Effective Dates: 12/23/2025 - Present Previous | Next

TN 126 (12-25)

GN 00301.330 Overview of Translation Process

Citations:Social Security Act § 205(a); 20 C.F.R. § 404.704.

A. Introduction to the translation process

We adjudicate thousands of claims per year based upon foreign-language documents. The majority of these documents are from other countries, but some are issued by churches, temples and other organizations within the United States. If a person submits a foreign-language document that we need to review to determine entitlement, we will have it translated.

B. Why a translator is needed

Most foreign-language documents affect a basic factor of entitlement (e.g., age, death, relationship). They must be carefully evaluated by a translator for accuracy, validity, and authenticity because of the various customs and practices used in recording them. For example:

  • •

    The manner in which calendar dates are reflected often differs.

  • •

    Certain terms or phrases do not have the same meaning in the foreign-language speaking community as the literal translation to English suggests.

  • •

    The claimant’s name may be shown differently than it appears in our records.

C. Procedure for resolving questions about foreign-language documents

Resolve questions on foreign-language documents as follows:

1. Translation policy or certification standards

Submit questions about translation policy or certification standards to Law and Policy, Income Security Policy (ISP).

2. Foreign evidence sources

Submit questions about evidentiary documents issued outside the United States to ISP. Before submitting your question for instructions that pertain to the specific country in question, check GN 00307.000 or GN 00312.000.

3. Accuracy of a translation

Use the Translation and Priority Workload Unit (TPWU) within Earnings and International Operations (EIO), Division of International Operations (DIO) as the final authority to resolve conflicts between multiple translations of the same foreign-language document.

D. Policy for using translator priority lists

Do NOT use translator websites or translator apps on your phone to translate foreign language documents. Instead, follow the instructions in this subsection.

NOTE: All information submitted to SSA translators and non-SSA translators for translation is confidential and should not be disclosed to anyone without the consent of SSA or the claimant, nor should the translator retain copies of any document for any purpose.

1. Field office (FO) requests for translation

If you are in an FO, use the following priority list to request a translation:

  1. a. 

    Use an authorized SSA translator in the servicing FO.

  2. b. 

    Use an authorized SSA translator in the same region, including program service center (PSC) translators. To locate an available translator in the same region, use SSA's National Translator Database.

  3. c. 

    Use an authorized SSA translator from another region, including PSC translators. To locate an available SSA translator from another region, use SSA's National Translator Database.

  4. d. 

    Use an acceptable non-SSA translator in the region where the claimant resides, if the translation can be provided within two weeks. Give preference to any qualified non-SSA translator in the region that will make the needed translation at no charge; e.g., church groups, universities, employees of other Federal agencies, etc. For information about acceptable translators, see GN 00301.350.

  5. e. 

    Use an acceptable non-SSA translator outside the region if SSA is paying for their services or if their fee is lower than the non-SSA translator in the region. (The restriction on “within region” does not apply in this instance because the translator is not volunteering services.) For information about acceptable translators, see GN 00301.350.

  6. f. 

    Use the TPWU. For information about how to request assistance from TPWU, see GN 00301.355.

NOTE: If the translator charges a fee, see GN 00301.351 or your regional instructions, if any.

2. Processing Center (PC) requests for translation

If you are in a PC, use the following priority list to request a translation:

  1. a. 

    Use an authorized SSA translator in the PC.

  2. b. 

    Use the TPWU.

EXCEPTION: EIO/DIO uses the services of the TPWU to translate foreign language documents.

3. Workload Support Unit (WSU) requests for translation

If you are in a WSU, use an authorized SSA translator located in the WSU, if available.

If the translation cannot be done in the WSU and the WSU is physically located within a PSC or TSC, follow the priority list starting with list item a below.

If the translation cannot be done in the WSU and the WSU is not physically located within a PSC or TSC, follow the priority list starting with list item b below.

  1. a. 

    Use an authorized SSA translator in a co-located PSC or TSC after an assessment by management that assisting the WSU with the translation would be manageable.

  2. b. 

    Use an authorized SSA translator in the claimant’s servicing FO. The servicing FO must do the translation for the WSU if it has an authorized SSA translator for the requested language.

  3. c. 

    Use an authorized SSA translator in the same region where the claimant resides, including PSC or TSC translators. Use this link to go to SSA's National Translator Database.

  4. d. 

    Use an authorized SSA translator from another region outside where the claimant resides, including PSC or TSC translators. To locate an available SSA translator from another region, use SSA's National Translator Database.

  5. e. 

    Use an acceptable non-SSA translator in the region where the claimant resides, if the translation can be provided within two weeks. Give preference to any qualified non-SSA translator in the region that will make the needed translation at no charge; e.g., church groups, universities, employees of other Federal agencies, etc. For information about acceptable translators, see GN 00301.350.

  6. f. 

    Use an acceptable non-SSA translator outside the region if SSA is paying for their services or if their fee is lower than the non-SSA translator in the region. (The restriction on “within region” does not apply in this instance because the translator is not volunteering services.) For information about acceptable translators, see GN 00301.350.

  7. g. 

    Use the TPWU.

4. TPWU requests for translation

If you are in TPWU, use the following priority list:

  1. a. 

    Translate documents in-house (for languages translated in TPWU, see GN 00301.355).

  2. b. 

    Refer other documents to the contract translator or to selected Foreign Service Posts (FSPs).

To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0200301330
GN 00301.330 - Overview of Translation Process - 12/23/2025
Batch run: 12/23/2025
Rev:12/23/2025