Identification Number:
NL 00901 TN 18
Intended Audience:See Transmittal Sheet
Originating Office:DCO OCO OEIO DTPS
Title:OEO Notices and Letters
Type:POMS Transmittals
Program:All Programs
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part NL – Notices, Letters and Paragraphs
Chapter 009 – OEO Notices, Letters, and Paragraphs
Subchapter 01 – OEO Notices and Letters
Transmittal No. 18, 10/08/2021

Audience

OEO: BSB ERT, BSB System Operator, DBS;

Originating Component

OCO

Effective Date

Upon Receipt

Background

The section is being unarchived to update the language within Section B notices.

 

Summary of Changes

NL 00901.140 Model Letters to Number Holders

Updates will be made to each notice to remove obsolete notices and information.

ML200 - replace with no longer provide Letter Forwarding services.

ML201 & ML 202- obsolete

ML400 - ML415, sample notice - update the language and remove obsolete entries.

ML414 - obsolete

NL 00901.140 Model Letters to Number Holders

A. Procedure

Prepare and release the following model letters to number holders to:

  • resolve discrepancies on an earnings record,

  • request the completion of a form, and

  • provide information from an earnings record.

B. Exhibit

1. ML200 - Letter Forwarding Requests

Beginning May 19, 2014, Social Security no longer offers any letter forwarding services. With the rapid expansion of widespread access to the Internet and social media websites, the public can now take advantage of these services to locate individuals without our assistance. We apologize for any inconvenience this may cause you, but hope you take advantage of the services that are now available to you.

2. ML 400 Request For Evidence (Regular Wages And Self-employment Income)

We are writing because you asked us about your (1) for (2). You can help us correct your earnings record by providing us with the following proof of your earnings:

Best Types of Proof of Earnings

(Use ERN029 below for wages)

The best types of proof of earnings that will help us correct your earnings record are either:

  • A copy of your Form W-2 (except copy A) for the year (or years) you believe are wrong. A photocopy is acceptable.

  • A signed statement from your employer or the person who keeps your employer’s records. We need the original statement, or

  • Complete the enclosed Form SSA-7008, Request for Corrections Earnings Record.

(Use ERN031 below for self-employment income)

The best types of proof of earnings that will help us to correct your earnings record are:

  • A copy of your Form 1040, Schedule SE, and either a Schedule C or F.

AND

  • Proof that your tax return was timely filed (i.e., for Social Security purposes within 3 years, 3 months and 15 days after close of taxable year). For example, a copy of an IRS date stamp on your tax return (i.e., Form 1040) or a cancelled check or money order payable to the Internal Revenue Service.

If you do not have any of the documents listed above, please call or visit the IRS, your tax preparer or any Social Security office. There may be other types of proof of earnings we can use to correct your earnings record.

(Use caption ERNC08 and ERN030 below if developing wages)

Other Types of Proof of Earnings

If you do not have any of the proof of earnings listed above, please send us at least two original items from the list below:

  • Exact copy of Federal or State income tax returns;

  • Pay envelopes/statements;

  • Unemployment compensation award letters; or

  • Union records of dues and wages.

Sending Your Information

You should send us this information within thirty (30) days of the date of this letter.

We have provided a pre-addressed envelope for your convenience. As soon as we have completed our investigation, we will inform you of the results and return the original documents you provided.

If You Have Any Questions

If you have any questions, call us at 1-800-772-1213 (Monday through Friday, 7 a.m. to 7 p.m. EST) or call your local Social Security office at xxx-xxx-xxxx. We can answer most questions over the phone. You can also write or visit any Social Security office. . Please have this letter with you if you call or visit an office. It will help us answer your questions.

