PROGRAM OPERATIONS MANUAL SYSTEMPart GN – GeneralChapter 017 – Totalization BenefitsSubchapter 71 – OEIO, DIO, and FSP Processing Under the Agreement with SloveniaTransmittal No. BASIC, 10/07/2024
Audience
Originating Component
OCO
Effective Date
Upon Receipt
Background
On May 15, 2015, the United States and Slovenia entered into a Social Security Totalization Agreement. The agreement provides limited coordination between the social security systems of both countries to eliminate dual social security coverage and taxation. The agreement helps prevent the loss of benefit protection that can occur when workers divide careers between two countries. The agreement was effective November 1, 2018.
Summary of Changes
GN 01771.005 How the Division of International Operations (DIO) Modules Review Claims under the U.S. – Slovenia Totalization Agreement
This section gives the specific instruction for reviewing claims for benefits under the U.S.- Slovenia agreement.
GN 01771.010 How to Develop and Process Applications (Claims) Filed in the Federal Benefits Unit (FBU) in Rome, Italy under the U.S. - Slovenia Totalization Agreement
This section gives specific processing instructions when claims are filed in the Federal Benefits Unit (FBU) in Rome, Italy under the U.S.-Slovenia agreement.
GN 01771.012 How the Federal Benefits Unit (FBU) in Rome, Italy Processes and Develops Claims Filed with the Slovenian Liaison Agency
This section is about how the Federal Benefits Unit (FBU) processes and develops claims for those eligible for U.S. benefits
GN 01771.025 Slovenian Liaison Agency
This section provides information on the Slovenian liaison agency and using Totalization Data Collection Program (TDCP) under the Slovenia Totalization Agreement.
GN 01771.105 Slovenian Certified Coverage Record
This section is about the Slovenian certified coverage record (Form SI-US 2) and exhibit.
GN 01771.110 How to Credit Quarters of Coverage Based on the Slovenian Certified Coverage Record
This section gives instruction on how to assign and credit quarters of coverage from a Slovenian certified coverage record for U.S. benefits.
GN 01771.205 Preparing Claims Packages in the Division of International Operations (DIO) for Claims Filed Outside of Slovenia
This section is about the procedure in preparing claims packages when filing a claim outside of Slovenia.
GN 01771.210 Preparing Claims Packages in the Division of International Operations (DIO) for Claims Filed in Slovenia
This section is about the procedure in preparing claims packages when filing in Slovenia.
GN 01771.220 Completing the Form SSA e2960 USA/SI 3 (U.S. – Slovenia Agreement on Social Security Transmittal/Request/Certification)
This section is about how to complete claims and related material to the Slovenian liaison agency.
GN 01771.230 Controlling Requests Sent to the Slovenian Liaison Agency on Form SSA e2960 USA/SI 3 (U.S. - Slovenia Agreement on Social Security Transmittal/Request/Certification)
This section gives instructions on how to prepare a diary for information that the Slovenian liaison agency has requested.
GN 01771.235 Facts about the Slovenian Liaison Form SSA e2960 USA/SI 3 (U.S. – Slovenia Agreement on Social Security Transmittal/Request/Certification)
This section gives instruction on using Form SSA 2960 (SI/USA 3).
GN 01771.305 Life to Death Conversions – Slovenian Agreement
This section is about the conditions that must be met before a survivor can receive benefits.
GN 01771.310 The Slovenian Liaison Agency Requests for Medical Examinations
This section gives instruction on how to process the requests for medical examinations from the Slovenian liaison agency.
GN 01771.315 Slovenian Birth Registration Number
This section is about how Slovenia determines birth registration numbers.
GN 01771.320 Slovenian Medical Exam Reimbursement Form
This section gives instruction about the form.
GN 01771.325 Social Security Administration (SSA) Medical Reimbursement Form
This section gives instruction about the SSA form used to obtain reimbursement for medical expenses incurred between Slovenia and the U.S.
