Identification Number:
RM 02226 TN 2
Intended Audience:See Transmittal Sheet
Originating Office:DCO OCO OEIO DTPS
Title:Interoffice Adjustment Forms Reported Under the Revised Earnings Adjustment Process
Type:POMS Transmittals
Program:Records Maintenance (Earnings & Enumeration)
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part RM – Records Maintenance
Chapter 022 – Investigating and Correcting Wages Reported
Subchapter 26 – Interoffice Adjustment Forms Reported Under the Revised Earnings Adjustment Process
Transmittal No. 2, 10/18/2019

Audience

OCO-OEIO:

Originating Component

OCO

Effective Date

Upon Receipt

Background

This is a Quick Action Transmittal.

The POMS is being updated for organizational name changes, word usage, and update the instructions. The instruction is changing the paper process to an electronic process..

Summary of Changes

RM 02226.005 Revised Earnings Adjustment Process (REAP) in the Office of Earnings Operations (OEO)

Updated the organizational name.

Improved policy content for readability, tone, and to bring the instructions up to date.

In Section B. Description of processes

Remove number 1. Keep the title

Change numeric format (1, 2, 3) to alphabet format (a, b, c) . Keep the title.

Remove 2. C. Graphic of Form SSA-4130.

RM 02226.010 "Instructions for Completing the Form SSA-4130"

Changed the title of this section to: "Instructions for Completing the Electronic Form SSA-4130"

Updated the instructions for completing the electronic Form SSA-4130.

Remove the Note referring to viewing the facsimile of the Form SSA-4130.

RM 02226.005 Revised Earnings Adjustment Process (REAP) in the Office of Earnings and International Operations (OEIO)

A. Introduction of REAP

REAP consolidates all previous processes for correcting earnings items. It allows for the processing of annual earnings items under the same report and used to correct internal errors on earnings records that are located in the Suspense file.

B. Description of Electronic Processes

The following is a description of the adjustment processes currently used in the Office of Central Operations (OCO).

1. Item correction (ICOR) adjustment process

ICOR is the earnings system that enables Field Office (FO), Program Service Center (PSC), Teleservice Center (TSC) and the Office of Earnings and International Operations (OEIO) personnel to correct an individual number holder’s (NH) Master Earnings File (MEF) record. To understand how it works to correct an earnings detail(s), see MSOM EM 019.002.

2. Report correction (RCOR) process

RCOR is an automated system that enables OEIO personnel to process employer adjustment to the Master Earnings File (MEF) and the Suspense File for tax years 1978 and later. To understand how RCOR works to correct an employer (entire or partial) report, see MSOM EM 033.001.

When the electronic correction tools, ICOR and RCOR, does not allow an adjustment to an individual or employer record, OEIO personnel can use the electronic REAP Form SSA-4130 (Interoffice Itemized Adjustments) within the Earnings Case Management System (ECMS) to make the adjustment. The adjustments post to the Earnings Suspense File (ESF) or the MEF. OEIO cannot use REAP adjustments to adjust self-employment or to reinstate a suspense item

3. Revised earnings adjustment process (REAP)

.Electronic Form SSA-4130 enables OEIO personnel to correct wages, tips or Medicare amounts previously reported on a Form W-2. This form corrects earnings records on an individual basis in the earnings suspense file. It may adjust one or more individual earnings items.

RM 02226.010 Instructions for Completing the Electronic Form SSA-4130

A. Policy on the Form SSA-4130

When the electronic correction tools, ICOR and RCOR, does not allow an adjustment to an individual or employer record, OEIO personnel can use the electronic REAP Form SSA-4130 (Interoffice Itemized Adjustments) to make the adjustment. The electronic Form SSA-4130 enables OEIO personnel to correct wages, tips or Medicare amounts previously reported on a Form W-2. This form corrects earnings on an individual basis in the earnings suspense file (ESF). It may adjust one or more individual items.

B. Instructions for completing Form SSA-4130

Division of Earnings and Business Services (DEBS) personnel will use the instructions in this section to complete the individual fields on the electronic Form SSA-4130 (Interoffice Itemized Adjustments) using the chart below:

*Indicates manadatory field

Field …

How to Complete …

Number of pages:

Complete one page or multi-pages report (as applicable)

NOTE: One page has eight (8) entries only. If multi-pages are required, one page is completed and submitted at a time. Once a page is completed, click the "Show Totals" button and the totals will appear. Insert the Earnings Case Management System (ECMS) REAP Totals into Reconcilition Image Managment System (RIMS) (for each form completed). Once the "Submit" buton is selected, a blank form will appear. Continue this process until you have completed the number of pages required for the case.

*Types of Modification (TOM):

Select an option:

  • 06-08 – all increases;

  • 09-11 – all decreases;

  • 12-14 – mixed;

*Employment Code

 

Select an employment code:

  • Agriculture,

  • Household, ;

  • Military,

  • Regular

*SSN

Enter Social Security Number (9 digits) for each item to be listed.

NOTE: If no SSN, enter all zeroes (000-00-0000).

*Initials (*1st and 2nd )

Enter first initials of each individual; if no middle initial, leave blank.

*Employee Last Name

Enter last name of each individual: If no last name exists, then enter “None” in the Last Name field.

QTR

Leave blank

*Wages, Tips & Medicare Decrease/Increase

Enter amount of Wage adjustment:

  • If adjustment is a decrease, enter a negative sign (-) before the money amount

NOTE: When using type of modification (TOM) code 12-14, show all decreases on one line and all increases on the next line for the same SSN.

  • Enter amount of Tips adjustment (if applicable)

NOTE: When using TOM code 12-14, show all decreases on one line and all increases on the next line for the same SSN.

  • Enter amount of Medicare adjustment

NOTE: When using TOM code 12-14, show all decreases on one line and all increases on the next line for the same SSN.

Other

Additional remarks (if applicable)

*Show Totals

*Click the "Show Totals" button and the totals of the completed form will appear.

Note: Review totals for accuracy. If the totals are incorrect, select the "Reset" button to re-enter the wages.

*Insert the ECMS REAP Totals into RIMS for each form completed.

*Submit

.

Click the "Submit" button to send the form to WBDOC for processing


RM 02226 TN 2 - Interoffice Adjustment Forms Reported Under the Revised Earnings Adjustment Process - 10/18/2019