Social Security Administration

Enclosure: Form SSA-7008

Fill-ins

(1) Choice 1 – earnings

Choice 2 – self-employment income

(2) year or years being developed

3. ML 400S Request For Evidence (Regular Wages And Self-employment Income)

Le estamos escribiendo porque usted nos preguntó sobre sus (1) por (2). Usted puede ayudarnos a corregir su registro de ganancias al proveernos uno de los siguientes comprobantes de ganancias:

Mejores tipos de comprobantes de ganancias

( If developing wages use ERN029 below)

Los mejores tipos de comprobantes de ganancias que nos ayudarán a corregir su registro de ganancias son:

• Una copia de su formulario W-2 (excepto la copia A) para el año (o años) que usted cree que están incorrectos. Una fotocopia es aceptable.

• Una declaración firmada por su empleador o la persona que mantiene los registros de su empleador. Necesitamos el documento original, o

• Llene el formulario adjunto SSA-7008, Request for Correction of Earnings Record. (Solicitud de corrección de registro de ganancias, solo disponible en inglés).

(If developing self-employment income use ERN031 below)

Los mejores tipos de comprobantes de gananciasque nos ayudarán a corregir su registro de ganancias son:

  • Una copia de su formulario 1040, anexo SE, y anexo C o F.

  • Prueba de que su declaración de impuestos se presentó a tiempo (i.e., para propósitos del Seguro Social, dentro de los 3 años, 3 meses y 15 días después del cierre del año tributable). Por ejemplo, una copia de su declaración de impuestos estampada con sello del Servicio de Impuestos Internos (IRS, por sus siglas en inglés) indicando la fecha en que se presentó (formulario 1040) o un cheque cancelado o giro postal pagadero al Servicio de Impuestos Internos.

Si usted no tiene ninguno de los documentos enumerados anteriormente, por favor llame o visite la oficina de Servicio de Impuestos Internos, la persona que le completó su declaración de impuestos o cualquier oficina del Seguro Social. Puede que haya otros tipos de comprobantes de ganancias que podamos usar para corregir su registro de ganancias.

(If developing wages use caption ERNC08 and ERN030 shown below)

Otros tipos de comprobantes de ganancias

Si usted no tiene ninguno de los comprobantes de ganancias enumerados anteriormente, por favor envíenos por lo menos dos de los documentos originales mencionados en la siguiente lista:

  • Copia exacta de su declaración de impuestos federales o estatales;

  • Talonarios o colillas de su nómina de sueldos;

  • Cartas de compensación por desempleo; o

  • Registros de su sindicato laboral de cuotas o salarios.

Cómo enviar sus documentos

Usted debe enviarnos los documentos dentro de treinta (30) días a partir de la fecha de ésta carta. Le hemos provisto un sobre con la dirección ya impresa para su conveniencia. Tan pronto completemos nuestra investigación, le informaremos de los resultados y le devolveremos los documentos que usted envió.

Si usted tiene preguntas

Si usted tiene alguna pregunta, llámenos al 1-800-772-1213 (de lunes a viernes, 7:00 a.m. a 7:00 p.m. hora del este) o llame a su oficina local del Seguro Social al______. Podemos contestar la mayoría de las preguntas por teléfono. También puede visitar o escribirle a cualquier oficina del Seguro Social. Por favor tenga esta carta consigo si llama o visita una oficina. Nos ayudará a contestar sus preguntas.

Administración del Seguro Social

Fill-ins

(1) Choice 1 – ganancias anuales

Choice 2 – ingreso anuales de trabajo por cuenta propia

(2) year or years being developed

4. ML 401 Request For Evidence (Follow-up)

We are writing because you told us there may be a mistake in the earnings posted on your record for (year(s)). On (date) we asked you to send proof of your earnings to help us correct your record. We have not received that information. We cannot make any changes to your record without the proof we asked you to send us.

Send us the requested proof of earnings within fifteen (15) days from the date of this letter so we can review and, if possible, correct your earnings record.

If you have any questions about the information in this letter, or about other Social Security matters, call us at 1-800-772-1213 (Monday through Friday, 7 a.m. to 7 p.m. EST) or call your local Social Security office at xxx-xxx-xxxx.

We can answer most questions over the phone. You can also write or visit any Social Security office. Please have this letter with you if you call or visit an office. It will help us answer your questions.

