Identification Number:
NL 00703 TN 79
Intended Audience:See Transmittal Sheet
Originating Office:ORDP OISP
Title:Exhibit and Dictated Letters
Type:POMS Transmittals
Program:Disability
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part NL – Notices, Letters and Paragraphs
Chapter 007 – Letters and Paragraphs for Title II, Title XVI, and Title XVIII
Subchapter 03 – Exhibit and Dictated Letters
Transmittal No. 79, 06/08/2020

Audience

PSC: BA, CA, CCRE, CS, DS, ICDS, IES, ILPDS, IPDS, ISRA, NPR, PETE, RECONR, SCPS, TSA, TST;
OCO-OEIO: BET, BIES, BTE, CC, CDT, CR, CTE, EIE, ERE, FDE, PETL, RECONR, RECOVR;
OCO-ODO: BET, BTE, CCE, CR, CST, CT, CTE, CTE TE, DE, DEC, DS, DSE, PAS, PETE, PETL, RCOVTA, RECONE, RECOVR;
FO/TSC: CS, CS TII, CS TXVI, CSR, DRT, FR, OA, OS, RR, TA, TSC-CSR;

Originating Component

OISP

Effective Date

Upon Receipt

Background

 

The PC Automation Initiative works to reduce the amount of language that technicians dictate in notices. By standardizing frequently dictated language into an exhibit notice, there is a reduction in manual keying in preparing notices and writing errors.

Technicians frequently add dictated language to exhibit notice E3123, Advance Notice - Benefits Will Be Reduced (General), to explain to the wage earner the reason for the reduction of his or her benefit amount. This situation occurs mostly when the wage earner’s earnings record changes and causes his or her benefit amount to decrease.

Exhibit notice E4036 eliminates the need for technicians to dictate the reason for the reduction in benefits resulting from a primary insurance amount (PIA) change. Although there will always be instances where technicians will need to use dictated language, exhibit notice E4036 may reduce customer inquiries and pending workloads.

Summary of Changes

NL 00703.050 Advance Notice - Benefits Will Be Reduced (Primary Insurance Amount Reduced)

The purpose of this new POMS section is to provide Processing Center (PC) technicians with instructions on using the new exhibit notice E4036, Advanced Notice of Reduction in Benefits Because of Primary Insurance Amount (PIA) Change, which entered production on August 25, 2018. This incorporates the language of EM-18037 into the NL POMS.

NL 00703.050 Advance Notice - Benefits Will Be Reduced (Primary Insurance Amount Reduced)

A. Background

The PC Automation Initiative works to reduce the amount of language that technicians dictate in notices. By standardizing frequently dictated language into an exhibit notice, there is a reduction in manual keying in preparing notices and writing errors. Technicians frequently add dictated language to exhibit notice E3123, Advance Notice - Benefits Will Be Reduced (General), to explain to the wage earner the reason for the reduction of his or her benefit amount. This situation occurs mostly when the wage earner’s earnings record changes and causes his or her benefit amount to decrease. Exhibit notice E4036 eliminates the need for technicians to dictate the reason for the reduction in benefits resulting from a primary insurance amount (PIA) change. Although there will always be instances where technicians will need to use dictated language, exhibit notice E4036 may reduce customer inquiries and pending workloads.

 

B. Exhibit Letter

Required – E4036A

We plan to reduce (1) Social Security payments to (2) in (3) because (4) .

Fill-ins:

(1)

a. your

b. [Number holder’s name (possessive)]

(2) [amount]
(3) [month/year]
(4)

a. of a change to your earnings record

b. we removed earnings

c. we reduced earnings

d. your employer filed a corrected W-2 form

e. the Internal Revenue Service reported a change to your earnings

f. [null (optional dictated language)]

Optional – E4036B

The chart below shows the changes in (1) earnings record that caused us to decrease (2) benefit amount:

Fill-ins:

(1)

a. your

b. [Number holder’s name (possessive)]

(2)

a. your

b. his

c. her

Optional – E4036C

 Year New Earnings Amount Old Earnings Amount

Optional – E4036D

 (1)  (2)                 (3)

Fill-ins:

(1) [year]
(2) [new earnings amount]
(3) [old earnings amount]
(prompt for another earnings line)

Optional – E4036E

Due to this change, (1) new reduced benefit amounts before any deductions are:

Fill-ins:

(1)

a. your

b. his

c. her

Optional – E4036F

 Effective Date New Benefit Amount Old Benefit Amount

Optional – E4036G

 (1)           (2)                (3)

Fill-ins:

(1) [month/year (effective date)]
(2) [amount (new benefit amount)]
(3) [amount (old benefit amount)]
(prompt for another benefit amount line)

Required – E3123.1A

If You Disagree With The Decision

Please tell us within 101 days of the date of this letter if you disagree with the decision. You will also need to give us any proof you have to show that what we were told is wrong.

If you let us know within 101 days that you disagree with the decision, we will not reduce your checks. We will continue to pay you while we review your case to see if you are right. However, if you are wrong we will ask you to pay back any money you received that was not due.

If we do not hear from you within 101 days, we will reduce your checks. We will send you another letter at that time with more information about our action.

1For foreign beneficiaries, 30 days.

Required – CTDO or 3901D

If You Have Any Questions

3901C - Domestic

3901D – Foreign

For 3901C and 3901D text and fill-ins refer to NL 00703.005E.

C. PC Instructions

In the appropriate notice system, request exhibit notice E4036 and provide the applicable fill-ins to generate the notice.

Direct all program-related and technical questions to your Program Service Center (PSC) Operations Analysis (OA) staff. PSC OA staff may refer questions, concerns or problems to their Central Office contacts.

D. Reference

  • NL 00703.123 Advance Notice - Benefits Will Be Reduced (General)

 


NL 00703 TN 79 - Exhibit and Dictated Letters - 6/08/2020