TN 22 (08-24)

GN 00904.200 Department of State (DOS) and Social Security Administration (SSA) Components Involved in Foreign Claims Development

A. Introduction to foreign claims development

There are no field offices (FOs) outside the United States (U.S.). The different laws, customs, languages, and conditions abroad, together with the difficulties that arise in dealing with claimants and beneficiaries abroad by mail, often make it difficult to administer the Social Security program effectively outside the U.S. Therefore, we partner with the Department of State (DOS) personnel in U.S. Foreign Service posts (FSPs) located in U.S. Embassies and U.S. Consulates.

The DOS representatives stationed abroad:

  • provide expert on-the-scene management of the Social Security program;

  • train personnel in their assigned areas;

  • coordinate Social Security operations in their assigned areas and assure the procedures used in their areas are adequate and effective;

  • undertake studies; and

  • provide a continuing analysis of the program needs in their areas.

In addition to the above, the Federal Benefit Unit (FBU), a claims-taking unit (CTU) in an FSP:

  • accepts and develops all types of Social Security claims; and

  • forwards the claims package (application, evidence, etc.) to Division of International Operations (DIO), International Benefits Office (IBO) for adjudication.

Refer to GN 00307.005 for information on when we request assistance from FBUs when we need to verify evidence. Country specific policy and procedures in GN 00307.000 will state when the FBU cannot verify evidence because of the lack of contacts, or the time it takes to obtain verification.

B. Definitions for foreign claims development

Term

Definition

Notes

American Institute in Taiwan (AIT)

  • performs the functions of a non-claims taking post (NCTP); and

  • receives evidence and certifies copies of documents.

  • AIT is not an official FSP.

  • Employees send requests for assistance to the AIT the same as FBUs in GN 00904.220.

Border FOs

 

manage claims when the claimant resides or uses a mailing address in Canada.

For locations of border FOs, refer to Foreign Countries Serviced by Social Security FOs.

DIO

has PC, disability determination service (DDS) (through its International Disability Unit (IDU)) and FO functions.

 

DIO FO function

  • develops and coordinates foreign claims and related issues; and

  • processes awards.

DIO is the servicing FO if the principal beneficiary or claimant:

  • resides or uses an address in a foreign country; or

  • uses a foreign army post office (APO) or fleet post office (FPO) address (i.e., one which is not listed in the Detailed Office Organization Resource System (DOORS)).

DIO IDU function

  • manages the full range of disability determination services (DDS) functions;

  • secures and develops medical evidence for disability claims for DIB beneficiaries when they move abroad for six or more months; and

  • processes appeals with the right to a disability hearing for disability claims when a Title II beneficiaries moves abroad for 6 or more months.

NOTE: 

A Federal disability hearing officer (DHO) must conduct the disability hearing for an individual who uses a foreign address.

 

  • Refer to DI 20101.035C and GN 01703.245 for when the IDU develops medical evidence for Totalization claims.

  • Refer to DI 33025.015 for more information on the DHO's responsibilities.

DIO Payment Center (PC), PC8 functions

manages post-entitlement (PE) actions, but also process awards.

DIO has PC jurisdiction if at least one beneficiary:

  • resides in a country to which the payment of benefits is barred;

  • uses a foreign mailing address, including a foreign APO or FPO address;

  • will be outside the U.S. for at least 6 months, even if the beneficiary uses a U.S. mailing address;

  • resides in the U.S. and is entitled to totalization benefits; or

  • resides in the U.S., is not insured for Retirement, Survivors, Disability , and Health Insurance (RSDHI) benefits but has at least 6 U.S. quarters of coverage, and their claim for totalization benefits has been denied.

Division of Training and Program Support (DTPS)

serves as a liaison to DOS offices and coordinates the activities of these SSA representatives.

 

Domestic FOs

 

  • manage claims when the claimant resides, or uses a mailing address in the U.S.; and

  • develops and coordinates foreign claims and related issues when in their jurisdiction.