Follow these steps when reviewing claims under the U.S. - Slovenia Totalization Agreement:
Review the file for the required applications and evidence listed in GN 01770.205 through GN 01770.220;
Check the files for a U.S. totalization earnings record that can be sent to the Slovenian liaison agency Pension and Disability Insurance Institute of Slovenia. If one is not in the file, request an ICERS record following the instructions in MS 02101.001 and MS 02101.004 for inclusion in the claims package to the liaison agency;
Confirm all available medical evidence is included if the claim is for disability benefits; and
When all required material is in file, prepare a claims package for Slovenia according to the guidelines in GN 01771.205 through GN 01771.210 and send the claim package to:
GN 01702.001 through GN 01702.525 Development and Routing of Totalization Claims.
GN 01770.205 through GN 01770.220 Applications and Evidence for the Slovenia Agreement
MS 02101.001 Informational/Certified Earnings Record Systems- Overview
MS 02101.004 Informational/Certified Earnings Records – Totalization – (ICIC)
The Rome Federal Benefits Unit (FBU) takes claims from applicants residing in Slovenia who file for U.S. - Slovenia totalization benefits. The FBU follows the same general procedures and obtain the same applications and evidence as SSA field offices (FOs) when processing claims under the agreement but they cannot adjudicate claims. Photocopies of original documents must contain a reference to the number of pages of the original documents and have Slovenia authentication stamps on them. Copies must be made of all pages of working documents (blank pages included).
The following development and routing instructions apply to U.S. claims for U.S. benefits filed at the FBU in Rome under the U.S.- Slovenia agreement.
contact the applicant to obtain Form SSA-2490BK (Application for Benefits under a U.S. International Social Security Agreement) and any appropriate U.S. applications.
forward Form SSA e2960 USA-SI 3 (U.S. - Slovenia Agreement on Social Security Transmittal/Request/Certification) and Part I and II of Form SSA-2490BK to the liaison agency in Slovenia to request coverage record;
complete the appropriate MCS application screens including the Totalization (TOTL) Screen (see MS 03509.011) and SSA 2490 Screens (MS 03507.001); and
develop for any evidence needed to complete the application process.
complete the appropriate MCS application screens, the totalization (TOTL) Screen (see MS 03509.011);
complete Part 1 of Form-2490BK (Application for Benefits under a U.S. International Social Security Agreement) if the number holder's MBR is not already established with the Totalization agreement;
forward Form SSA e2960 USA-SI 3 (U.S. Slovenia Agreement on Social Security Transmittal/Request/Certification) to the liaison agency in Slovenia to request a coverage record; and
When all documentation and Slovenian foreign earnings record are received, forward the claim to DIO for processing.
Refer all inquiries for Slovenian benefits received in the Rome FBU to the Slovenian liaison agency Pension and Disability Insurance Institute of Slovenia. If an applicant contacts the FBU to file for Slovenian benefits, the FBU will send the Slovenian liaison agency the following:
Form SSA-e2960 USA/SI 3 (U.S.- Slovenia Agreement on Social Security Transmittal/Request/Certification) to certify the filing date for Slovenian benefits;
U.S. coverage record;
Supporting evidence for non-disability claims; and
Available medical evidence (if the claim is for disability benefits).
For Slovenian disability claims submitted in the United States, claimants must obtain medical evidence from U.S. health care providers and submit the evidence to the appropriate Slovenian authorities. If the Slovenian liaison agency needs additional information to process a claim for Slovenian benefits, including a U.S. certified earnings record, entitlement information or both, they will request the information directly from the Rome FBU using Form SSA e2960 USA/SI 3 (U.S.- Slovenia Agreement on Social Security Transmittal/Request/Certification).
GN 01702.001 through GN 01702.525 Development and Routing of Totalization Claims
MS 03509.011 Totalization (TOTL)
When an individual contacts the Slovenian liaison agency Pension and Disability Insurance Institute of Slovenia to file a claim for U.S. benefits, the liaison agency sends the following information to the Federal Benefits Unit (FBU) in Rome, Italy:
Form SSA e2960 USA/SI 3 (U.S.- Slovenia Agreement on Social Security Transmittal/Request/Certification) certifying the filing date for the claim;
Slovenian certified coverage record;
Supporting evidence of non-disability claims; and
This procedure explains how the Rome FBU processes referrals from the Slovenian liaison agency Pension and Disability Insurance Institute of Slovenia.
Upload all material in Evidence Portal annotating “already entitled to U.S. benefits”.
