“DOCUMENT EVENT DATE” is the only mandatory date field. Since all documents should have at least one date, enter that date in the “DOCUMENT EVENT DATE” field. “DATE RECORDED” and “DATE ISSUED” should only be completed if they appear on the document. When the document has a start and end date (e.g., opening and closing date on a bank statement), always record the end date in the “DOCUMENT EVENT DATE” field. Annotate the start date in the “COMMENTS” field. If there is no date on the document, enter the date the document was received.

Always show an event date. If there is only one date, show that date as the event date. If there is no date, enter the date the document was received. If there is a start date and end date, record both but the end date will always be the event date. Include the issue and recorded date, if available.

Use the codes appearing in the charts in GN 00301.288C.2. and GN 00301.288C.3. to record the type document. However, the type of document may be spelled out, if it is uncommon or does not appear in the chart.

In addition to the type of document, always code the name(s) shown on the document if different from the name shown in the “NAME” field on EVID or the “CLAIMANT/PERSON” field on the DROC screen. If the name is too long for the space provided, code the name(s) in the “COMMENTS” field on EVID or in the “REPORT TEXT” field on the DROC screen.

For SSA forms other than the ones listed in GN 00301.286D.4.d., show the form number.

Use the codes appearing in the charts in GN 00301.288D.2. and GN 00301.288D.3. to record the foreign country on EVID or DROC in PE situations. See GN 00301.286E.4. for foreign documents that do not appear in the charts.

*A list of all Country Codes are found in SM 01005.632D.

**Only documents secured by the Federal Benefits Unit (FBU) in Athens.

***Only documents for events after 1947.

When entering the event date in the “DOCUMENT EVENT DATE” field on EVID or “REPORT TEXT” on DROC, enter the last day of the year as stated on the W-2.

Information about the amount of income may be shown in the “COMMENTS” field on EVID or the “REPORT TEXT” field on DROC. The amount of income must be entered in the system for which the substantive information is being captured (e.g., MCS, MSSICS, etc.). Record the employer's EIN in the “RIN” field on EVID or the “REPORT TEXT” field on DROC.

The date recorded and the date issued are not needed.

In an initial claims situation, when a claimant brings in two or more W-2s from different employers as proof of wages, complete two different EVID screens. Show all W-2's on one DROC screen. (If proof of prelag wages is presented, completion of the Earnings Modernization screens is sufficient to capture an audit trail about the employer.)

When coding tax return information on EVID or DROC, show as the event date the last day of the tax year as stated on the tax return.

Show information about the amount of income in the “COMMENTS” or “REPORT TEXT” field. However, the amount of income must be entered in the system for which the substantive information is being captured (e.g., MCS, MSSICS, etc.).

The date the tax return was signed by the taxpayer (if shown) should be recorded in the “DATE RECORDED” field or “REPORT TEXT” field on DROC.

In title XVI PE situations where the local requirements call for SSI recipients to provide proof of income on a monthly basis, the FO can annotate EVID or DROC with the first month reporting; do not code subsequent months. Record/store subsequent months' information according to SI 00820.141C.2.b. In the “COMMENTS” field of EVID or “REPORT TEXT” field on DROC, include a statement “Future monthly income stored locally.”

When coding military service (DD-214) information, show the discharge date in the “DOCUMENT EVENT DATE” field on EVID or “REPORT TEXT” field on DROC. Show the active duty start date in the “COMMENTS” field on EVID or “REPORT TEXT” field on DROC. If there are several periods of active military service with a break in service, show the very last discharge date as the event date. Enter the other periods in the “COMMENTS” field on EVID or “REPORT TEXT” field on DROC.

If a person has multiple periods of active military service with no break in service, show as one period of service. You may annotate the fact that there were several DD-214s covering this period in the “COMMENTS” field on EVID or the “REPORT TEXT” field on DROC. However, the military service periods must be entered in the system for which the substantive information is being captured (e.g., MCS). Neither the date recorded nor date issued is needed.

If VBAQ is used to prove a period of military service, annotate on EVID/DROC. When VBAQ is an issue, see MS 05203.020.

When evidence certified by the custodian of record that is received via Online Data Exchange is being recorded, show that it is “Online” evidence. Record the date of access, name of the agency whose records were accessed, the name or number of screens accessed and data element used as evidence.