Identification Number:
SI 00820 TN 65
Intended Audience:See Transmittal Sheet
Originating Office:ORDP OISP
Title:Earned Income
Type:POMS Transmittals
Program:Title II (RSI)
Link To Reference:
 
PROGRAM OPERATIONS MANUAL SYSTEM
Part 05 - Supplemental Security Income

Chapter 008 – Income
Subchapter 20 - Earned Income
Transmittal No. 65, 06/2018

Audience

FO/TSC: CS, CS TXVI, DRT, FR, OA, OS, RR, CSR, TA, CTE, TSC-CSR

Originating Component

OISP

Effective Date

Upon Receipt

Background

Effective June 2018, we are expanding availability of myWageReport (myWR) to Title XVI and concurrent users. In September 2017, in accordance with Section 826 of the Bipartisan Budget Act of 2015, we released the online wage-reporting tool behind the mySocial Security portal for SSDI beneficiaries and their representative payees. This transmittal introduces Title XVI technicians to the new wage-reporting tool and provides instructions for recruiting individuals to use myWR.

Summary of Changes

SI 00820.143 Monthly Wage Reporting

    • Subsection B: In the glossary section, we added a paragraph discussing employer identification numbers (EINs). We removed automated wage reporting methods and placed them in their own subsection.
    • Subsection C: We moved our overview of automated wage reporting methods to this subsection and added an overview of myWR.
    • Subsection H: We added myWR as a wage reporting option in the chart.
    • Throughout we added myWR as another option for automated wage reporting. We modified language to include myWR or refer generally to automated wage reporting methods.
    • We updated language throughout to be consistent with other policies and instructions. For example, “pay slip” changed to “pay stub” and “MSSICS” changed to “the SSI claim system.”


SI 00820.143 Monthly Wage Reporting

A. Introduction to monthly wage reporting

Supplemental Security Income (SSI) recipients, their representative payees, and deemors must report wages monthly. We process wage reports received via input to the SSI claim system (i.e. MSSICS) or via the SSA-1719(B) (SSI Post-Eligibility Data Input). The specific method used to input the report depends on whether we consider the wage amount as “alleged,” “reported,” or “verified.”

See Also:

  • SI 02301.005 for information about reporting responsibilities specifically related to who must report, what they must report, when to report, and how to report

  • DI 13010.020D for establishing a work report in eWork with Title II involvement

B. Glossary of terms for SSI wage reporting

1. Alleged

An “alleged” monthly wage amount is any

  • monthly wage report an individual submits without evidence that does not meet the criteria for us to consider it “reported.”

  • wage report submitted without evidence for a month other than the current month, or the month immediately preceding the current month.

2. Automated wage reporting methods

Automated wage reporting methods are tools or systems that recipients, deemors, and representative payees may use to report monthly wages. These methods of wage reporting:

  • eliminate the need for field office (FO) intervention in processing most monthly wage reports; and

  • post wages to the SSI claim system (i.e. MSSICS) and the Supplemental Security Record (SSR) as “reported” wages.

The SSI Mobile Wage Reporting application (SSIMWR), the SSI Telephone Wage Reporting system (SSITWR), and the myWageReport application (myWR) are all automated wage-reporting methods.

3. Employer Identification Number (EIN)

EINs are unique identification numbers assigned to employers by the Internal Revenue Service (IRS) for tax purposes. SSA uses EINs to record employer wage reports and associate an individual’s earnings with a particular employer. EINs are present on W-2 forms and may be included on pay stubs. Additionally, SSA records EINs on wage-related queries like the Detailed Earnings Query (DEQY) and New Hire Data Query (NDNH). Using the Alpha Access to the Employment Information File (AEQY), technicians may locate EINs using employer information.

EINs are becoming increasingly important for automation in SSI wage reporting. For example, myWR requires an EIN match in the SSI claim system or eWork in order to display eligible employers to users. For this reason, technicians are encouraged to complete EIN fields when establishing new employers and updating information for existing employers.

