Identification Number:
DI 11020 TN 3
Intended Audience:See Transmittal Sheet
Originating Office:ORDP ODP
Title:Childhood Disability Benefit (CDB) Cases
Type:POMS Transmittals
Program:
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part DI – Disability Insurance
Chapter 110 – Initial Claims Processing
Subchapter 20 – Childhood Disability Benefit (CDB) Cases
Transmittal No. 3, 09/11/2020

Audience

PSC: CA, CS, DE, DEC, DTE, ICDS, IES, ISRA, RECONR, SCPS, TSA, TST;
OCO-OEIO: BET, CS, CTE, ERE, FCR, FDE, FDEC, RECONE, RECONR, RECOVR;
OCO-ODO: BET, BTE, CS, CST, CTE, CTE TE, DE, DEC, DS, PAS, PETE, PETL, RCOVTA, RECONE, RECOVR;
ODD-DDS: REF;
FO/TSC: CS, CS TII, CS TXVI, DRT, FR, OA, OS, RR, SR, TA, TE, TSC-SR;

Originating Component

ODP

Effective Date

07/29/2020

Background

This is a Quick Action Transmittal. These revisions do not change or introduce new policy or procedures.

Summary of Changes

DI 11020.025 Forms Used in Childhood Disability Benefit (CDB) Claims

We removed reference to FO application of collateral estoppel in DI 11020.025B for consistency with the revised collateral estoppel POMS. In addition, we removed POMS titles when context is given and updated POMS titles when no context is given throughout for usability.

DI 11020.055 Routing Paper Childhood Disability Benefit (CDB) Cases to a Disability Determination Services (DDS) or Program Center (PC)

We removed reference to FO application of collateral estoppel in DI 11020.055B for consistency with the revised collateral estoppel POMS. In addition, we removed POMS titles when context is given and updated POMS titles when no context is given throughout for usability.

DI 11020.060 Disability Determination Services (DDS) Jurisdiction and Routing

We removed reference to FO application of collateral estoppel in DI 11020.060D for consistency with the revised collateral estoppel POMS. In addition, we removed POMS titles when context is given and updated POMS titles when no context is given throughout for usability.

DI 11020.025 Forms Used in Childhood Disability Benefit (CDB) Claims

A. General

In addition to obtaining appropriate applications in disability cases, the Field Office (FO) is responsible for the completion of appropriate forms either on Electronic Disability Collect System (EDCS) (see DI 81010.020) or via eForm. These capture other essential information used by the FO, Disability Determination Services (DDS), and others, to develop Substantial Gainful Activity (SGA), medical evidence, and other aspects of the disability claim. This section provides a brief explanation of most developmental forms used in disability claims.

B. Forms Commonly Used

1. SSA-3368-BK (Disability Report-Adult)

Complete the SSA-3368-BK for all CDB cases either electronically via EDCS or on paper via eForm. If the case is an EDCS exclusion, see DI 81010.030.

Complete an SSA-3368-BK without an application form if:

  1. a. 

    A child was entitled to child’s benefits

    • for the month before he or she attained age 18; or

    • for the month before he or she attained age 19 + 2 months, if still in high school;

      AND

  2. b. 

    The child is reapplying for CDB benefits within four years of the termination and alleges disability since prior to termination.

Reference:

RS 00203.080B.3. Childhood Disability Benefits

2. SSA-3367 (Disability Report – Field Office (FO))

Complete an EDCS 3367 (or a paper SSA-3367 in exclusion claims) in all disability claims. The FO is responsible for sending a complete and accurate EDCS 3367 to the DDS.

For completion of the form, see:

  • DI 11005.045 Completing the SSA-3367 (Disability Report-Field Office); and

  • DI 81010.030 Certified Electronic Folder (CEF) Exclusions and Limitations.

NOTE: For multiple or concurrent EDCS exclusion claims in which different SSNs are involved, only fill out page 1 of the SSA-3367 for the second claim.

3. SSA-827 (Authorization to Disclose Information to the Social Security Administration (SSA))

Obtain one signed and dated SSA-827. For information on completing the SSA-827, see DI 11005.055.

4. SSA-820 (Work Activity Report-Self Employed Person) and SSA-821-BK (Work Activity Report-Employee)

Complete the applicable form in the following situations:

  • There is evidence of work after the date the claimant alleges his or her work stopped because of an impairment; or

  • The file indicates that a CDB claimant performed SGA at any time (unless the claim is for re-entitlement to CDB and work activity precedes the alleged onset date).

For completion of the forms, see:

  • DI 10505.035 Documenting Employment Cases Using the SSA-821-BK (Work Activity Report - Employee) and the SSA-823 (Report of SGA Determination - For SSA Use Only); and

  • DI 10510.025 Documenting Self-Employment Cases Using the SSA-820-BK (Work Activity Report - Self-Employment) and the SSA-823 (Report of SGA Determination - For SSA Use Only).

    NOTE: If the forms are taken with claims at the initial level, signature proxy applies to the SSA-820/821.

For policy and procedures for the use of signature proxy for SSA-820/821 reports, see:

C. Subsequent Claims

When a subsequent claim is filed, update the medical information by completing SSA-3368-BK and SSA-3367. If work is involved, complete an SSA-821/SSA-820 before transferring the claim to the DDS. If the subsequent claim is being entered into EDCS and the prior claim is a closed electronic folder, some data may be propagated from the prior claim (see DI 81010.035C).

NOTE: Complete the SSA-3369-BK in special situations as explained in DI 11005.025.

DI 11020.055 Routing Paper Childhood Disability Benefit (CDB) Cases to a Disability Determination Services (DDS) or Program Center (PC)

If the claim is an exclusion to the Electronic Disability Collect System (EDCS), create a paper Modular Disability Folder (MDF). For more information regarding EDCS exclusions, see DI 81010.030.

A. Preparing an official paper folder for CDB cases

Field Offices (FOs) must transmit CDB cases in folders in accordance with the following guides.

For claims entered into the EDCS, see

  • DI 81010.020B - Creating Electronic Disability Collect System (EDCS) Cases; and

  • DI 81010.085 - Transferring Cases in Electronic Disability Collect System (EDCS).

1. Number Holder (NH) filing for Retirement Insurance Benefits (RIB) with one disabled child

In cases in which there is one disabled child listed on the NH’s RIB application, process the NH’s RIB claim and prepare the CDB folder as follows:

  • NH Social Security Number (SSN)

    Enter the NH's SSN on the face of the folder tab.

  • Child's name

    Print the child's surname and first initial on the reverse of the folder tab, with the surname first.

2. NH filing for RIB with two or more disabled children

If a NH filing for RIB lists two or more disabled children and all material is being sent simultaneously to the same office, prepare a separate folder for each CDB claimant per DI 11020.055A. in this section. Staple the back flap of one CDB folder to the front flap of the second CDB folder, and so on.

Alert the DDS if multiple CDB claims are involved and all of the claims have a CEF. Annotate the Transfer remarks on the Title II/Title XVI Information page with the following: “Additional CDB claim associated with this SSN. BOAN of additional CDB = XXX-XX-XXXX.”

3. NH filing for Disability Insurance Benefits (DIB) and disabled children are listed on the application

If the NH is filing for DIB and lists a disabled child on the application, prepare and transmit the NH’s DIB claim to the DDS in accordance with DI 70005.001. As entitlement for CDB benefits depends on the NH’s entitlement to DIB, take no action on the CDB claim until a determination is made on the NH’s DIB claim.

If the NH is approved, complete the CDB development and prepare a paper folder, if needed per DI 11020.055A. and DI 11020.055B. in this section.

Do not transmit the CDB claim before the DIB claim unless the NH is also claiming RIB. In DIB cases in which there is also a CDB application for one or more children based on the DIB claimant's E/R, prepare one folder for the CDB application and a separate folder for the DIB application. Prepare the DIB folder in accordance with DI 70005.001, and the CDB folder(s) in accordance with DI 11020.055A and DI 11020.055B. in this section.

NOTE: If the NH is filing for RIB and DIB and lists a disabled child/children on the application, see DI 11010.085 for instructions regarding the CDB application for the listed child/children. If both claims are sent simultaneously to the same office, staple the back flap of the DIB folder to the front flap of the CDB folder(s).

If CEFs are involved, annotate the Transfer remarks on the Title II/Title XVI Information page to alert the DDS.

4. Two SSNs involved in filing for CDB and own DIB

If an individual files a CDB application on a parent's or grandparent's SSN and a DIB application on his or her own SSN, transmit the claims material in separate folders, but ship the folders together. Prepare the DIB folder in accordance with DI 70005.001 and the CDB folder in accordance with DI 11020.055A. in this section. In transmitting a combined CDB-DIB case, staple the back flap of the DIB folder to the front flap of the CDB folder.

