evidence and why they were unsuccessful on a Report of Contact. For instructions on electronic evidence documentation and retention, see GN 00301.286.

If the evidence (e.g., queries, tax forms) reflects only an annual or quarterly wage amount, process the evidence according to the following:

You may accept wage evidence from non SSA-approved wage verification companies as secondary evidence of wages only under certain conditions per SI 00820.147C.1.c. If an employer will not provide wage verification and refers you to a non-SSA approved company for wage information, ask the worker to obtain the evidence from the company directly.

If evidence of wages is not available, obtain the individual's statement either signed (i.e., SSA-795) or recorded on a Report of Contact that includes the gross amount, frequency, and duration of wages.

If the sole evidence of wages is the individual’s statement, document the steps taken to obtain acceptable primary and secondary evidence, and why they were unsuccessful on a Report of Contact. Post the alleged wages in the verified column of the SSI Claims system Wages page or via 1719b using a verification code of “9.” For instructions on electronic evidence documentation and retention, see GN 00301.286.

In any suspected fraud case, obtain the employer’s written statement regarding wages using the SSA-L4201-BK.

For information on obtaining evidence in suspected fraud cases, see GN 04115.005.

For information on obtaining additional overpayment notification procedures related to collection of overpayments when fraud is suspected, see SI 02201.007.

SSA is required by law to issue a receipt when we receive a report of a change in an SSI recipient’s work activity or earnings. This policy applies to work-related reports received from the recipient, or from the recipient’s or beneficiary’s representative payee or authorized representative. For further information related to work reports and situations where we require a receipt, see DI 13010.020.

Consider “reported” wages as verified if they meet the criteria in SI 00820.143E (Monthly Wage Reporting). Do not routinely verify “reported” wages, unless one of the exceptions applies to the period that you are developing, see SI 00820.130B.3 in this section.

If an exception applies during the development period and a wage interface alert is not present in the DIAR segment of the SSR, verify the wages using the procedures in SI 00820.130C in this section.

If a wage interface alert applying to the period that you are developing is present in the DIAR segment of the SSR, develop for evidence of wages using the instructions:

• •

  SI 02310.055 Master Earnings File (MEF) Match (K6 and K7 Diary)

• •

  SI 02310.056 Master Earnings File (MEF) Match (J3 and J5 Diaries)

• •

  SI 02310.062 State Wage Record Match (S2 Diary)

• •

  SI 02310.063 State Wage Record Match (S7 Diary)

If you question the credibility of pay stubs or an oral or written statement from an employer and the employer does not participate in payroll services with a wage verification company, or if the annual amount of wages reported by an employer differs from the annual amount on a detailed earnings query (DEQY) in file you must:

• •

  use other acceptable evidence of wages to resolve the wage amount and any discrepancy by obtaining acceptable evidence of wages per SI 00820.130, and

• •

  document the wage determination on a Report of Contact and lock it; in non-SSI Claims system situations, use an SSA-553 (Special Determination) and store it in EP.

Before we receive wage and employment information from a PDP, we must obtain authorization from the recipient, deemor, or ineligible child. See Wage and Employment Information Authorization MS 09401.002. Providing authorization is voluntary and not an SSI eligibility requirement. For more information on the authorization to receive wage and employment information, see GN 00204.150.

The system will only request information for recipients, deemors, and ineligible children who have an active authorization during the monthly PIE run. In cases where a claim is denied for any reason and terminates in the SSI Claims system, the authorization will effectively end if it is beyond the appeals period for the claim (i.e., 60 days plus 5 mailing days). Due to a system limitation, authorization may also end in the system if a reconsideration is not requested or processed by the end of the calendar month in which a denial posts to the record. Handle wage and employment authorizations during appeals as follows:

For reconsideration requests:

• •

  If a reconsideration is filed and the request is processed within the same calendar month that the denial posts, the authorization remains active. No additional steps are required to record authorization.

• •

  If a timely reconsideration is filed after the calendar month in which the denial posts but within the appeal period (60 days plus 5 mailing days), input authorization manually when the appeal is loaded. However, technicians do NOT need to contact the recipient, deemor, or ineligible child to request authorization again. In these cases, the original authorization is only inactive due to a system limitation and the original authorization itself remains active from the time the request for reconsideration is processed until the Agency makes a final adverse decision on the claim.

For all other appeal requests:

• •

  For hearings before an administrative law judge, appeals council requests, and court reviews filed and processed within the appeal period (60 days plus 5 mailing days), the authorization remains active until the Agency or a court makes a final adverse decision on the claim. No additional steps are required to record authorization.

• •

  For late filing of an appeal (after 60 days plus 5 mailing days), the authorization will end after the appeal period expires. Contact the individual to request a new authorization. The Wage and Employment Information Authorization (WEIA) questions automatically appear in the SSI Claims system path.