5. ML 401S Request For Evidence (Follow-up)

Le estamos escribiendo porque usted nos dijo que podría puede haber un error en las cantidad de ganancias publicadas en su registro para (year(s)). En (date) le pedimos que nos enviara la evidencia de sus ingresos para ayudarnos a corregir su registro. No hemos recibido esa evidencia. No podemos hacer cambios en su registro sin la evidencia que pedimos nos enviara.

Envíenos la evidencia que le pedimos dentro de quince (15) días a partir de la fecha de ésta carta para que podamos revisar, y si es posible, corregir su registro de ganancias.

Si usted tiene alguna pregunta sobre la información en esta carta o sobre otro asuntos del Seguro Social, llámenos al 1-800-772-1213 y oprima el 7 para español (de lunes a viernes, 7:00 a.m. a 7:00 p.m. hora del este). ) o llame a su oficina local del Seguro Social al ______.

Podemos contestar la mayoría de las preguntas por teléfono. También puede escribir o visitar cualquier oficina del Seguro Social.Si usted prefiere visitar nuestra oficina, por favor visite la oficina indicada arriba. Por favor tenga esta carta consigo si llama o visita una oficina. Nos ayudará a contestar sus preguntas.

6. ML 402 Request For Evidence (Final Close Out)

We are writing because you told us there may be a mistake in the earnings on your record for (year(s)). We discontinued our review of your earnings record because you did not respond to our request(s) or provide any proof of your earnings to help us correct your earnings record. We will reopen our review if you send us the requested proof.

If you have any questions about the information in this letter, or about other Social Security matters, call us at 1-800-772-1213 (Monday through Friday, 7 a.m. to 7 p.m. EST) or call your local Social Security office at xxx-xxx-xxxx.

We can answer most questions over the phone. You can also write or visit any Social Security office. Please have this letter with you if you call or visit an office. It will help us answer your questions.

7. ML402S Request For Evidence (Final Close Out)

Le estamos escribiendo porque usted nos dijo que puede existir un error en las cantidad de ganancias en su registro para el [year(s)]. Hemos descontinuado nuestra revisión de su registro de ganancias porque usted no respondió a nuestro pedido(s) o suministro proveyó evidencia que nos ayudara a corregir su registro de ganancias. Volveremos a hacer ésta revisión si usted nos envía la evidencia requerida.

Si usted tiene alguna pregunta sobre la información en esta carta o sobre otro asuntos del Seguro Social, llámenos al 1-800-772-1213 y oprima el 7 para español (de lunes a viernes, 7:00 a.m. a 7:00 p.m. hora del este) o llame a su oficina local del Seguro Social al ______.

Podemos contestar la mayoría de las preguntas por teléfono. También puede escribir o visitar cualquier oficina del Seguro Social.Si usted prefiere visitar nuestra oficina, por favor visite la oficina indicada arriba. Por favor tenga esta carta consigo si llama o visita una oficina. Nos ayudará a contestar sus preguntas

8. ML403 - No Itemized Earnings - (Refund All But $15 Cost For Searching Our Records)

We have searched our records as a result of your inquiry for earnings information for (name), Social Security Number (SSN). There are no earnings for the years you requested.

We received your $ (amount) payment for this information. Although there is a $15 charge for searching our records, your payment exceeded this amount by $ (amount). The Treasury Department will refund your overpayment.

Social Security Administration

Control #

9. ML404 - Request For Yearly Totals Only - (Refund All Money)

Enclosed is a statement of the earnings now recorded for (name), Social Security Number (SSN).

There is no charge for the type of earnings information you requested.

The Treasury Department will refund your payment of $(amount) .

Social Security Administration

Control#

10. ML405 - Excess Amount Received

Enclosed is a statement of the earnings now recorded for (name), Social Security Number (SSN) .

We received your $(amount) payment for your request of earnings information. Your payment exceeded the required amount of $(amount) as shown on the fee schedule.

The Treasury Department will refund your overpayment of $(amount).

