You must verify the identity of an applicant before taking an application. If the individual is applying on behalf of the claimant, you must also verify the identity of the claimant. For more information on verifying identity, see GN 00203.020.

Only individuals who meet the definition of proper applicants have the authority to sign the application. If a person who is not a proper applicant files an application, it will not be considered a valid application and will result in a protective filing only. For more information see GN 00204.003 and SI 00601.012 for proper applicants, and GN 00204.001 for valid application.

Before taking a claim that is based on another person’s work record, the applicant must provide the SSN of the NH and claimant (if different from NH). We cannot disclose the SSN of a living individual to an applicant. When the claimant or proper applicant is unable to provide the SSN, ask them to search for a document containing the SSN, such as the SSN card or an old tax record that includes the SSN.

Many of our applications collect SSNs of other individuals, such as current and prior spouses, parents, and members of an SSI household. Applicants must provide the SSNs of these individuals as well. Unless the individual in question is deceased, we cannot disclose the SSN.

IMPORTANT: Never input an SSN of a living individual into the claim system that the applicant did not provide. Doing so could lead to a breach of the Privacy Act if the SSNs were ever included in printed documents, such as an Application Summary, or Redetermination. See GN 03380.005 for more information.

If the third-party applicant is someone other than the parent of minor or the claimant’s legal guardian, do not disclose personal information, including benefit amounts to the applicant. Do not include information that populates from a prior claim if the third-party applicant cannot provide the same information. See GN 03360.005 for more information.

The scope of a Title II application (except for the LSDP application) covers all benefit types for which the claimant is eligible. Applicants must restrict the scope of their application to only the benefit they want to receive by providing an unequivocal statement before adjudication. Failure to restrict the scope will lead to entitlement to all benefits within the scope of the application. See GN 00204.020 for more information.

Technicians must document a filing decision that involves more than one benefit type and adversely affects current or future benefits (see section C.3 below) by adding one of these statements to the remarks section of the application:

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  If the individual decides to file after discussing their options and their decision may adversely affect their current or future benefits include this statement: "I understand all filing options explained to me. I understand the decision to file for benefits may have an adverse effect on my current or future benefits. However, I choose to file for benefits."

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  When a claimant is informed of the option to restrict the scope of a WIB application to exclude RIB, and the claimant chooses to file for both WIB and RIB, add, "I understand that I can restrict my application to file for widow(er)'s benefits only. I understand I may file for retirement benefits at a later date, and my overall retirement benefit amount may be higher than it is today. However, I choose to file for both benefits with this application."

It is important that applicants for Title II and Title XVI benefits understand their reporting responsibilities at the initial interview. Technicians must advise applicants and emphasize the reporting responsibilities and penalty provision for failure to make a timely report. Claimants should report a change as soon as it happens. For SSI recipients, reiterate the importance of reporting a change that affects SSI even if the report is late.

Explain to individuals that if they are awarded Title II or Title XVI benefits and do not report on time, they may:

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  not receive correct benefits when due,

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  have to pay back an overpayment (applies to beneficiaries, recipients and payees),

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  have a penalty deducted from their benefit/payment (applies only to capable beneficiaries and recipients), and

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  lose benefits/payments if they do not report information that SSA asks for to determine continuing benefits.

For SSI applicants only: It is important SSI applicants understand they must report any bank account on which their name appears regardless of any special purpose for which the account may have been established or whose money it is. (See SI 01140.200 for the policy on financial institutional accounts.)

For more information on reporting responsibilities the penalty provision (see GN 00203.005 and GN 02604.100 for Title II, and SI 02301.005 and SI 02301.100 for Title XVI) and administrative sanction provision, see GN 02604.405.

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  Phrase the question so it captures the intended information. As needed, refer to the paper version of the application.

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  Do not ask leading questions (i.e., worded in such a way as to suggest there is proper or desired answer).

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  Avoid using SSA jargon.

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  Listen to all responses and explanations. Ask follow-up questions to clarify vague answers and try to obtain as much as the information needed during the interview to avoid follow-up contacts and delay process of the application.

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  During the interview

  Reinforce reporting responsibilities as you collect responses to the application questions. For example, when collecting allegations of current or future earnings for a retirement claim, emphasize the need to file an annual report; or after collecting information about a bank account for an SSI claim, reiterate what bank accounts need to be reported.

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  End of interview

  Provide the applicant with the list of reporting responsibilities and review the ones that pertain to the claimant’s situation.

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  Title II applications

  Technicians can use the OQA Toolbar Remarks tool to paste the required language from GN 00203.004.B.6 into the MCS Remarks with a single click. It propagates remarks to the RMKS screen in PCOM at the point of the cursor. The remark can be accessed via the OQA Toolbar under the "Delaying RIB in D/E WIB/RIB" title in the POMS Remarks category from the drop-down menu. See the Customizing the Toolbars page if assistance is needed to add the RMKS button.

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  Title XVI applications

  When eligible under two categories, follow the procedures in SI 00501.300D for adding remarks to the application.

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  Third-party contacts

  In certain situations, there may be a need to obtain contact information from third party individuals. Remember that the third party may be an individual such as a relative or friend or a service provider such as a shelter or food pantry through whom you can contact the claimant. Below are some examples:

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    Claimant is homeless – Obtain the name, address and telephone number of a third party to obtain further information or as a way to contact the claimant at a future date.

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    Claimant may have difficulty obtaining the information or evidence needed to adjudicate the claim (e.g., claimant is mentally impaired)

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    Claimant is a non-English speaker – see GN 00203.011 for non-English speaking claimants.

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  Emergency Advance Payment (SSI only)

  Consider whether the case meets the requirements for an Emergency Advance Payment (SI 02004.005).

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  Evidence and Issues to Resolve

  Reinforce the need for evidence as you collect responses to the application questions. For example, when collecting allegation of marriage for a spouse claim, emphasize the need to provide a marriage certificate (if not previously proven in SSA records). Technicians should:

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    Explain what information or evidence is needed and why.

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    Emphasize the claimant's responsibility to furnish proofs to support the claim. Suggest ways to get the information to SSA by submitting via Upload Documents, telephoning, mailing, or bringing the proofs to the field office (FO) the same day.

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    Explain why it is important to comply with requests for information or evidence.

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    Address any current and outstanding issues you may have identified during the interview.

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  Next Steps

  At the end of the interview, explain what will happen next with their claim, including they have the right to appeal initial determinations made on the claim.