When appeals are involved, there may be a gap in wage and employment information received until we reload or obtain authorization again. If the appeal is filed after the calendar month in which the denial posts and eventually approved, the technician must use other wage verification methods to request wage evidence for any months we did not receive information from PIE. For more information on evidence of wages, see SI 00820.130.

At the beginning of each month, prior to the Goldberg-Kelly Notice Cutoff, we request wage and employment information for the prior month from the PDP for individuals who have an active authorization. The PDP returns wage and employment information through PIE for individuals whose employer(s) participate in the PDP service.

Information received through PIE automatically post to records and may also be accessed manually through the WEI repository. The WEI repository is accessed from IMAIN and displays results based on search criteria for wage and employment information provided by a technician, see MS 09601.001 and MS 09601.002. This information is used for matching purposes in the SSI Claims system to determine whether to post the wage and employment information to the Wages page on the appropriate record. For SSI cases, wages update to the record before the Goldberg-Kelly Notice Cutoff date each month.

IMPORTANT: When taking claims, processing redeterminations, or handling wage-related workloads, be sure to complete the Employer Identification Number (EIN) field on the Wages page accurately for all active employers listed in the SSI Claims system, see SI 00820.143B.3.

As part of PIE’s automated process, the SSI Claims system attempts to match employer information to an individual’s record. The EIN from the PDP attempts to match to any EIN on an individual’s SSI Claims system Wages pages for SSI and concurrent cases.

1. a. 

   Successful Match

   When a successful match occurs, (i.e., the SSI Claims system record contains a Wages page with a matching EIN):

   • •

     The Wages page that contains income or wage data with a matching EIN automatically updates with the wage information received from the PDP through PIE.; and

   • •

     The wages will be submitted to the Supplemental Security Income record (SSR) to affect payment prior to the Goldberg-Kelly Notice Cutoff. In adverse action cases, the system automatically sends the Notice of Planned Action including information about appeal rights, payment continuation, and any applicable Fair Credit Reporting Act (FCRA) disclosures. See Overview of Goldberg/Kelly (GK) Processing, SI 02301.301.

2. b. 

   No Match Between SSI Claims system Wages Page and EIN

   When the SSI record contains a Wages page without a matching EIN, a PDP Pending Wage page and an EE diary are created.

   For more information on the EE diary, see MS 08114.123.

   For instructions on how to process the EE diary when there is an unsuccessful EIN match, see SI 02310.200.

   NOTE: 

   As common practice, technicians should review Wage pages and verify that the EIN is on the record to prevent future PDP Pending Wages pages and EE diaries from being created.

3. c. 

   New Employment

   When we receive wages for records that do not contain any Wages pages:

   • •

     A new Wages page is created using the information from the PDP;

   • •

     The Work Expenses and Substantial Gainful Activity pages are added with a page status of "Unfinished" where applicable. The technician must complete these pages with the appropriate information;

   • •

     The Quarterly Wages Summary page will be added; and

   • •

     The wages will be submitted to the SSR to affect payment prior to the Goldberg-Kelly Notice Cutoff. In adverse action cases, the system automatically sends the Notice of Planned Action including information about appeal rights, payment continuation, and any applicable Fair Credit Reporting Act (FCRA) disclosures. See Overview of Goldberg/Kelly (GK) Processing, SI 02301.301.

4. d. 

   Force Due or Manual Deeming

   When we receive wages for the records with Force Due or Manual Deeming present:

   • •

     The PDP Pending Wage Report page is added with a reason of "Force Due" or "Manual Deeming" (as appropriate);

   • •

     The appropriate issue is added to the Development Worksheet; and

   • •

     The technician needs to review the claim and take the appropriate action(s) to post the wages.

We will notify the individual when their wage reporting requirements change through an automated notice. This notification is based on whether we receive wage and employment information from the PDP through PIE.

• •

  Reduced Reporting

  The system will send an automated notice informing the individual that they no longer need to report their wage and employment information for a particular employer(s) if we receive it through PIE. Recipients and representative payees are still required to report wages from all other employers. They should also report, for all employers, wage and employment information we would not receive through PIE, such as work expenses related to their medical conditions.

• •

  Increased Reporting

  The system will send an automated notice informing the individual that they must begin reporting their wage and employment information again for a particular employer(s) if we stop receiving that information through PIE for three consecutive months. This notice is sent in instances where a reduced reporting notice was previously issued.

Individuals may contact us if they believe PDP wage evidence is incorrect.

If the individual disagrees with the payment for a month based on wage evidence from PDP that presented in a Notice of Planned Action (NOPA), they may file a request for reconsideration. A request for reconsideration can be express or implied, but it must be in writing.

If a request for reconsideration is filed, process the request per SI 04005.020 and SI 04020.000.