Social Security Administration

Control #

11. ML406 - Certify Yearly Totals - (We charge for the cost of certification and refund remaining amount)

We have searched our records as a result of your inquiry for earnings information. There are no earnings for the year(s) you requested.

Although there is a $30 charge for the certification service, the Treasury Department will refund your payment of $(amount).

Social Security Administration

Control #

12. ML407 - Certify Itemized Earnings - (We charge for searching records and cost of certification and refund remaining amount)

We have searched our records as a result of your inquiry for earnings information for (name), (SSN). There are no earnings for the year(s) you requested.

We received your $(amount) payment for this information. Although there is a $15 charge for searching our records and a $30 charge for the certification, your payment exceeded the required amount by $(amount). The Treasury Department will refund your overpayment.

Social Security Administration

Control #

13. ML408 - Problem Employer - On Ser (With Date)

We are writing to answer your question about your earnings for (year).

We did not include your earnings from (employer's name) for (year) in the Social Security Statement we sent you because we are still working with your employer's report. We should finish working with this report by (expected completion date).

If you apply for Social Security benefits before we update your record, your W-2 form will serve as proof of your earnings.

If you have any questions about the information in this letter, call us at 1-800-772-1213 (Monday through Friday, 7 a.m. to 7 p.m. EST) or call your local Social Security office at xxx-xxx-xxxx. We can answer most questions over the phone. You can also write or visit any Social Security office. . Please have this letter with you if you call or visit an office. It will help us answer your questions.

Social Security Administration

14. ML409 - Problem Employer - On Ser (No Date)

We are writing to answer your question about your earnings for (year).

We did not include your earnings from (employer's name) for (year) in the Social Security Statement we sent you because we are still working to make sure that the employer's report is accurate. We will update your record as soon as we complete all necessary actions on this report.

If you have any questions about the information in this letter, call us at 1-800-772-1213 (Monday through Friday, 7 a.m. to 7 p.m. EST) or call your local Social Security office at xxx-xxx-xxxx. We can answer most questions over the phone. You can also write or visit any Social Security office. . Please have this letter with you if you call or visit an office. It will help us answer your questions.

Social Security Administration

15. ML410 - Total Number Of Quarters of Coverage

We are writing in response to your request dated xx/xx/xxxx. You questioned how many insured quarters of coverage you have. Our review of your earnings record shows that you have XX Social Security credits for the working period XXXX through XXXX. As of today, wages for XXXX are not on your earnings record.

If you have any questions about the information in this letter, call us at 1-800-772-1213 (Monday through Friday, 7 a.m. to 7 p.m. EST) or call your local Social Security office at xxx-xxx-xxxx. We can answer most questions over the phone. You can also write or visit any Social Security office. . Please have this letter with you if you call or visit an office. It will help us answer your questions.

Social Security Administration

fill-ins

1. date

2. total of number of quarters

3. year through year

4. year

5. field office phone number

16. ML411 - Disagreement/discrepancy In Projected Earnings

As you requested, we have re-figured your benefit estimate using the information you gave us. Enclosed is a revised benefit estimate.

If you have any questions about the information in this letter, call us at 1-800-772-1213 (Monday through Friday, 7 a.m. to 7 p.m. EST) or call your local Social Security office at xxx-xxx-xxxx. We can answer most questions over the phone. You can also write or visit any Social Security office. . Please have this letter with you if you call or visit an office. It will help us answer your questions.

Social Security Administration

17. ML412 - Unable To Contact By Telephone

We are writing to you because we have been unable to reach you by telephone. You called us on (date of call) about the Social Security Statement we sent you.

We would like to talk to you about your concerns. Please get in touch with us to let us know how we can help you.

You can call us between (time) and (time) Eastern Standard Time. Our telephone number is (telephone number).

Social Security Administration

18. ML413 - Dual Request Referral Letter

We are writing to reply to your letter dated (date). In that letter, you asked us about the earnings record and claims information for  (name) (Social Security Number xxxx). .