4. J3 diary

The J3 diary detects discrepancies between the Master Earnings File (MEF) and the SSR where a recipient or deemor’s wage amount on the SSR is more than what the MEF reflects.

The system generates an alert for over-tolerance discrepancies of more than $1,000 annually.

5. J5 diary

The J5 diary detects discrepancies between the MEF and the SSR where a deemor’s wage amount on the SSR is more than what the MEF reflects.

The system generates an alert for over-tolerance discrepancies of more than $2,000 annually.

6. Reported

A “reported” monthly wage amount is submitted by a recipient, representative payee or deemor without evidence and is derived from pay stub wage information. The reported wage amount must be:

  • posted to the SSI claim system or the SSR before the recurring payment tape cutoff for the subsequent month; or

  • submitted using myWR, SSIMWR, or SSITWR on any day during the current reporting month.

To consider wages “reported,” the submitted wage amount must include the total gross wages received for the current month or the month immediately preceding the month in which we receive the report.

7. S7 diary

The S7 diary detects discrepancies between the Office of Child Support Enforcement (OCSE) database and the SSR where a recipient or deemor’s wage amount on the SSR is more than what the OCSE reflects. The system generates an alert for over-tolerance discrepancies of more than $250 per quarter for recipients and $500 per quarter for deemors.

8. SSI Monthly Wage Verification Application (SSIMWV)

SSIMWV is an Intranet-based application that automates input of monthly wage reports submitted with pay stubs for electronic cases and cases outside of the SSI claim system (i.e. non-MSSICS).

SSIMWV streamlines the input of pay stubs by propagating wage information to the Wages page (i.e. IWAG) in the SSI claim system or the SSR. SSIMWV posts wage amounts in the “Verified Amount” column of the appropriate Wages page or on the SSR with a verification code of “9.” Do not use SSIMWV to process monthly wage reports submitted without pay stubs.

To access the SSIMWV Users Guide and for additional information related to SSIMWV, refer to SI 00820.144.

9. Verified

A “verified” monthly wage amount must be accompanied by evidence of wages (e.g., pay stubs).

C. Automated wage reporting methods

1. myWageReport (myWR)

Available behind the my Social Security (mySSA) portal, myWR is an automated wage reporting application for Title II disability (SSDI), SSI, and concurrent beneficiaries.

Representative payees and SSI deemors may also use the application.

Wage reporters using this tool provide information from individual pay stubs instead of calculating a monthly gross wage total.

Once submitted, this information passes to eWork and the SSI claim system as applicable. myWR:

  • requires the reporting individual to have a mySSA account;

  • displays employers for which the reporter can submit wage information based on an EIN match either on a Wages page in the SSI claim system or in eWork;

  • posts the wage amount in the “Reported Amount” column on the Wages page and indicates the amount with a “0” wage verification code on the SSR;

  • accepts wage reports for only the month immediately preceding the report on any day during the current reporting month for SSI and concurrent reporters. SSDI-only beneficiaries may report up to 24 months of past wages;

  • generates a wage receipt for the SSI recipient, deemor, or their representative payee and stores a copy of the receipt in the Online Retrieval System (ORS); and

  • accommodates recipients and deemors with multiple employers.

IMPORTANT: Whenever possible, strongly encourage concurrent reporters to use myWR over SSIMWR and SSITWR as myWR is designed to efficiently pass information to Title II systems. Since the various electronic wage-reporting systems ask for information in different formats (e.g. totaling gross wages or entering paystub data directly), encourage users to pick one method and continually report using that method. For additional information on automated reporting options, see SI 00820.144.

2. SSI Mobile Wage Reporting application (SSIMWR)

The SSIMWR application allows individuals to report monthly wages using mobile smartphone technology. Wage reporters can download and install the free SSIMWR application on an Apple or Android mobile device. A successful wage report results in the gross wage amount automatically posting to the SSI claim system Wages page or the SSR.

