SSA - POMS: SI 02310.200 - Payroll Data Provider (PDP) Wages Received through the Payroll Information Exchange (PIE) - EE Diary

A. Overview of the EE diary

1. Conditions for EE diary creation

The EE diary is created when wage and employment information is received from a Payroll Data Provider (PDP) through the Payroll Information Exchange (PIE) but cannot automatically post to the SSI record.

The reasons wage information may not post automatically and an EE diary is created include:

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The Employer Identification Number (EIN) received from the PDP does not match the EIN on any SSI Claims system Wages page;
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A Wages page is present and there is no EIN listed; or
•

Automated posting of PDP wages is not possible because the SSI record needs manual review (e.g., Force due, manual deeming).

For more information about the PIE process, see SI 00820.148C.

2. Pending pages associated with the EE diary

The SSI Claims system (i.e., Consolidated Claims Experience or CCE) may create the following pending pages based on information received from the PDP:

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The Payroll Data Provider Pending Wage page (PDP Pending Wage page); and
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The Payroll Data Provider Pending Wage Report page (PDP Pending Wage Report page).

The PDP Pending Wage page displays wage and employment information from the PDP that could not match to an existing Wages page. It is the most common EE diary pending page. When this page is in the path, technicians must determine whether the pending wages:

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belong to a new employer
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belong to an existing employer (which needs to be updated to match the pending page employer), or
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do not belong to the person for whom the wages were reported.

For more information about the PDP Pending Wage page, see MS 08114.005.

The PDP Pending Wage Report page is less common and generally only occurs when manual deeming or force due conditions exist. This page displays matched wage information from the PDP that requires manual processing to post. The wage information contained on the page either matches an existing Wages page or is for a new employer on a record with no Wages page. The wages have not been applied to the SSR; therefore, technicians must review the claim to apply the wages appropriately.

For more information about the PDP Pending Wage Report page, see MS 08114.006.

Either page (or both) may be added to the SSI claim path depending on case circumstances. Both pending pages will add the EE diary to the SSI record. No event can be closed in the SSI Claims system until all Pending Wage and Pending Wage Report pages have been resolved.

3. Frequency of EE diary creation

The EE diary is created monthly after the PIE run when the PDP Pending Wage page or PDP Pending Wage Report page is added to the SSI Claims path. The PIE run occurs at the beginning of each month, around the 7th day of the month.

When the EE diary is not resolved prior to the monthly redetermination (RZ) selection process run, the case will be selected as a limited issue (LI) or RZ.

B. Policy for resolving EE diaries

1. Requirements when the EE diary is the only wage diary present.

To clear the EE diary, technicians are required to develop all wages and employment associated with the report received from the PDP. For wage development instructions, see SI 02310.200C.1.b. Because EE diaries typically arise when an SSI recipient or deemor returns to work or changes jobs, development may include resolving wages from a prior employer(s). The scope of the review is limited to the months involved in the new period of employment or employer change when the EE diary is the only wage-related diary present.

When multiple PDP pending pages are present, technicians are required to resolve all of them to clear the diary. The EE diary will not clear and any associated LI or RZ will not close until a selection is present on all PDP pending pages.

2. Requirements when EE diary and other wage-related diaries are present.

When other wage diaries are present, technicians are required to resolve those diaries prior to clearing the EE diary. Develop other wage alerts according to normal policies. The controlling time period involved in the review when multiple wage diaries are present depends on the diaries. For example:

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EE and S2 or S7 - Develop all quarters implicated by the wage mismatch diary in addition to resolving the PDP Pending Wage page or PDP Pending Wage Report page. See SI 02310.062F.4 for situations that may require development in other quarters.
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EE and J3, J5, K6, or K7 - Develop wages for the year implicated by the Master Earnings File (MEF) diaries in addition to resolving the PDP Pending Wage page or PDP Pending Wage Report page.

Note:

See SI 02305.034B for the period of review required when clearing the EE diary as a part of an RZ or LI, see SI 02305.034B. See SI 02310.005C.5 for administrative finality considerations involved in interface operations.

C. Procedure for clearing the EE diary

1. Develop the new wage and employment information received from PIE

a. Payroll Data Provider Pending Wage Page and Payroll Data Provider Pending Wage Report Page

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Complete the PDP Pending Wage page by selecting one of the following options after developing the wage report:
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  Update the reported wages from PIE to the existing Wages page for the appropriate employer;
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  Add the information received from the PDP as a new employer; or
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  Reject the information received from the PDP. Document the rejection reason and any associated wage development on a Report of Contact.
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Close out the PDP Pending Wage Report page by selecting "I completed all actions needed to close the wage report." Follow normal policies to document and post wages depending on the case characteristics (e.g., SM 01305.330 for manual deeming, SM 01701.001 for force due). When rejecting information received from the PDP, annotate a Report of Contact with the reason for rejection and any associated wage development.

