Identification Number:
RM 03803 TN 25
Intended Audience:See Transmittal Sheet
Originating Office:DCO OCO OEIO DTPS
Title:General Instructions
Type:POMS Transmittals
Program:Records Maintenance (Earnings & Enumeration)
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part RM – Records Maintenance
Chapter 038 – Earnings Discrepancies
Subchapter 03 – General Instructions
Transmittal No. 25, 03/29/2021

Audience

Originating Component

OCO

Effective Date

Upon Receipt

Background

This is a Quick Action Transmittal. These revisions do not change or introduce new policy or procedure.

Summary of Changes

RM 03803.069 Monitoring Earnings Cases to Ensure That They are Closed Within the Timeframes

The POMS section is updated to improve the content for readability and tone.

In the section title, replaced "Cases" with "Case", removed "to Ensure That They are", replaced "Closed" with "Closure", removed "Within the".

In A., added "an" after "making" and names for acronyms, replaced slashes with commas, added "and" after "scrambled wage (SW)", replaced "which have to be" with "needing", replaced "developed" with "development", added "field office" and parenthetic for acronym, replaced "OCRO" with "OCO".

In B., replaced "which have been" with "that are", moved "on the electronic control system.

In B.1., removed "CHARGED TO A LOCATION..." to "LOCATIONED...", replaced "DCC" with "THE DIVISION OF EARNINGS AND BUSINESS SERVICES (DEBS)", removed "Review the file and..." before "Handle as...".

In B.1.a. 2nd sentence, replaced "has never been" with "was not".

In B.1.c, added form name.

In B.1.e., removed obsolete POMS reference.

In B.1.g., removed obsolete POMS reference.

In B.2., removed "CHARGED TO A LOCATION..." to "LOCATIONED...", added "IN A COMPONENT", replaced "DCC" with "THE DIVISION OF EARNINGS AND BUSINESS SERVICES (DEBS)", removed "Review the file and..." before "Handle as...".

In B.2.2., added "on the electronic control system".

 

 

 

RM 03803.069 Monitoring Earnings Case Closure Timeframes

  1. A. 

    Because of the time limits for making an initial determination on all disagreement (DI), scrambled wage (SW), and IRS scrambled wage (IR) earnings discrepancy (ED) cases (see RM 03803.020), the age of cases should be monitored. Since cases needing development by the field office (FO) may require extensive amounts of time for field development, managers should not allow cases to age within OCO before special attention is given.

  2. B. 

    Identify cases that are pending for 6 months or more on the electronic control system.

    1. CASE IS LOCATED WITHIN THE DIVISION OF EARNINGS AND BUSINESS SERVICES (DEBS)

    Handle as follows:

    a. If development for information is still necessary, determine exactly what is needed and the probability of securing it. Only develop the case if there is a good chance of securing the necessary information or if the case was not developed. Otherwise continue handling as below.

    b. If necessary, request scouting on a priority basis. Do not allow the case to sit in any backlogs.

    c. Evaluate all the evidence in file and resolve the discrepancy as much as possible. If the case is being closed without establishing all the alleged earnings, prepare an informal determination on an SSA-553 Special Determination form to explain why.

    d. Authorize all possible corrections to the earnings record.

    e. Prepare a closeout letter.

    f. Close the case on the electronic control system.

    g. Dispose of all material.

    2. CASE IS LOCATED IN A COMPONENT OTHER THAN THE DIVISION OF EARNINGS AND BUSINESS SERVICES (DEBS)

    Handle as follows:

    a. Telephone the office that has the case and inform them that the case is now considered an “old case” and request that the case be expedited.

    b. Diary the case on the electronic control system for 30 calendar days.

    c. If it is unlikely that the requested information can be secured, or the requested information is received, complete the case per with B.1.b. through B.1.g. above.


RM 03803 TN 25 - General Instructions - 3/29/2021