The SSIMWR system:

  • posts the wage amount in the “Reported Amount” column on the SSI claim system Wages page and indicates the amount with a “0” wage verification code on the SSR;

  • accepts monthly wage reports from both SSI only and concurrent recipients, as well as their representative payees and deemors;

  • transmits wage data to Title II by posting to the Disability Control File (DCF). For more information about how these monthly wage reports post to the DCF, see DI 13010.605D.2;

  • accepts wage reports for a prior month on any day during the current reporting month;

  • accepts wage reports only for the month immediately preceding the report;

  • requires the reporting individual to authenticate using his or her Social Security Number, name, and date of birth; and

  • mails a wage receipt to the SSI recipient or their representative payee.

IMPORTANT: Encourage users to report wages in the first six days of the month to help prevent improper payments.

3. SSI Telephone Wage Reporting system (SSITWR)

The SSITWR system is an automated monthly wage reporting system that allows recipients, their representative payees, and deemors to call a toll-free number to report the prior month’s gross wages.

SSITWR accepts wage reports submitted for the prior month on any day during the current reporting month.

A successful wage report results in the gross wage amount automatically posting to the SSI claim system Wages page or the SSR.

The SSITWR application works the same as the SSIMWR system, except wage reporters talk into the phone to submit wages instead of keying data on application screens.

The process, systems framework, and information needed for authentication and entering wages are the same as the SSIMWR application described in this section.

D. Mandatory recruitment for automated wage reporting methods (myWR, SSIMWR, and SSITWR)

Recruitment activities are mandatory. Attempt to recruit all recipients, their representative payees, and deemors to report monthly wage amounts using automated reporting tools (e.g. myWR, SSIMWR, and SSITWR). However, the reporter may choose any of the methods in SI 00820.144 to report his or her wages, regardless of the level of automation.

Do not coerce reporters to use automated reporting methods or refuse to accept monthly wage reports they submit using another method (e.g. mailing pay stubs).

NOTE: Generally, SSI recipients or their representative payees must report income changes within the first ten days of the month following the month of change, as described in SI 02301.005. While myWR, SSIMWR, and SSITWR accept wage reports on any day during the current reporting month, encourage wage reports during the first six days of the month to help prevent improper payments. For specific instructions on how to recruit wage reporters to use automated reporting methods, see SI 00820.144C.

Disclaimer language

1. myWR

To encourage submission of SSI and concurrent wage reports within the first six days of the reporting month, myWR displays informational messages in the wage-reporting path.

For example, individuals reporting May’s wages in June see the following message on the Wage Report Confirmation screen as they are submitting their report:

Please report your wages for June in the first six days of July to avoid incorrect payments.”

2. SSIMWR and SSITWR

If the reporter makes a successful wage report after the Goldberg Kelly (GK) systems cutoff date, SSIMWR or SSITWR present the following language:

Because we received the report after (Automated fill in of the current month and GK cutoff day), the wages you reported today might not be reflected in a future SSI payment. We will mail a notice if there are changes to the payment amount explaining these changes and your right to appeal.”

For more information on GK processing, see SI 02301.301.

E. Policy for “reported” wage amounts

To consider wages “reported,” a monthly wage report must meet several criteria.

Wages we cannot consider “reported” must be identified as “verified” or “alleged.”

Never consider wages earned by an ineligible child as “reported.”

1. Months we may identify wages as “reported”

Only identify total gross wage amounts for the current month or the month immediately preceding as “reported” wages.

Wage reports pertaining to any period more than one month prior to the current month must be identified as “verified” or “alleged.”

Consider wage amounts for the current month “reported” only if the recipient or deemor is not expected to receive any additional wages in the reporting month.

2. When no evidence is required for “reported” wages

No evidence is required to identify a monthly wage report as “reported.”

However, the reported wage amount must be equal to the total gross wages indicated on the individual’s pay stubs and meet all other criteria to be considered “reported.”

3. Methods for submitting “reported” wages and criteria for considering wages as “reported”

a. Wages derived from pay stubs

We consider a monthly wage amount derived from paystubs “reported” when it is:

  • derived from the gross wages indicated on the individual’s pay stubs for the month; and

  • submitted once the individual has received all wages for the reported month.

