Identification Number:
EM-18052
Intended Audience:All RCs/ARCs/ADs/FOs/TSCs/PSCs/OCO/OCO-CSTs/OCS-WSUs
Originating Office:DCO OPSOS
Title:Use of the Employer Identification Number (EIN) in MSSICS and eWork with myWageReport Workaround
Type:EM - Emergency Messages
Program:Title II (RSI); Title XVI (SSI)
Link To Reference:See References at the end of this EM
 
A. Purpose

This emergency message (EM) reminds technicians about the importance of keying the Employer Identification Number (EIN) in the Supplemental Security Income (SSI) claim system (i.e. MSSICS) and eWork when processing wages and work reports. It also provides technicians with interim work-around instructions for posting EIN information in eWork. This process is in preparation for the implementation of Section 824 of the Bipartisan Budget Act of 2015 (BBA) and is critical to the success of the online wage reporting application, myWageReport (myWR). Both initiatives will help reduce processing time for wage reports.

B. Background
    The BBA implemented several changes to improve efficiency in processing wage reports for Title II and Title XVI.

    Section 824 (Payroll Data Information Exchange)

    Gives the Social Security Administration (SSA) authority to enter into an information exchange with a third party payroll data provider(s) in order to collect wage and employment information. The information exchange allows SSA to receive wage and employment information electronically on a monthly basis for individuals who have given authorization and whose employers participate with the payroll data provider(s).

    Section 826 (Electronic Reporting of Wages)

    Mandates that SSA implement a system to permit Title II Disability beneficiaries to report their earnings via electronic means similar to what is available to Title XVI recipients. To comply, under a phased release approach, SSA developed an online application platform behind
    my Social Security for users to report both Title II and Title XVI non-Self-Employment Income (SEI).

    C. EIN Process

    We strongly encourage technicians to key EIN data into the EIN filed. Currently, the EIN field is an optional field for Title II and Title XVI. However, the goal is to have as many records as possible with completed EIN fields so that when the information exchange begins, wages may update to the record without intervention from technicians.

    SSA uses the EIN field in MSSICS and eWork to match wage and employment data from the information exchange and from myWR. Only employers with a completed EIN field in MSSICS and/or eWork can be displayed in myWR.


      · Title XVI: If there is an active MSSICS Wage page with a completed EIN field that matches the EIN submitted from the information exchange or myWR, the wages will post to the Wages page and update to the Supplemental Security Record (SSR) without involvement from a technician.
      · Title II: If there is an employer in eWork with a completed EIN field that was not manually input, any matched wages received from the information exchange or myWR will automatically post to the eWork Paystub Table without involvement from a technician.
      · Title II and Title XVI: If the Title II or Title XVI EIN field is empty or if we receive wage information from the information exchange or myWR for an employer that is not currently in our records, the wage information will require manual processing. In that scenario, the technician must verify and as needed update the Title XVI record with the wage information from the payroll data provider or paystubs, and/or manually update eWork with the wage information.

    NOTE: For Instructions for FOs and N8NN on locating and updating the EIN, please refer to section D of EM-17021.

    D. Instructions for posting EIN information via eWork when the employer information is missing on the myWR application

      We identified issues related to missing Title II employer information on myWR. Until the problem is resolved, we are providing these temporary work-around instructions.

      NOTE: For concurrent beneficiaries, always check for an EIN in MSSICS first.