Follow the instructions in GN 01771.010B to process the claim.
The Slovenian liaison agency Pension and Disability Insurance Institute of Slovenia is the only Slovenian social insurance agency that SSA will use to communicate and process the claims under the U.S. - Slovenia Totalization Agreement.
When transmitting information to or requesting information from the Pension and Disability Insurance Institute of Slovenia, use the Totalization Data Collection Program (TDCP) Form pre-addressed to:
The Slovenian certified coverage record is the Form SI-USA 5 (Certificate of Insurance Periods). The SI-USA 5 is the only acceptable form for the certification of the Slovenian coverage record. Forward certified coverage records received in any other format to the Division of Training and Program Support (DTPS) for approval.
Use the Slovenian certified coverage record to assign foreign “F” quarters coverage to the U.S. coverage record.
There is no minimum amount of Slovenian coverage, which must be earned before the U.S. can use it.
SSA will credit one quarter of coverage in a calendar year for every 90 days of coverage certified for that year by the liaison agency.
SSA will credit all periods of coverage based on paid contributions.
SSA will not credit months of coverage under Slovenian laws that fall within a calendar quarter that SSA already credited as a U.S. quarter of coverage. For years after 1977, move the credited U.S. quarter of coverage in the quarter of the calendar year most favorable to the claimant.
SSA will also not credit more than four quarters of coverage for any calendar year, or consider periods of Slovenian coverage credited prior to 1937 (the earliest year that U.S. law permits crediting periods of coverage).
Follow these steps to assign Slovenian coverage:
If the claimant is filing for disability benefits, credit all possible foreign quarters of coverage to the U.S. record.
If the claimant is filing for retirement or survivor benefits, credit only the number of quarters required for insured status.
To determine the maximum possible number of foreign quarters (F) of coverage, divide the number of days in each insurance period by 90 (the number of days in a quarter). Consider any remainder to be one foreign quarter.
If there is a period of coverage that begins or ends in the same calendar quarter as another period of coverage, determine the number of “F” quarters for each period separately.
Assign foreign quarters as follows:
Assign “F” quarters for each creditable period shown on the Slovenian coverage certification record starting with the calendar quarter in which the period begins and continuing consecutively until all foreign quarters are assigned;
Do not assign a foreign quarter in a calendar quarter where a U.S. quarter is already assigned. When a U.S. quarter is assigned in the same period with a Slovenian period, do not give a foreign quarter for that period. Begin assigning foreign quarters again in the next available quarter.
For years prior to 1978, do not assign a foreign quarter in a calendar quarter where a U.S. quarter is already assigned. When a U.S. quarter is assigned in the same period with a Slovenian period, do not give a foreign quarter for that period. Begin assigning foreign quarters again in the next available quarter.
For the years after 1977, assign existing U.S. quarters using the flexible crediting provision to permit assigning the maximum number of foreign quarters (RS 00301.230).
Do not skip over a foreign quarter assigned based on another Slovenian period. If foreign quarters based on separate Slovenian periods fall with the same calendar quarter, cancel one of the overlapping foreign quarters.
Process the award (assuming all other entitlement factors are met) if the worker meets the minimum insured status requirements for U.S. totalization benefits after assigning Slovenian coverage.
If the worker does not meet the minimum insured status requirements based on combined coverage and the claim is for disability benefits or for survivor benefits, re-credit the foreign coverage. Follow step 5, except assign foreign quarters starting with the last available quarter of each period and continuing backwards consecutively until all foreign quarters are assigned.
If the worker does not meet the minimum insured status for U.S. totalization benefits after crediting coverage, deny the claim.
RS 00301.230 Assignment of Quarters of Coverage
Prepare initial claims packages to request a Slovenian certified coverage record and to inform the Slovenian liaison agency Pension and Disability Insurance Institute of Slovenia about claims for Slovenian benefits.
Prepare Form SSA e2960 USA/SI 3 (U.S. - Slovenian Agreement on Social Security Transmittal/Request/Certification) and forward to the Slovenian liaison agency Pension and Disability Insurance Institute of Slovenia if the Slovenian certified record is not in claims file.