We consider a monthly wage report submitted when pay stubs are missing as a “reported” amount if the reporter:

  • can determine the total gross wages using year-to-date figures on other pay stubs; or

  • submits multiple pay stubs for the month and we obtain the gross wage amount for the missing pay stubs through subsequent contact with the individual (e.g., telephone contact).

b. Wages reported through myWR, SSIMWR, and SSITWR

We deem monthly wages to be “reported” when submitted for a prior month using automated wage reporting tools (e.g. myWR, SSIMWR, or SSITWR) on any day during the current reporting month.

c. Wages “reported” through telephone or field office (FO) contact

Monthly wages submitted in person or through telephone contact with the FO for the current or prior month are “reported” wages if we process the report before:

  • the GK cutoff date in the month the report is received; or

  • the recurring payment tape cutoff in the month the report is received (i.e., during the GK temporary period).

If a monthly wage report submitted during the GK temporary period results in an adverse action, issue an online GK notice to the recipient to consider the wage amount “reported.”

EXCEPTION: If the case is an exception to online GK notice issuance, do not consider the wage amount as “reported.”

For additional information related to online GK notices, see SI 02301.305.

F. Procedure for processing monthly wage reports

Process wage reports according to whether we identify the wages as “verified,” “reported,” or “alleged.”

Section 202 of the Social Security Protection Act of 2004 requires that we issue a receipt for all wage reports submitted by recipients or their representatives (including representative payees). Issue a receipt without regard to whether we identify the wage report as “verified,” “alleged,” or “reported.”

1. “Verified” wages

a. Processing the wage report

Use the Intranet-based SSIMWV system to input monthly wage amounts submitted with pay stubs.

If you cannot process the case using SSIMWV, input the wage amount in the “Verified Amount” column on the SSI claim system Wages page.

For cases outside the SSI claim system (i.e. non-MSSICS cases), transmit the EN field via SSA-1719(B) with a verification code of “9”.

To input an estimate of future wages, start with the month after the reported month.

Use one of the following methods to post an estimate:

  • SSIMWV - the system prompts the user for information to derive an estimate and posts the estimate to the “Alleged Amount” column on the Wages page.

  • SSI claim system/SSA-1719(B) - post an estimate of future wages, per instructions in SI 00820.150.

Process verified wage amounts submitted by a concurrent beneficiary by entering the eWork application for possible Title II development. eWork subsequently transfers you to SSIMWV to input the SSI monthly wage amount. For more information about using eWork to process wage reports, see DI 13010.020.

b. Receipt issuance

Issue a wage report receipt to the recipient or their representative payee when using SSIMWV. For in-person reports, generate a receipt immediately, and provide the receipt to the recipient or their representative payee. SSIMWV automatically prints and dates the receipt.

If you cannot process the wage report using SSIMWV, issue the receipt using either:

  • eWork; or

  • the Document Processing System (DPS) via the SSA-L724 (Work Report Receipt).

For additional information related to issuance of receipts for “verified” wage reports that you cannot process using SSIMWV, see DI 13010.020.

c. Documentation of a verified wage amount

Archive the SSIMWV receipt in ORS. The ORS-stored receipt serves as documentation of the pay stub evidence submitted by the reporter.

No separate action is necessary to document the report.

If SSIMWV does not issue a receipt, or the receipt is not stored in ORS, document the wage report using the procedures:

  • SI 00820.135 Wage Verification and Reported Wages Over $65 per Month; and

  • GN 00301.286 Electronic Evidence Documentation and Retention.

2. “Reported” wages

a. Processing a reported wage amount submitted via myWR, SSIMWR, and SSITWR

Wages reported using myWR, SSIMWR, or SSITWR automatically:

  • post to the “Reported Amount” column of the Wages page in the SSI claim system;

  • transmit to the SSR with a verification code of “0;”

  • generate an automated wage report receipt; and

  • generally require no additional actions.

b. Processing a monthly wage report received outside of myWR, SSIMWR, and SSITWR

When you receive a monthly wage amount directly from a reporter (i.e., via telephone contact, mail, or in person), you must:

  1. Verify whether you can process the monthly wage amount submitted as a “reported” wage by determining if the:

    • wage earner received the reported wages in the current month or the month immediately preceding it;

    • gross wage amount submitted is based on primary evidence of wages in the individual’s possession; and

    • wage report is submitted either before the GK cutoff, or during the temporary GK period in the month that we receive the report.