Information About Earnings

We are processing the earnings information you requested. If you have any questions about this information, please call us at 1-800-772-1213 (Monday thru Friday, 7am to 7pm EST).

Information About Claims

We also forwarded your letter to the office shown below:

Social Security Administration

Street Address

City, State ZIP Code

They will answer your request for claims information and any questions about that information.

If You Have Any Other Questions

If you have any other questions, please call, write or visit any Social Security office. If you visit an office, please bring this letter. It will help us answer your questions.

Social Security Administration

19. ML415 - Social Security Statement Rounding Down Explanation

We are writing because you asked for more information about the Social Security Statement we sent you.

Why We Show Full Dollars On Your Earnings Statement

When we were developing the statement, we wanted to give as much information as possible. We had to make some compromises. One was to show only full dollar amounts for your earnings or estimated taxes. We dropped the cents because there is not enough space.

Information About Tax Withholdings

To figure your estimated taxes, we multiplied your earnings shown in our records by the tax rates for Social Security and for Medicare hospital insurance, dropping the cents. The two are figured separately. As much as $1.98 can be dropped from the combined taxes. If the earnings shown on your form W-2 are different from the earnings shown in our records, the taxes also can be different.

We do not keep a record of your taxes, only a record of your earnings covered by Social Security. We do not use the taxes you paid to find out if you have worked long enough to qualify for Social Security benefits. We also do not use the taxes to figure out how much your benefits will be. Instead, we use your earnings under Social Security, including cents, for these purposes.

If You Have Any Questions

If you have any questions about your earnings statement, call us at 1-800-772-1213 (Monday through Friday, 7 a.m. to 7 p.m. EST) or call your local Social Security office at xxx-xxx-xxxx. We can answer most questions over the phone. You can also write or visit any Social Security office. Please have this letter with you if you call or visit an office. It will help us answer your questions.

Social Security Administration

C. EXHIBIT - Sample Notice

ML416 - SELF-EMPLOYMENT INCOME CHANGED TO WAGES

Social Security Administration

Retirement, Survivors and Disability Insurance

Earnings Record Information

Office of Central Operation

6100 Wabash Avenue

Baltimore, Maryland 21215

                                                                                Date: May 21, 1992

Addressee Name

Street Address

City, ST 00000

 

We are writing to let you know we have made changes to your Social Security earnings record. The following will give you more information about the changes.

Why We Changed Your Earnings Record

You reported $400.00 in self-employment income for 1990. The Internal Revenue Service (IRS) examined this and decided this was not self-employment income. They say these earnings were wages you earned as an employee of Smith Trucking.

If you have any questions about the IRS decision, you should contact Smith Trucking for more information.

Because of what the IRS told us, we have changed your earnings record. We have removed $400.00 in self-employment income for 1990 from your earnings record. And we have added $450.00 to your earnings records as wages for 1990. The amount of Social Security wages we added to your record is more than the amount of self-employment income you reported because wages are not reduced by business deductions.

If You Disagree With the Amount Added or Removed

If you disagree with the amount of self-employment income we removed from your earnings record or the amount we added as wages, you have the right to appeal. We will review your case and consider any new facts that you have. Then a person who did not make the first decision will decide your case.

  • You have 60 days to ask for an appeal.

  • The 60 days start the day after you get this letter.

See Next Page

XXX-XX-XXXX Page 2 of 2

  • You must have a good reason for waiting more than 60 days to ask for an appeal.

  • You have to ask for an appeal in writing. We will ask you to sign a Form SSA-561-U2, called “Request for Reconsideration.” Contact one of our offices if you want help.

If You Have Any Questions

If you have any questions about the information in this letter or other Social Security matters, call us at 1-800-772-1213 or call your local Social Security office at xxx-xxx-xxxx. You can also write or visit any Social Security office. . Please have this letter with you if you call or visit an office. It will help us answer your questions.

Social Security Administration

 


NL 00901 TN 18 - OEO Notices and Letters - 10/08/2021