For guidance on initiating the appeals process with someone who has contacted the agency by phone or in person, see SI 04020.020.

See Also: 

• •

  SI 02301.310 Appeal and the Right to Goldberg Kelly (GK) Payment Continuation  

• •

  GN 03102.000 Reconsideration (Title II and Entitlement Under Title XVIII) - Table of Contents  

• •

  DI 13010.145 Reconsideration or Reopening of Continuing Disability Work Issue Cases - Title II 

   DI 13010.185 Due Process in Work Issue Cases

If a recipient, deemor, or payee questions PDP wage evidence or alleges a discrepancy, including receiving inaccurate information from a PDP:

1. a. 

   Advise the worker to contact the payroll data provider to correct the error following SI 00820.148D.4.

2. b. 

   If an appeal was requested, process the request according to SI 00820.148D.1.

3. c. 

   Request paystubs from the individual and develop other evidence of wages as necessary according to SI 00820.130C. When other acceptable evidence would result in a more accurate determination, use that evidence to document the wages. If other acceptable evidence confirms the PDP evidence, continue to use the PDP information.

   NOTE: 

   We will not subject individuals who give authorization to certain administrative sanctions for errors or omissions in wage and employment information a PDP gives us through PIE. For more information, refer to GN 00204.150B.4.

In cases where the worker alleges the wage and employment information from the PDP does not belong to them or alleges identity theft:

1. a. 

   Advise the worker to contact the payroll data provider to correct the error following SI 00820.148D.4.

2. b. 

   Using a signed statement or Report of Contact, obtain the worker's allegation disclaiming the earnings.

   NOTE: 

    Do not request the worker provide pay stubs or evidence of the wages and employment information they are disclaiming.

3. c. 

   Investigate the allegation of erroneous or discrepant wage and employment information per RM 03870.060B.2. Attempt to obtain other wage evidence per SI 00820.130C.

   • •

     For wage inaccuracies and employment discrepancies involving the Master Earnings File (MEF), see RM 03870.001.

   • •

     For identity theft allegations, see RM 10220.055 and RM 10220.060.

4. d. 

   Accept the worker's allegation unless other primary wage evidence exists to refute the allegation. Correct the record.

   See also:

   • •

     RM 10220.055 Identity Theft and Social Security Number (SSN) Fraud

   • •

     RM 10220.060 Assisting Identity Theft Victims.

   • •

     RM 03870.045 Scrambled Earnings - General

   • •

     RM 03870.048 Development of Scrambled Wages

5. e. 

   If an appeal was requested, process the request according to SI 00820.148D.1.

Depending on the agency’s PDP arrangement, the agency may include information about how the worker can correct or dispute information provided by the PDP to SSA within its notices. Text related to the Fair Credit Reporting Act (FCRA) will also be included in any adverse action or change in payment notices, instructing individuals on who to contact to correct their wage and employment information if they believe it is incorrect. A copy of the notice which includes the name and contact information for the PDP, can be located in the Online Retrieval System (ORS). The English and Spanish versions read as follows:

English

We may receive wage and employment information from [PDP] that is part of a consumer report. We may have used all or some of the wage and employment information we received from [ PDP] to determine benefit eligibility, make a benefit decision, or calculate a benefit amount. [PDP] played no part in our determination and is unable to supply specific reasons for the determination we made.

[Wage Reporter's Name] has a right under the FCRA to know the information contained in the consumer report. [Wage Reporter's Name] has a right to a free copy of the consumer report from [PDP] if you request it no later than 60 days after you receive this notice. In addition, if you find that any information contained in the consumer report is inaccurate or incomplete, you have the right to dispute the matter with [PDP]. To obtain a copy of or dispute your consumer report, contact [PDP] at:

[PDP Contact information]

Spanish

Podemos recibir la información de sus salarios y empleador de [PDP] que forma parte de un informe al consumidor. Es posible que hayamos utilizado toda o parte de la información de su salario y de su empleo que recibimos de [PDP] para decidir si tiene derecho a los beneficios, tomar una decisión sobre sus beneficios o calcular la cantidad de sus beneficios. [PDP] no jugó ningún papel en nuestra decisión y no puede proveer razones específicas para la decisión que realizamos.

[Persona que ha reportado los salarios] tiene derecho bajo la Ley FCRA a conocer la información que contiene su informe al consumidor. [Persona que ha reportado los salarios] tiene el derecho a una copia gratuita del informe al consumidor de [PDP] si lo solicita dentro de 60 días después de recibir este aviso. Además, si encuentra que cualquier información contenida en el informe al consumidor es incorrecta o incompleta, tiene el derecho a disputar el asunto con [PDP]. Para obtener una copia o disputar informe al consumidor, póngase en contacto con [PDP] en:

[PDP Contact Information]