Prepare a claims package that includes:
Form SSA e2960 USA/SI 3 (U.S. - Slovenia Agreement on Social Security Transmittal/Request/Certification) to request a Slovenian certified coverage record if needed. Use this form to certify the filing date for Slovenian benefits, to establish factors of entitlement, and to give U.S. benefits information;
U.S. totalization earnings record;
Medical evidence from SSA’s files, if the claim is for disability benefits; and,
Any other relevant evidence that Slovenia requires to take action on the claim.
GN 01770.205 through GN 01770.220 - Application and Evidence for Slovenian Agreement
Prepare a Form SSA e2960 USA/SI 3 (U.S. - Slovenia Agreement on Social Security Transmittal/Request/Certification) if a Slovenian certified coverage record is required and was not requested.
Prepare a Form SSA e2960 USA/SI 3 (U.S. - Slovenia Agreement on Social Security Transmittal/Request/Certification) to:
Request the Slovenian certified coverage record ; and
Send the liaison agency Pension and Disability Insurance Institute of Slovenia any information or documentation they may have requested.
The Division of International Operations (DIO) and the Rome, Italy Federal Benefits Unit (FBU) complete the Form SSA e2960 USA/SI 3 via the Totalization Data Collection Program (TDCP). Use the Form SSA e2960 USA/SI 3 to:
Transmit claims and related material to the Slovenian liaison agency Pension and Disability Insurance Institute of Slovenia;
Request information from the liaison agency; and
Respond to requests from the Slovenian liaison agency.
Use the following procedure to complete the items on the Form SSA e2960 USA/SI 3:
Item
Explanation
Date of Original field
Date automatically propagates
Date(s) of Follow-ups field
Follow-up date(s) automatically propagates.
To field
Select the appropriate foreign agency.
From field
Office/Office Code and Fax numbers (if provided) automatically propagate based on user’s profile.
Complete the following information about the claim on the Form SSA e2960 USA/SI 3:
Enter the first and last name(s) of the worker.
Enter the worker's name at birth if it has changed.
Check the appropriate sex of the worker.
Enter the Slovenian birth registration number, if the number appears on the application or on the Slovenian liaison form. If the claimant did not provide the Slovenian birth registration number, indicate UNKNOWN in the Remarks field and provide the following information about the claimant.
First name,
Surname,
Date of birth, and
Place of birth
Enter the worker’s U.S. SSN.
Enter claimant’s name.
Enter the claimant's name at birth if it has changed.
Enter claimant’s U.S. SSN if he or she is not the worker entered in item A on the form.
Enter the complete address and telephone number of the claimant.
On initial claims packages, indicate the type of claim for U.S. benefits and Slovenian benefits, both, in the appropriate columns.
Enter the filing date certified to the Slovenian liaison agency on all initial claims packages or in response to the agency’s request for the filing date.
Complete the certification of data part of the form only when transmitting a claim for Slovenian benefits in response to the liaison agency request for specific information. If the requested information is not available, indicate “unknown”. If our records do not verify the known requested information, enter the information but do not check the “Verified” block.
Enter the names of all claimants and, in survivor cases, the name of the deceased worker. Enter the date of birth (DOB) for all claimants and, for the deceased worker. Check the “Verified” block if SSA used the DOB to award U.S. benefits, or if the master beneficiary record (MBR) or Numident (NUMI) has a proof code for the DOB.
Enter the deceased worker’s date of death in survivor claims. Check the “Verified” block if SSA used the date of death to award U.S. benefits, or if the MBR or NUMI has a proof code for the date of death.
Enter the date of marriage if a spouse or surviving spouse is claiming benefits. Check the “Verified” block if SSA used the date of marriage to award U.S. benefits or if the MBR has a proof code for the date of the marriage.
Enter the date of divorce if a divorced spouse or widow(er) is claiming benefits. Check the “Verified” block if SSA used the date of marriage to award U.S. benefits or if the MBR has a proof code for the date of the divorce.
Enter the country of birth for the worker. Check the “Verified” block if SSA used the data to award U.S. benefits or if the MBR or NUMI has a proof code for the country of birth.
Enter the country of citizenship of the worker. Check the “Verified” block if SSA used the data to award U.S. benefits or if the MBR or NUMI has a proof code for the worker’s citizenship.