Domestic FOs have jurisdiction of foreign claims when there is a domestic claimant on the same Social Security record, except for individuals residing in Canada.  Refer to GN 00904.052A for the definition of a domestic claimant.

FBU (CTU)

  • trained in the taking and development of Social Security claims and related issues;

  • forwards the claim to the DIO IBO for adjudication.

FBUs are located within 21 FSPs. For a list of FBUs by RFBO jurisdiction, see GN 00904.220.

Refer to GN 00904.225 for a more detailed explanation of an FBU. For more information on the FBU's role in assisting with claims development and evidence evaluation, see GN 00307.005.

Foreign cases

RSDHI claims or records in which at least one claimant or beneficiary lives outside the U.S.

 

Foreign claims

applications filed by, or on behalf of, individuals living abroad.

 

FSPs

 

 

  • collaborate with our agency to deliver U.S. foreign assistance; and

  • require prior approval from the Regional Federal Benefit Unit Officer (RFBO) before assisting.

There are approximately 276 FSPs abroad.

IBO - a component in DIO that acts much like a FO.

  • receives, reviews, and adjudicates claims packages developed and sent to them by FBUs;

  • receives claims applications involving Totalization claims;

  • contact FSPs for them to secure applications from agreement countries or for their assistance in developing Totalization claims.

IBO is the servicing office if the principal beneficiary or claimant:

  • resides in a foreign country;

  • uses an address in a foreign country; or

  • uses a foreign APO or FPO address (i.e., one which is not listed in DOORS).

Refer to GN 01703.210 IBO Processing Instructions for Totalization.

Japan FSP

  • serve as NCTPs, although they stock SSA forms and applications;

  • not trained in claims taking.

 

Payment Centers (PCs)

  • develop through the FO pre-adjudicatively on ALJ allowances; and

  • discusses questions on facets of an FO-prepared award (e.g., SDW) that requires high priority contact with the FO.

 

NCTPs - have limited knowledge of our programs, not fully trained in our policies.

 

  • serviced by an assigned FBU;

  • answers inquiries with limited knowledge of our programs;

  • take information and proofs for the SS-5 Application for a Social Security card; and

  • require prior authorization from the RFBO unless it is for the first time SSN for someone age 12 or older.

U.S. embassies, consulates general, consulates, and consular agencies outside the designated FBU posts.

NCTPs do not assist with taking claims.

Outside the U.S.

RSDHI claims - residing outside the 50 States, the District of Columbia (D.C.), American Samoa, Guam, Puerto Rico, Northern Mariana Islands (NMI) and the U.S. Virgin Islands.

Supplemental Security Income (SSI) claims - residing outside the 50 States, the District of Columbia, and the NMI.

Nonresident aliens in self-employment (SE) - non-residents of American Samoa, Guam, Puerto Rico, and the U.S. Virgin Islands.

Nonresident alien withholding tax provision -

residing outside the 50 states, D.C., Guam, and NM.

 

Office of Strategic Planning, Notices, and International Policy (OSNIP)

has program and policy responsibilities (e.g., determining policy, writing POMS, etc.) for administering the Social Security program outside the U.S.

 

RFBO

  • senior SSA representatives abroad, assigned to the U.S. Foreign Service Reserve;

  • serves both as chief of the FBU and as an advisor and program coordinator for the other posts within the assigned regional area; and

  • Oversees the FBU at a U.S. Embassy.

RFBOs have a consular officer with the title of Federal Benefits Officer (FBO).

Assigned to six regional FBUs) in U.S. Embassies.

Refer to GN 00904.220 for the list of the six regional FBUs and the FBUs under their jurisdiction.

Totalization claims

applications for benefits filed under an international Social Security agreement between the U.S. and another country.

For more information refer to GN 01700.000.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0200904200
GN 00904.200 - Department of State (DOS) and Social Security Administration (SSA) Components Involved in Foreign Claims Development - 08/02/2024
Batch run: 10/22/2024
Rev:08/02/2024