      1. Beneficiary reports new employment, but there is no pending Work Review in eWork

        · Establish a work report as instructed in DI 13010.020 and DI 13010.025.
        · On the Employment Input screen, add the employer with the EIN.
        FO· If the EIN is not shown on the DEQY, AEQY or New Hire Query, call the employer to obtain the EIN. If employer contact is not successful, you may obtain the EIN from the beneficiary. If the beneficiary is comfortable with contacting the employer, even though they are not required to do so, then you may use information from the beneficiary. If the beneficiary is unable or unwilling to contact the employer, then process the work report without the EIN and instruct the beneficiary to submit paystubs directly to their local field office. Do not tell the beneficiary that they are required to contact the employer to obtain EIN information.
        · The new employer must have an EIN to appear on myWR.
        N8NN· Ask the caller if he or she can provide the EIN. If the caller is reporting his or her earnings, the EIN may be located on an available paystub or W-2. Follow the instructions in TC 39000.000 for handling work reports and step two, items a and c in the “EIN locating and uploading instructions.doc” in EM-17021.D. for recording the EIN.
          NOTE: If the EIN is not readily available, process the report without the EIN.
      2. Beneficiary reports new employment, and there is a pending Work Review in eWork
        · If the employer is not shown on the Work Review Summary screen:
        · Click Enter New Employer Info on the Work Review Summary screen.
        · Add the employer, including the EIN.
        FO
          · If the EIN is not shown on the DEQY, AEQY or New Hire Query, call the employer to obtain the EIN. If employer contact is not successful, you may obtain the EIN from the beneficiary. If the beneficiary is comfortable with contacting the employer, even though they are not required to do so, then you may use information from the beneficiary. If the beneficiary is unable or unwilling to contact the employer, then process the work report without the EIN and instruct the beneficiary to submit paystubs directly to their local field office. Do not tell the beneficiary that they are required to contact the employer to obtain EIN information.
          · The new employer must have an EIN to appear on myWR.
        N8NN· Ask the caller if he or she can provide the EIN. If the caller is reporting his or her earnings, the EIN may be located on an available paystub or W-2. Follow the instructions in TC 39000.000 for handling work reports and step two, items a and c in the “EIN locating and uploading instructions.doc” in EM-17021.D. for recording the EIN.
          NOTE: If the EIN is not readily available, process the report without the EIN.
      3. Interim work-around instructions for posting EIN information in eWork
        · The EIN must be present to have the employer appear on myWR.
        · If the employer is shown on the Work Review Summary screen:
            o Click on the employer name to access the Employment Input screen, and delete the EIN, if present.
            o Add a duplicate occurrence of the existing employer. Include the EIN, address line 1, state, and work start date.
        · If you receive an error message when you try to add the same EIN to the new employer, exit the case. When you re-enter the case, the error message will be gone and you can continue. If you are unable to add the EIN, stop further eWork action on this employer. FO technicians should contact vHelp to report the missing employer on myWR.
        · Use the Merge Duplicate Employers function to merge the newly entered employer with the existing employer.
            o Be sure to select the newly entered employer, with the EIN, as the Master Employer/Employment Record.
              NOTE: Updates made to an existing employer name or address will not be visible to technicians. Only employer information input at the time an employer is established will be visible, which is why technicians have to reestablish the employer again and then use the merge function.
        · After completing the merge, FO technicians should only contact the beneficiary to verify the employer is now available on myWR.
          NOTE: The eWork review does not need to be processed after the merge for the employer to be visible through myWR. Additional development may apply prior to final clearance of the work review.
        · If the employer is not listed, FO technicians should contact vHelp to report the problem.
      4. Beneficiary previously reported employment, and there is no pending Work Review in eWork
        · Establish a Work Review and complete all the steps in the instructions in section 1 above, starting with the second bullet.

      Direct all program–related and technical questions to your Regional Office (RO) support staff via vHelp or Program Service Center (PSC) Operations Analysis (OA) staff. RO support staff or PSC OA staff may refer questions or problems to their Central Office contacts.

      References:

      DI 13010.020 Work Report and Receipts
      DI 13010.025 Field Office (FO) Responsibilities in Work Continuing Disability Reviews (CDRs)
      DI 13010.700 National Directory of New Hires (NDNH) Query
      SI 00820.143 Monthly Wage Reporting
      SI 00820.144 Monthly Wage Reporting for Recruiting Reporters
      WB 03133.075 Employer Identification Number (EIN)
      WB 01809.015 How to Use The AEQY System To Locate An Employer Identification Number (EIN)
      MS 08114.027 Wages
      MS 05203.015 National Directory New Hire, Wage & Unemployment Menu (NDNH)
      TC 39000.000 Work Reports
      EM-17021 Immediate Use of the Employer Identification Number (EIN) – in MSSICS and eWork

      EM-18052 - Use of the Employer Identification Number (EIN) in MSSICS and eWork with myWageReport Workaround - 11/02/2018