B. Preparing and requesting paper folders for CDB claims

For instructions on folder assembly, see

  • DI 70005.005 Overview of the Paper Modular Disability Folder (MDF); and

  • DI 70010.001 Paper Modular Disability Folder (MDF) - Field Office (FO) Procedures.

If the current claim is a duplicate claim, do not prepare a new folder. Use a route slip when transmitting the material to the Processing Center (PC).

If the claimant is currently entitled to disability benefits, prepare a folder and send the claim to the DDS for adoption or a new determination. For FO procedures on potential collateral estoppel claims, see DI 11011.001C.

C. Transmitting a paper disability folder to the DDS when one individual is claiming CDB and DIB involving two SSNs

When an individual files for CDB on the SSN of his or her parent and for DIB on his or her own SSN, prepare separate folders and SSA-831 for each claim if at least one claim is an Electronic Data Collect System (EDCS) exclusion/limitation per DI 81010.030. Staple the folders together if you transfer them to DDS simultaneously. If nonmedical development will delay one case, send the other case to DDS immediately, if appropriate. Include a Report of Contact in each folder regarding the development status of the other.

D. Transmitting paper disability folders to DDS for a CDB claim filed on a grandparent’s earnings record (E/R) if parents file forms SSA-16

Prepare separate folders and SSA-831 for each claim. Staple the folders together if you transfer them to the same DDS simultaneously. For situations where the claims are to be directed to different DDS’s see DI 11010.255. When nonmedical development will delay one case, release the other case(s) immediately to the DDS if a medical determination is needed. Include an SSA-5002 Report of Contact in each folder regarding the development status of the other.

DI 11020.060 Disability Determination Services (DDS) Jurisdiction and Routing

To determine whether to send a case to a DDS for a determination, follow guidelines in DI 11010.255.

To determine which DDS should receive the case, see DI 11010.255.

For electronic disability routing and transfer, see DI 81010.085.

NOTE: The GLPSC-Disability Processing Branch (DPB) – location code V32 has jurisdiction of Title II disability determinations in career railroad and surviving dependent railroad annuitant claims (see DI 11050.005C).

A. Childhood Disability Benefit (CDB) claim for a child whose alleged onset date (AOD) is before age 22

If the child's AOD is before age 22, or the child's impairment is of a nontraumatic origin with the AOD before age 23, send the case to the DDS.

B. A disability determination is necessary for a child age 15 1/2 to age 18 to entitle a mother or father

Complete claims in the Modernized Claims System (MCS) and EDCS as for any initial claim and then transfer to the DDS.

If a disability determination is necessary for a child age 15 1/2 to age 18 under the provisions of P.L. 97-35, the Omnibus Budget Reconciliation Act of 1981, prepare a folder (if appropriate) for the disability material on the child and forward the case to the DDS of the State in which the child resides, unless otherwise excluded by procedures in this subchapter (see RS 00202.095 and RS 01310.001).

If the claim is an EDCS exclusion or limitation, create a paper Modular Disability Folder (MDF) per DI 81010.030.

C. Disability determination for CDB to enable a survivor to collect the Lump Sum Death Payment (LSDP)

If a CDB disability determination is necessary under the 1981 Amendments to establish eligibility to a disability benefit only so the survivor can collect the LSDP, forward the case to the DDS of the State in which the CDB claimant resides unless otherwise excluded by procedures in this subchapter.

D. Title II CDB claim filed by a Supplemental Security Income (SSI) disability recipient

If the claimant is currently entitled to benefits, see DI 11011.001 and DI 20101.001.

E. Claimant moved out of the State

If the claimant moves out of the State of jurisdiction, see DI 11010.255.

If the FO learns of the move first, notify DDS using the Update After Transfer Utility (UAT) in Electronic Disability Collect System (EDCS) per DI 81010.095. To transfer EDCS, see DI 81010.085.

F. Child receiving (or applying for) student or auxiliary benefits is over age 18 and alleges disability

Separate the material for the award of auxiliary or student benefits, and forward disability-related material to the appropriate DDS. Annotate both sets of claims material regarding the whereabouts of the other material.

G. Disabled child over age 18 and other individuals are eligible for benefits

Separate the award for benefits for other individuals, the application, and supporting material, and send this material to the appropriate PC (see GN 01020.250). Send the disability material for the child applying for CDB to the appropriate DDS. Annotate both sets of claims material regarding the whereabouts of the other material.


DI 11020 TN 3 - Childhood Disability Benefit (CDB) Cases - 7/29/2020