ࡱ> q` :bjbjqPqP <::2pppppppHCHCHC8C,C,f*DE:EEE.GHhID!\#\#\#\>a\`e$2ghiepqL.G.GqLqLeppEE4eiRiRiRqL|pEpEZ(iRqL!\iRiRVS@pp1TED z/B1HCLS UTe0fSTHksOHk1THkp1T$ILJriRJ\KWIIIeeRXIIIfqLqLqLqL0HCHCpppppp Chapter 8. Social Security Number (SSN) Verification 1. Social Security Administration (SSA) Verification Procedures  PRIVATE INFOTYPE="OTHER"  IntroductionThis topic contains information on SSA verification procedures, including the reason for social security number (SSN) verification the frequency of SSN verification, and master record update of verified SSNs. Change DateJuly 23, 2004 a. Reason for SSN VerificationTo ensure the accuracy of Social Security numbers (SSN) in the Department of Veterans Affairs (VA) records, VA has the Social Security Administration (SSA) verify SSNs by means of the State Verification and Exchange System (SVES). b. Frequency of SSN VerificationEach month 25 terminal digits are included in SSN Verification. The entire file should be reviewed three times a year. c. Master Record Update of Verified SSNsIf SSA verifies the SSN the master record will be updated by the Hines Information Technology Center (ITC) to show a verified SSN verification indicator code 1 will be automatically entered on the BDN M15 screen, and the case will not appear on the Unverified Social Security Numbers list. Note: No regional office (RO) action is necessary on these cases. Reference: For more information on master record SSN verification codes, see HYPERLINK "pt10_ch08.xml" \l "X.8.2.c"M21-1MR, Part X, 8.2.c. 2. Processing Unverified SSNs  PRIVATE INFOTYPE="OTHER"  IntroductionThis topic contains information on processing unverified SSNs, including unverified SSN list verification codes review of prior SSN list action on SSN DOES NOT MATCH cases, and action on SSN NOT IN FILE cases responsibility for working SSN lists, and retaining SSN lists. Change DateApril 5, 2005 a. Unverified SSN ListHines ITC produces a list for each regional office (RO) showing the cases that have an unverified SSN in the VA record. The list is titled Unverified Social Security Numbers and provides the VA file number payee number person entitled stub name SSN input by VA date of birth in VA records, and verification code provided by SSA. b. Verification CodesThe table below explains the two verification codes. Verification CodeLegendDescription1SSN NOT IN FILEThe SSN in the VA record has not been issued by SSA.2SSN DOES NOT MATCHIdentifying information in VA records does not match SSA records. Note: This does not necessarily mean the SSN is incorrect. Continued on next page  STYLEREF "Map Title" 2. Processing Unverified SSNs, Continued c. Review of Prior SSN ListReview the prior Unverified Social Security Numbers list for the same terminal digit range before taking action on the current SSN list. Annotate the current list NAN-OPL for No Action Necessary On Prior List if action has already been completed on a listed case, or it was previously determined that no corrective action was necessary. d. Action on SSN DOES NOT MATCH CasesTo initiate action on SSN DOES NOT MATCH cases access the SSA Federal On Line Query (FOLQ) System using the Share application, and enter identifying information from the VA master record. Use the table below to determine what action to take based on the information provided by Share. If Share Then agrees with SSN and date of birth (DOB) information of recordannotate the list NAN SA for No Action Necessary Share Agrees.returns different information concerning the beneficiarys SSN or DOB enter that information into the corporate record via CORR correct the veterans SSN in BIRLS, if necessary, and annotate the list to show the action taken, and date it was taken. Examples: CORR to SSN 1/21/03, and CORR to DOB 10/14/03.Continued on next page  STYLEREF "Map Title" 2. Processing Unverified SSNs, Continued  STYLEREF "Block Label" d. Action on SSN DOES NOT MATCH Cases (continued) If Share Then does not return an SSA record based on the information enteredreview the claims folder for better information concerning the SSN or other identifying information, and develop with the beneficiary, if necessary. Reference: For more information on developing with the beneficiary, see HYPERLINK "pt10_ch08.xml" \l "X.8.3"M21-1MR, Part X, 8.3. Note: If you need to change a DOB in the 1800s, e-mail the following information to the VA/VBAWAS/CO/212A mailbox so that VACO can request the Hines ITC to correct the DOB: file number payee number stub name field to change (vet DOB, Spouse DOB, payee DOB, etc.) the current DOB, and the new DOB. e. Action on SSN NOT IN FILE casesTo initiate action on SSN NOT IN FILE cases, review the claims file for better information concerning the SSN. If additional information is found, attempt to access an SSA record in Share. Use the table below to determine what action to take based on the information provided by Share. If Share Then returns the correct SSNenter that information into the master record via CORR correct the veterans SSN in BIRLS, if needed, and annotate the list to show the action taken, and date it was taken.does not return an SSA record based on the information entereddevelop this information with the beneficiary.Continued on next page  STYLEREF "Map Title" 2. Processing Unverified SSNs, Continued f. Responsibility for Working SSN Verification IssuesUse the table below to determine which office is responsible for working SSN verification issues based on location of the claims file. If BIRLS shows the claims file is located at Then the office responsible for working the SSN verification issue is an RO the RO shown in BIRLS. Note: If a case