For more information on developing wages from PDPs and resolving the PDP pending pages, see:

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MS 08114.123 and MS 08114.124, respectively, for more information about the PDP Pending Wage page and the PDP Pending Wage Report page.
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SI 00820.135B.2. for instructions on handling wage evidence discrepancies.
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SI 00820.148D for instructions on how to resolve discrepancies with wage and employment information received through PIE and how to handle allegations disclaiming PDP wages.

b. Develop associated wage issues

EE diaries may commonly occur when a worker changes jobs or returns to work, which means not all wage development required to clear an EE diary will be resolved through PDP pending pages. Contact the SSI individual, worker, or representative payee to develop all wage issues surrounding the event including, as necessary:

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resolving wage discrepancies or new employment associated with the EE diary;
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verifying wages from prior employment periods;
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verifying wage termination events in cases where a worker changes jobs;
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screening for and developing any deductions or exclusions from gross wages, such as cafeteria plans, impairment related work expenses, or blind work expenses;
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screening for receipt of unemployment; and
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clearing any outstanding wage diaries regardless of their association with an EE diary.

Follow normal policies to develop wages and document the file.

Examples:

1.
For developing and documenting evidence of wages and wage termination, see:
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  SI 00820.130 for evidence of wage and wage termination; and
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  SI 00820.135. for the procedure for verifying wages.
2.
If a person alleges identity theft or disclaims earnings, see:
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  RM 10220.060 for instructions on assisting a person reporting identity theft;
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  RM 10220.055 for identity theft and Social Security Number (SSN) Fraud;
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  RM 03870.048 for handling potential scrambled earnings situations; and
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  RM 03870.060 for handling allegations of disclaimed earnings.

NOTE:

Resolve any outstanding wage diaries (e.g., S2, S7) and any associated wage and wage termination issues prior to clearing the LI. All PDP Pending Wages pages and PDP Pending Wage Report pages must be resolved and posted to the SSR prior to the deletion of the EE diary, and clearance of the LI or RZ (if present).

2. Documentation

Document wage evidence and wage termination events according to SI 00820.130 and SI 00820.135.

D. Payroll Data Provider Disposition Development Documentation page

To view dispositions on previously developed PDP Pending Wage pages and PDP Pending Wage Report pages, see the Payroll Data Provider Disposition Development Documentation page in the CCE claim development section. The final disposition for each PDP Pending Wage page and PDP Pending Wage Report page will be recorded on this page. For more information on the Payroll Data Provider Disposition Development Documentation page, see MS 08122.122.

E. Example of how to develop, document, and clear an EE diary when other wage diaries are present

In August 2024, the technician initiates an LI for an EE diary. The SSI record also shows an S2 diary and a K6 diary. The technician develops the wages covered by the K6, S2, and the EE to close the LI as follows:

Facts:

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On the PDP Pending Wage page, the technician notes the EE diary was due to Incorporated, Inc, attempting to post wages for July 2024 in August 2024.
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The only Wages page in the SSI Claims system shows alleged wages in November 2023 for “Incorporated” with a continuing estimate but no EIN.
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The DEQY and OCSS queries reveal undeveloped wages from a temporary staffing service back to the 4th quarter of 2023 with higher wage amounts than the Wages page indicates.
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The NDNH query shows a hire date for two employers during this period—the temporary staffing service on 11/10/2023 and Incorporated, Inc on 7/10/2024.

Development:

The technician contacts the claimant to develop the wages. The claimant states that they went to work in November 2023 at Incorporated, Inc and reported it to SSA when it happened. Through this conversation, the technician determines the claimant was hired and paid through a Temporary Staffing service between 11/2023 and 7/2024. Even though the assigned worksite was Incorporated, the temporary staffing company was the claimant’s employer up until the second week of July 2024. The EE diary was created when the claimant was hired on permanently by Incorporated, Inc, an employer participating with a PDP, and the PDP transmitted earnings for July 2024 to SSA for the first time during the August 2024 run.

The technician takes the opportunity to discuss the PDP exchange and reporting requirements, and ascertains that the claimant doesn’t have deductions or exclusions, like IRWEs or cafeteria plans, that would apply to the gross wages.

The technician obtains pay stubs for the temporary service and posts verified earnings from November 2023 to the final pay stub in July 2024 on the existing wages page using the SSI Monthly Wage Verification system, correcting the employer information to show the temp service as the employer. These actions are sufficient to clear the K6 and S2 diary. To clear the EE diary, the technician selects the ‘Add” option to create a new Wages page from the PDP Pending Wage page for Incorporated, Inc and closes out the pending page.

F. References

MS 08114.123 Payroll Data Provider Pending Wages

MS 08114.124 Payroll Data Provider Pending Wage Report

SI 00820.130 Evidence of Wages or Termination of Wages

SI 00820.135 Wage Verification - Over $65 Per Month

SI 00820.143 Monthly Wage Reporting

SI 00820.148 Automated Wage Verifications from Payroll Data Providers Received through the Payroll Information Exchange (PIE)

SI 02305.015 Limited Issue Cases

SI 02310.007 Processing Alerts from Computer Matches

SI 02310.055 Master Earnings File (MEF) Match (K6 and K7 Diary)

SI 02310.062 State Wage Record Match (S2 Diary)

Social Security

Program Operations Manual System (POMS)

SI 02310.200 Payroll Data Provider (PDP) Wages Received through the Payroll Information Exchange (PIE) - EE Diary