  2. If you can consider the gross wages as “reported”:

    • input the wages on the Wages page in the SSI claim system in the “Reported Amount” column;

    • post an estimate of future wages in the “Alleged Amount” column starting with the month after the reported month; and

    • send the transaction to the SSR.

For instructions on estimating future wages, see SI 00820.150.

IMPORTANT: You cannot transmit monthly wage amounts identified as a “reported” amount via SSA-1719(B) input. Therefore, you cannot transmit “reported” wages to the SSR for cases outside the SSI claim system (i.e. non-MSSICS). Never use SSIMWV to process amounts representing “reported” wages.

c. Receipt issuance

While myWR, SSIMWR, and SSITWR automatically generate receipts, wage reports made via contact with the FO generally require a manual receipt.

Take the following actions whenever a receipt is required but not automatically generated:

  • Issue a receipt to the SSI beneficiary or their representative payee using the notice titled, “Monthly Wage Reporting – Receipt” in DPS (SSA-L724).

  • Print the receipt locally, and store the receipt in ORS.

For more information on receipt issuance, see DI 13010.020.

d. Documentation of “reported” wage amounts

Separate action is not required to document a wage amount that we identify as “reported.”

The wage amount is indicated on the SSR with a “0” verification code.

The “0” verification code remains on the SSR unless a subsequent action is taken to verify the “reported” wage amounts.

3. “Alleged” wages

a. Processing “Alleged” wage reports

Process a monthly wage report not identified as “verified” or “reported” as follows:

  • Post the wages in the “Alleged Amount” column on the SSI claim system Wages page or to the SSR using an SSA-1719(B) input with a verification code of “1” in the EN field.

  • Input an estimate of future wages per instructions in SI 00820.150.

b. Receipt issuance

Issue the receipt for an alleged monthly wage amount using either:

  • eWork; or

  • DPS via the SSA-L724 (Work Report Receipt).

To issue receipts for alleged monthly wage amounts, see DI 13010.020C.

c. Documentation of alleged wage amounts

Documentation is not required for a monthly wage report identified as an allegation.

G. Procedure for over-reported wage alerts effective 6/28/2008

S7, J3, and J5 alerts detect situations where the SSR reflects more wages for a recipient, deemor, or essential person than are indicated by either the OCSE or the MEF.

These alerts ensure that individuals whose monthly wage reports are not subject to further verification are not erroneously underpaid SSI benefits due to an error in the reported wage amount.

Refer to development instructions:

  • SI 02310.063 State Wage Record Match (S7 Diary); and

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

H. Examples of SSI wage reports

Example 1 - Monthly wage amount meeting the criteria to be considered “reported”

Jane works at ABC Company and earns $250 bi-weekly. She receives her last paycheck for January on day 26 of the month. Jane computes her monthly gross wages for January as $500 and calls the FO on February 7 to report her wages.

The FO representative confirms that the monthly wage amount Jane submitted is based on information from her pay stubs recognizes the GK cutoff has not yet occurred, and opens a stand-alone post-eligibility event in the SSI claim system. The FO representative enters the $500 Jane earned in January in the “Reported Amount” column on the Wages page for ABC Company and the FO representative prints a “Monthly Wage Reporting – Receipt” from DPS and mails it to Jane.

Since the monthly wage amount Jane submitted meets the criteria to be considered a “reported” monthly wage amount, no documentation is necessary at the time of the report.

Example 2 - Monthly wage report determined to be an “alleged” wage amount

Jane (from example 1) computes her wages for January to be $500. However, she does not call the FO to report her wages until February 20. The FO representative recognizes that Jane’s monthly wage report is based on information from her pay stubs and corresponds to the month prior to the month of report. However, the FO representative cannot consider the wage amount “reported” since the recurring payment tape cutoff has passed.

