Retention Date: 01/27/2023
This EM replaces a prior version issued on June 25, 2021. This revision adds additional instructions for completing post entitlement actions in Section E. In addition, minor edits were made in Sections B and D.
Section B: Minor edits made to second sentence.
Section D: Retitled Initial Claims Processing Instructions.
|Intended Audience:||All RCs/ARCs/ADs/FOs/WSUs/PSCs/OCO|
|Originating Office:||DCO OPSOS|
|Title:||Claim instructions for Citizenship (CLCZ) edits|
|Type:||EM - Emergency Messages|
|Program:||Title II (RSI)|
|Link To Reference:||See References at the end of this EM|
The purpose of this EM is to provide Field Offices (FO), Workload Support Units (WSU) and Processing Centers (PC) instructions on how to resolve citizenship edits on the CLCZ screen when taking a Title II (T2) claim and when initiating a post entitlement action.
Beginning June 27, 2021, the citizenship data for T2 claims that is collected on the Modernized Claims System (MCS) CLCZ screen will be stored and maintained in the Person Information (PI) application instead of T2 Shared. This change supports the migration of the claims process from MCS to the Consolidated Claims Experience (CCE) application and allows for improved documentation of the evidence provided for citizenship across all titles.
PI, also referred to as PERSON, is a web-based application that is now the primary storage application for the number holder’s person-centric information. PI is already fully integrated with SSI claims processing in CCE and the electronic Representative Payee System (eRPS) and is incorporated into SSA’s modernization plan for all future applications requiring this information.
C. General Instructions
At the present time, PI can be accessed via iMain for query purposes. Technicians can refer to the Person Information User Guide for technical questions, and the Office of Learning Person Information VOD for a review of the screens.
Instructions specific to the movement of citizenship data can be found in MSS21-054 OTH REV 2 effective 05/11/2021.
The CLCZ screen in MCS will continue to display the following five edits when citizenship data exists and with conflicts or missing information (MS 00705.004.A and MS 00705.010
NOTE: The new release added additional language to existing edits with instructions for making corrections.
· INVALID START DATE – EQUAL TO DATE IN PRIOR OCCURRENCE–FIX VIA PERSON APP
· INVALID DATE - START DATE WITHIN PRIOR PERIOD– FIX VIA PERSON APP
· PRIOR PERIOD MUST BE CLOSED PRIOR TO ESTABLISHING NEW PERIOD– FIX VIA PERSON APP
· STOP DATE NEEDED – LATER PERIOD OF CITIZENSHIP– FIX VIA PERSON APP
· INVALID DATE – STOP DATE WITHIN PRIOR PERIOD– FIX VIA PERSON APP
D. Initial Claim Processing Instructions
E. Post Entitlement (PE) Processing Instructions
1. When one of the edits above is displayed on the CLCZ screen in MCS, you must resolve the discrepancy by following the steps below:
2. After correcting the discrepancies in PI and the NUMIDENT when applicable, return to the MCS to complete the claim. If you are unable to resolve the discrepancy, consult your local technical staff for guidance.
NOTE: It is critically important to review all records to determine which occurrence of citizenship data is correct and take the proper action, as the data is the basis for entitlement or eligibility on an active SSR or MBR. Make selections based on highest probative value (GN 00303.300 Establishing U.S. Citizenship for All SSA Programs) and source of data.
a. Exit the MCS claims path by using the PF3 command.
b. Review the NUMIDENT data and if the citizenship data of the new claim conflicts with the citizenship data on the NUMIDENT, follow current SSNAP procedures to update the NUMIDENT as both records should reflect the same information.
c. Select Person Information from iMain, enter the claimant’s SSN, and select the Edit button under the Citizenship Information heading.
d. Determine the correct action to take based on the language of the edit.
e. Document the claim associated with the conflicting citizenship data with:
f. Update the citizenship data in PI. Refer to the Person Information User Guide or MS 08401.007 Person Information Citizenship Information Details for instructions on how to edit information.
i. The alert that required the change,
ii. The data that was revised,
iii. The current claim that includes the new citizenship data, and
iv. The evidence used to resolve the alert.
g. Select “Accept” and return to the PI home screen.
Direct all program-related and technical questions to your Regional Office (RO) support staff using vHelp or Processing Center (PC) Operations Analysis (OA) staff. RO support staff or PC OA staff may refer questions, concerns or problems to their Central Office contacts
GN 00303.300 Establishing U.S. Citizenship for All SSA Programs
1. When initiating a post entitlement action that requires an update to the CLCZ screen, you must take the following steps listed below:
a. Update the citizenship data in PI. Refer to the Person Information User Guide or MS 08401.007 Person Information Citizenship Information Details for instructions on how to edit information.
b. Select “Accept” and return to the PI home screen.
c. Input a MACADE or POS action to update the CLCZ screen. The MACADE or POS input will pull the information from your PI update to the MBR.
NOTE: Always update the citizenship data first using PI if taking a PE action to update the CLCZ screens.
MS 00705.004 Screen Alerts and Edit Messages
MS 00705.010 Citizenship (U.S. And/Or Foreign) (CLCZ)
MS 08401.004 Person Information on Record for with Discrepancies
MS 08401.007 Person Information Citizenship Information Details
MSS21-054 OTH Citizenship (CLCZ) Storage Move form Title II Shared (T2Shared) to Person Information (PI)
Person Information User Guide- User Guide
Person Information VOD- Office of Learning instructional material
EM-21045 REV - Claim instructions for Citizenship (CLCZ) edits - 07/27/2022