Identification Number:
RM 03202 TN 5
Intended Audience:See Transmittal Sheet
Originating Office:DCO OCO Center for Program Support
Title:Flowcharts and Narrative
Type:POMS Transmittals
Program:Records Maintenance (Earnings & Enumeration)
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part RM – Records Maintenance
Chapter 032 – Pension Information Processing System
Subchapter 02 – Flowcharts and Narrative
Transmittal No. 5, 04/13/2020

Audience

OEIO: AMRS Reference and File Clerk;

Originating Component

OCO

Effective Date

Upon Receipt

Background

The POMS section should be updated to add the most current form used, the component internal process and name.

Summary of Changes

RM 03202.005 Narrative - Processing ERISA Requests and Correspondence Relating to ERISA

In Part A #1 changed the sentence to read: Control Personnel will email the technician a snap shot of 50 assigned cases from the ERISA spreadsheet.

# 4 Added a sentence: On the Form 8955-SSA, the participants' name and SSN will be on page 2 of the form.

#5 Corrected the component name to read: the Division of Earnings and Business Services (DEBS)

Changed Shared drive to Share Point

 

In Part B,

third paragraph, changed DBS to DEBS

fifth paragraph, changed the sentence to read: If the participant did not send the SSA-L99-C1 or include their SSN on the correspondence, return their letter with a form SSA-L7038, Social Security Administration Earnings Information. Check box 2 on the SSA-L7038, requesting that their letter be returned with the SSN.

sixth paragraph- changed DBS to DEBS and changed Shared Drive to Share Point

seventh paragraph- changed DBS to DEBS

 

 

RM 03202.005 Narrative - Processing ERISA Requests and Correspondence Relating to ERISA

A. ERISA Exceptions (SSA-L99-C1)

The following is the procedure for processing ERISA requests and correspondence relating to ERISA.

  1. 1. 

    Control Personnel will email the technician a snapshot of 50 assigned cases from the ERISA spreadsheet.

  2. 2. 

    Pull Deferred Vested Benefits film for each case using the Document Control Number (DCN) located on the bottom of the SSA-L99-C1 (Potential Private Retirement Benefit Information Notice).

  3. 3. 

    On the film, find the participants’ name and Social Security Number (SSN) as shown on the right side of the SSA-L99-C1.

  4. 4. 

    The participants’ name and SSN will be on the Schedule SSA (5500) or one of the pages directly under the 5500 on the film. On the Form 8955-SSA, the participants' name and SSN will be on page 2 on the form.

  5. 5. 

    On the Division of Earnings and Business Services’ (DEBS), formerly the Division of Employer Services’ (DES) Share Point, transcribe on a blank SSA-L99-C1, all the information recorded on the original SSA-L99-C1 and then transcribe from the Schedule SSA any missing information. This could include the plan name, Plan Administrator and address, the 3 digit plan number and/or the employer identification number.

  6. 6. 

    Scan each prepared form SSA-L99-C1 for errors and correct if necessary. Print a copy of each typed SSA-L99-C1 for mailing.

  7. 7. 

    Fold each letter so that the name and address of the participant shows through the envelope window.

  8. 8. 

    Seal envelope and place in out-going mail bin at control area.

B. ERISA Correspondence

All correspondence from the public is checked to the Deferred Vested Benefits film to make certain that the previous information sent to the participant is correct.

If the SSA-L99-C1 has not been provided, but the letter has the SSN, check the PLDCNSSN film for the participants’ SSN. This will provide the DCN for the Deferred Vested Benefits film.

On the DEBS’ Share Point, transcribe the information from the Deferred Vested Benefits film on a blank SSA-L99-C1, the same as with Exceptions.

Review for errors and correct if necessary. Print a copy and mail to participant, the same as with Exceptions.

If the participant did not send the SSA-L99-C1 or include their SSN on the correspondence, return their letter with a form SSA-L7038, Social Security Administration Earnings Information. Check box 2 on the SSA-L7038, requesting that their letter be returned with the SSN.

On the DEBS’ Point, select the appropriate Model letter (ML) that addresses the participants concerns and the SSA-L99-C1.

Review the letter and SSA-L99-C1 for errors and correct if necessary. Print two copies of each, one set for the participant, and one set for DEBS ERISA files.

Mail out the same as with the Exceptions. Include with the letter any personal information the participant sent in with their request.

 

C. ERISA Online Query

Since ERISA was enacted, the Office of Central Operations (OCO) has been the component responsible to comply with the requirements assigned to SSA. Beginning in Fiscal 2007, access to the new ERISA query screens is shared with the Field Offices (FO) employees and 800 number agents to provide information about potential pension entitlement. This accessibility will allow FO and 800 number agents to provide information about potential entitlement immediately to the number holder (NH). OCO will continue to provide assistance if the information cannot be obtained accessing the query.

To access the ERISA Query, (MSOM QUERIES 010.001) follow these steps:

  1. 1. 

    Select number 9 from the Main Menu to enter the Master File Query Menu.

  2. 2. 

    Select number 7 from the Master File Query Menu to access the Data Exchange Query Menu, and type the SSN for the NH who is inquiring about potential entitlement to a pension.

  3. 3. 

    Select number 9 to access the ERISA Private Pension System Main Menu and type the name of the NH corresponding to the SSN previously typed on the ERISA Query SSN Search screen and press enter.

  4. 4. 

    The ERISA Pension SSN Summary will appear showing one or more records Select the record desired and press enter.

  5. 5. 

    The ERISA Pension Query Details screen will show the name and address for the plan administrator of the pension in question.

  6. 6. 

    Print the pension information by selecting the print screen option and hand or mail it to the NH, always complying with the disclosure procedures.

  7. 7. 

    If the ERISA Pension SSN Summary screen appears blank and does not provide any information, forward a written request to OCO.

 

 

 


RM 03202 TN 5 - Flowcharts and Narrative - 4/13/2020