The FO representative correctly enters the monthly wage report in the “Alleged Amount” column on the Wages page for ABC Company and issues a wage report receipt to Jane.

Example 3 - Combination of pay stubs and a “reported” wage amount

Tom works for the local school system and earns $200 per week. Every month he sends his pay stubs for the prior month into the local FO for processing via SSIMWV. The FO receives his pay stubs for March on April 5.

The FO representative examines the pay stubs and determines that Tom neglected to send in his pay stubs for the last two weeks of March. The FO representative contacts Tom by phone and asks him to provide his pay stub information for the missing pay stubs. Tom finds the missing pay stubs and tells the FO representative that he earned $200 each week. The FO representative uses the combination of the pay stubs Tom provided and his “reported” wage amount for the missing pay stubs to determine his gross monthly wages for March. Since the report is completed before the GK cutoff, the FO representative enters the wage amount in the “Reported Amount” column of the SSI claim system Wages page and sends Tom a receipt. Documentation is not required because the FO representative considers the monthly wage amount as “reported.”

Example 4 - Monthly wage report input using SSIMWV

Tom (from example 3) submits all of his pay stubs for March to the FO on April 5. The FO representative enters the pay stubs in SSIMWV and correctly identifies each of them as “verified.” The FO representative prints a receipt through SSIMWV and archives the receipt in ORS before transmitting the wage amount.

The wage report receipt that is stored in ORS serves as documentation of the wage evidence Tom submitted for March. No further action is necessary by the FO representative.

I. Summary of wage reporting methods

The following chart contains:

  • a summary of monthly wage reporting methods;

  • the date we must receive the reports; and

  • actions we must take to input the wages and issue a receipt.

Monthly Report Type

Reporting Timeframe

Which Month(s) Wages Can Be Reported

Necessary Action to Post Wages

Notices

SSR Coding

myWR

Preferably by day 6 of the month, but available on any day during the current reporting month.

For SSI and concurrent: wages for the month immediately preceding ONLY.

For SSDI: Wages up to 24 months in the past.

None

Automated receipt and GK notice.

“0”

SSITWR system

and

SSIMWR application

Preferably by day 6 of the month, but available on any day during the current reporting month.

Wages for the month immediately preceding ONLY.

None

Automated receipt and GK notice.

“0”

Pay stubs

No timeframe

Any month

Input wages using SSIMWV or the “Verified Amount” column on the Wages page in the SSI claim system.

SSIMWV generates receipt GK either automated or manual. If not using SSIMWV, manually issue the receipt.

“9”

Oral report

or

Written wage report faxed or mailed to the FO.

Before recurring tape cutoff each month.

Current month and the month immediately preceding.

Input wages to “Reported Amount” column on Wages page in the SSI claim system.

Employee must issue a manual receipt. Manual GK notice may be necessary depending on the case characteristics.

“0”

J. References

  • DI 13010.020 Work Reports and Receipts

  • DI 13010.605 The CDR Development Worksheet (CDRW) Screen

  • GN 00301.286 Electronic Evidence Documentation and Retention

  • QUERIES 003.005 Detail Earnings Query (DEQY)

  • QUERIES 003.015 National Directory New Hire, Wage & Unemployment Menu (NDNH)

  • QUERIES 005.004 EIF Access (AEQY)

  • SI 00820.130 Evidence of Wages or Termination of Wages

  • SI 00820.135 Wage Verification and Reported Wages Over $65 per Month

  • SI 00820.144 Monthly Wage Reporting for Recruiting Reporters

  • SI 00820.150 Estimating Future Wages

  • SI 02301.005 SSI Posteligibility - Recipient Reporting

  • SI 02301.301 Overview of Goldberg Kelly (GK) Processing

  • SI 02301.305 Online Goldberg Kelly (GK) Notices

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

  • SI 02310.063 State Wage Record Match (S7 Diary)


SI 00820 TN 65 - Earned Income - 06/04/2018