When sending an initial claims package or responding to an assistance request, check all appropriate blocks to indicate the type of material being sent to the liaison agency.
Check this block when including a U.S. earnings record.
Check the block when including Slovenian applications.
Check this block when including medical evidence that the claimant submitted or from SSA records.
Indicate the date of the liaison agency’s request if responding to a request.
If attaching material not covered by any block shown, briefly explain the attachment on the space provided for “Remarks”.
When requesting information under the Agreement, check “Yes.” If “No” is checked, attach a consent statement. Check at least one block to indicate the type of material SSA is requesting from the liaison agency:
Check this block to request the Slovenian certified coverage record.
Check this block to request medical evidence from the liaison agency
Check this block to follow up on an earlier request sent to the liaison agency. Show the date of the original request in the space provided.
If requesting information not covered by items in GN 01771.220B.3.a. through GN 01771.220B.3.c in this subsection, briefly explain the request in the space provided for “Remarks”.
For “Remarks”, follow these guidelines:
Add only necessary remarks and ensure they are clear and concise. Do not use technical jargon or abbreviations. Technicians must enter their name in the signature block.
Prepare a diary for information requested from the Slovenian liaison agency Pension and Disability Insurance Institute of Slovenia
Diary initial request for 60 days;
Diary follow-up requests for 15 days; and
Notify your Deputy Module Manager (DMM) or Module Manager (MM) if there is no response after 2 follow-ups.
The Slovenian liaison agency Pension and Disability Insurance Institute of Slovenia uses Form SSA e2960 USA/SI 3 to:
Transmit material to the Division of International Operations (DIO) or to the Rome, Italy Federal Benefits Unit (FBU);
Send information to DIO or to the Rome FBU; and
Request information from DIO.
The Slovenian liaison agency requires that the survivor files an application and meets certain conditions to receive survivor’s benefits when a worker dies. There is no automatic conversion process.
GN 01703.260 How to Process Life to Death Conversions
If the Slovenian liaison agency Pension and Disability Insurance Institute of Slovenia requests a medical examination for a U.S. resident, the Social Security Administration (SSA) will schedule the examination and send the results to the liaison agency. The liaison agency requests medical examinations using the Form SSA e2960 USA/SI 3 (U.S. Slovenia Agreement on Social Security Transmittal/Request/Certification).
To obtain medical examinations for the liaison agency, use the following process:
SSA will schedule an examination, or forward “pertinent medical evidence” from SSA records to the liaison agency. Pertinent medical evidence is medical evidence that SSA obtained in connection with a continuing disability review or a disability claim filed or adjudicated within a year of the date for which the liaison agency has specifically requested medical evidence. SSA’s records include a paper claims folder and electronic files.
SSA requests reimbursements for the cost of medical examinations obtained for the liaison agency using Form SSA 1278 USA/SI 9 (Request for Payments of Reimbursable Expenses under U.S. - Slovenia Agreement on Social Security). SSA will complete the form, scan it into electronic file and send a copy to:
Address:
NOTE:
Form 1278 USA/SI 9 can be printed from the SSA Totalization Forms section of the Division of International Operation's "Totalization Resource Kit".
Slovenia introduced the Unique Master Citizen Number on January 8, 1977 and applied to all citizens born before then and alive at the time. The Unique Master Citizen Number is a standard identification number, assigned by the Ministry of the Interior.
The Unique Master Citizen Number consist of 13 digits as follows:
DDMMYYYRRSSSX
DD - day of birth
MM - month of birth
YYY - year of birth, last three digits
RR - a constant value 50
SSS- serial number combination of sex and serial number for persons born on the same day (000-499 for men and 500-999 for women)
X - checksum of first 12
The Slovenian liaison agency will use the SSA e2960 USA/SI 3 (U.S. - Slovenia Agreement on Social Security Transmittal/Request/Certification Form) for reimbursement of medical expenses regarding requests for exams.
SSA uses the Form SSA 1278 USA/SI 9 (Request for Payments of Reimbursable Expenses under U.S. - Slovenia Agreement on Social Security) for reimbursement of medical expenses regarding requests for exams. The Form SSA 1278 USA/SI 9 is located on the Division of International Operations website. Mail the form to: