Identification Number:
GN 00302 TN 28
Intended Audience:See Transmittal Sheet
Originating Office:ORDP OISP
Title:Proof of Age
Type:POMS Transmittals
Program:All Programs
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part GN – General
Chapter 003 – Evidence
Subchapter 02 – Proof of Age
Transmittal No. 28, 08/04/2020

Audience

PSC: CA, CS, ICDS, IES, ISRA, RECONR, SCPS, TSA, TST;
OCO-OEIO: BET, CAQCR, CC, CR, CTE, FCR, RECONR;
OCO-ODO: BET, CR, CST, CTE, CTE TE, DEC, PETE, PETL;
FO/TSC: CS, CS TII, CS TXVI, CSR, CTE, DRT, FR, OA, OS, RR, TA, TSC-CSR;

Originating Component

OISP

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

GN 00302.010 Evidence of Established Age in SSA Records

Subsection B

  • In support of Information Technology Modernization (IT Mod), the Numerical Identification "NUMIDENT" query was replaced with a new web-based query on October 20, 2018. This transmittal updates references to the NUMIDENT query with plain language descriptors, specifically adding the plain language descriptor for the proof type "P" and the proof code "B."

Subsection C

  • In support of Information Technology Modernization (IT Mod), the Numerical Identification "NUMIDENT" query was replaced with a new web-based query on October 20, 2018. This transmittal updates references to the NUMIDENT query with plain language descriptors, specifically adding the plain language descriptor for the proof codes "A, C, E, F and Q."

GN 00302.011 DB Proof Code to Use in Current Claim

Subsection B

  • In support of Information Technology Modernization (IT Mod), the Numerical Identification "NUMIDENT" query was replaced with a new web-based query on October 20, 2018. This transmittal updates references to the NUMIDENT query with plain language descriptors, specifically adding the plain language descriptor for the DB proof codes "B, C, F, P, and Q."

  • Updated the hyperlink for the explanation of proof of age codes from MSOM MCS 005.009 to MS 03505.009.

Subsection C

  • Changed the lowercase wording of the Numerical Identification (Numident)" query to uppercase wording, "NUMIDENT,"

Subsection D

  • In support of Information Technology Modernization (IT Mod), the Numerical Identification "NUMIDENT" query was replaced with a new web-based query on October 20, 2018. This transmittal updates references to the NUMIDENT query with plain language descriptors, specifically adding the plain language descriptor for the proof of age code "E."

GN 00302.010 Evidence of Established Age in SSA Records

A. Introduction

In some cases, an individual will already have established his/her DB with SSA. The following sections describe how these situations may be identified, and what actions adjudicators should take.

B. Policy

Claimants who have previously established their age in connection with a claim for benefits with SSA or an SSN application (“P” (Pre-age 5 State, Local, or Foreign Public Birth Certificate) or “B” (preferred proof) code on the NUMIDENT) will not be required to resubmit evidence of age if they later refile, unless the adjudicator has reason to question the accuracy of the proven age.

C. Procedure — Established DB Indicators

Refer to the entries shown below to determine whether a claimant's DB has previously been established for SSA purposes. Follow this chart for needed development relating to these entries. (See GN 00302.011 for the proof code to show on the current claim.)

NOTE: The general requirement that the SSA record be established at least 5 years prior to the current filing date does not apply to the records shown below.

Record Indicator Comments Further Development Requirements

MBR or microfiche or MCS screens

“P”, “B”, “C” (convincing proof), or “Q” (age established, but no other code applies) (Whether claim awarded or disallowed)

Codes are printed immediately after the DB.

None

 

“F” (age already proven on SSA records)

  • Prior claim had a post-1977 month of entitlement (MOET)
     
    NOTE: “F” signifies that the DB was previously established for SSA purposes.

None

   
  • Prior claim had a pre-1978 MOET
     
    NOTE: Because of a systems problem, an unknown number of claims with a pre-1978 MOET were erroneously coded “F.”
     

Treat such DBs as being established only if the prior benefit was one for which age was an immediate factor of entitlement. (See GN 00302.001.)

If age was not an immediate factor of entitlement for the prior benefit, request pre-1978 entitled claimants to resubmit evidence of age; otherwise, the information must be requested from the prior folder.

 

No code - Claimant is/was entitled to benefits for which age is a factor of entitlement.

Includes BICs such as “A” “B,” or “D” for claims filed before 1977.

None

 

No code or “A” (alleged but not proven, or age not a factor of eligibility)- Claimant was entitled to DIB — attained full retirement age (FRA).

DI beneficiaries are automatically converted to Retirement Insurance Benefits (RIB) at FRA and the DB is considered to be established as of the date of the conversion from DIB to RIB.
 
Show the DB for a claim filed subsequent to the DIB/RIB as previously established (code F) unless there is a discrepancy in the age allegation or the RIB claim is not active. When an age issue appears on the DW01 or DW02 screen, annotate that the MBR was the source of the DB.

If the claimant questions the established DB, and presents evidence showing the MBR DB is incorrect, follow the rules of administrative finality to determine whether corrective action can be taken on the DB in the RIB record. (See GN 04030.010.)
 
Even if correcting the DB on the RIB claim is precluded, the corrected DB must be established for a claimant awarded benefits subsequently as an auxiliary or survivor. (See
GN 04030.010.)

 

Claim was previously disallowed and the claimant's DB was established.

No additional evidence of age is needed.

None

NUMIDENT

“P” or “B”

Codes are annotated to the NUMIDENT when the SSN applicant submits a birth record established before age 5.

Question the “P” or “B” code if shown with a foreign place of birth.

SSR

“B” or “C”

Codes are printed immediately after the DB

None

 

“F”

See prior entry for “MBR or microfiche or MCS screen.”

See prior entry for “MBR or microfiche or MCS screens.”

Record Indicator Comments Further Development Requirements
 

“E” (proof for birth date but type is unknown) or “No Code”

  • Currently receiving payments as an aged individual or a blind or disabled child or claimant was entitled to payments as an aged individual or a blind or disabled child but terminated for a reason other than age.

None

   
  • Currently receiving payments as a blind or disabled individual or previously received payments as a blind or disabled individual. This includes a blind or disabled individual who attains age 65.

Full development required.

 

D. Procedure — Discrepant Conditions

Develop further for the correct DB when discrepant conditions exist.

NOTE: Whether the previous award can be corrected depends on the rules of administrative finality. (See GN 04030.010.)

1. Claimant Disavows DB

In any of the situations listed in C. above, if the claimant disavows the previously established DB and presents a valid birth certificate (BC) or religious record established before age 5 which shows the SSA record of the DB to be incorrect, use the correct DB for the current award.

2. Claimant Disavows DB But No BC or Religious Record

Follow GN 00302.165 - GN 00302.180 to resolve the resulting material discrepancy when the following factors are present:

  • There is no BC or religious record available, and

  • The DB on the SSA record is coded “B,” and

  • The DB given by the claimant is materially different from that on the SSA record (indicating that the “B” was erroneously entered).

NOTE: This may also involve obtaining information from the claimant's prior folder to see if a public or religious record of birth was indeed submitted earlier.

3. Other Proof Code Suspect

If another proof code is shown with a DB which, in the adjudicator's opinion, is suspect based on the evidence now in file, develop to resolve the discrepancy per GN 00302.165 - GN 00302.180.

GN 00302.011 DB Proof Code to Use in Current Claim

A. Introduction

When the DB has been established for SSA purposes in a prior claim, specific proof of age codes must be used in connection with the current claim.

The correct code to use depends on the code shown on the SSA record.

B. List of Codes Based on MBR

The following list shows codes on the MBR which are used to determine the correct proof of age code to use in a current claim. See MS 03505.009 for an explanation of the codes.

DB Code on MBR Code For Current Claim
“B” (preferred proof) “B”
“C” (convincing proof) “C”
“P” (Pre-age 5 State, Local, or Foreign Public Birth Certificate) “F”
“Q” (Age established, but no other code applies) “Q” - code for title II claims
“F” - code for title XVI claims
“F” (Age already proven on SSA records) “F”
No code—type of benefit required age be established “F”

C. List of Codes Based on NUMIDENT

The following list shows codes on the NUMIDENT which are used to determine the correct proof of age code to use in a current claim. See RM 10235.005 for an explanation of the codes.

IDN Code on NUMIDENT Code For Current Claim
“B” “B”
“P” “B”
Any Other Codes Full development required.

D. List of Codes Based on SSR

The following list shows codes on the SSR which are used to determine the correct proof of age code to use in a current claim. (See SM 01601.475C. for an explanation of the codes.)

DB Code on SSR Code For Current Claim

“B”

“B”

“C”

“C”

“Q”

Request claimant to resubmit evidence of age; full development required.

“F”

“F”

“E” (proof for birth date but type is unknown) or “No Code”

  • If an individual is currently receiving payments as an aged individual or a blind or disabled child or if an individual was entitled to payments as an aged individual or a blind or disabled child but terminated for a reason other than age, show “F” for current claim.

  • If an individual is currently receiving payments as a blind or disabled individual or previously received payments as a blind or disabled individual or is a blind or disabled individual who attains age 65, obtain proof of age for the current claim.


GN 00302 TN 28 - Proof of Age - 8/04/2020