appears on your list that is under the jurisdiction of another RO make a photocopy of the application page highlight the entry forward the photocopied application page to the RO of jurisdiction, and annotate the list Sent to RO [XX] on [date].the Records Management Center (RMC)the RO of jurisdiction in the Hines master record. Note: If you are unable to resolve the issue using Share, request transfer of the claims file from RMC.a Federal Records Center (FRC) or Folder Destroyedthe RO with jurisdiction of the Notice of Death (NOD) folder, or the RO of jurisdiction in the Hines master record, if no NOD folder exists. Note: Request a rebuilt folder if necessary.Continued on next page  STYLEREF "Map Title" 2. Processing Unverified SSNs, Continued g. Retaining SSN ListsThe date (month and year) of the Unverified Social Security Numbers list appears in the top margin. Retain a copy of the annotated lists for all terminal digits for two years from the date of the list. Note: These lists should be available for review during site visits. 3. Development Without Verification by Department of Veterans Affairs (VA) Records  PRIVATE INFOTYPE="OTHER"  IntroductionThis topic contains information on development without verification by VA records, including information that cannot be verified by VA, and the action to take depending on the response from the payee. Change DateApril 5, 2005 a. Information That Cannot Be Verified by VAIf the information in the VA record does not match the SSA record and the information cannot be verified by the means described, initiate development with the payee to secure the information. Tell the payee that SSA could not verify the information contained in his or her record. Explain that the law, HYPERLINK "http://straylight.law.cornell.edu/uscode/html/uscode38/usc_sec_38_00005101----000-.html"38 U.S.C. 5101, now requires that beneficiaries and their dependents provide VA with a correct SSN. Advise the payee of the specific area that did not validate with SSA and ask for clarification. Ask the payee to provide the requested information to VA within 60 days (or an explanation why it is not provided) and advise the payee that if the information is not received, benefits for the individuals identified in the letter may be terminated or reduced. b. Action to Take Depending on Response From PayeeIf within 60 days a response is received, base any actions on the facts found. not received, follow the due process procedures in HYPERLINK "pt01_ch02_secA.xml" \l "I.2.A"M21-1MR, Part I, 2.A. If no response is received after following the due process procedures, adjust or terminate benefits based on the facts found. 4. VA Master Record SSN Verification Codes  PRIVATE INFOTYPE="OTHER"  IntroductionThis topic contains information on VA master record SSN verification codes, including code definitions when the SSN in VA is correct, and end product (EP) assignment. Change DateJuly 23, 2004 a. Code DefinitionsThere are four possible codes that indicate whether or not the veterans or spouses SSN has been verified. The table below lists the code definitions. Verification CodeDefinition0 (or blank)SSN was not verified by the SSA.1SSN was verified by the computer match with the SSA.2SSN has been verified by the RO.9The person was never issued an SSN by SSA. Note: Do not enter Code 9 for a beneficiary residing in the United States unless the claims file contains a statement from SSA that no SSN has been assigned for the individual. b. SSN in the VA Record Is CorrectIf a RO has proof that the SSN in the VA record is correct, employees may enter 2 in the VER field on the M15 screen; this will activate Code 2. Proof consists of a copy of the individuals Social Security (SS) card print of a Share response that confirms the SSN, or letter from SSA that verifies the SSN in question. The VA record must contain the SSN names and DOB of the veteran and spouse, and sex code of the veteran.Continued on next page  STYLEREF "Map Title" 4. VA Master Record SSN Verification Codes, Continued c. EP AssignmentEnd product (EP) 690 applies for each case requiring development, and 692 applies for each case that does not require development. Reference: For more information on EP credit, see  HYPERLINK "http://vbaw.vba.va.gov/bl/21/publicat/Manuals/M214/AppC.htm" M21-4, Appendix C. 5. Exhibit 1: Sample Language for Letter to a Financial Institution (FI)  PRIVATE INFOTYPE="OTHER"  IntroductionThis topic contains sample language for a letter to a financial institution (FI). Change DateJuly 23, 2004 a. Sample LanguageSAMPLE LANGUAGE FOR LETTER TO BE SENT TO A FINANCIAL INSTITUTION REQUESTING THE CURRENT MAILING ADDRESS OF A BENEFICIARY WHOSE BENEFITS ARE PAID BY DIRECT DEPOSIT. According to the Postal Service, our records do not contain the current address for Mr. John Jones whose benefits are sent to your institution. We are asking you to please provide Mr. Jones current address. This request is made under the authority of Section 1113 of the Right to Financial Privacy Act of 1978 (12 U.S.C. 3413) as amended by Public Law 102-568. This information is necessary to administer veterans benefit programs. VA may use the information requested from your institution solely in the administration of veterans' programs. Mr. Jones address cannot be secured by a reasonable search of records and information maintained by VA. A postage paid envelope is enclosed for your convenience. Your cooperation is appreciated. 6. Reporting Requirements  PRIVATE INFOTYPE="OTHER"  IntroductionThis topic contains information on reporting requirements, including quarterly reports the format for reports sending reports, and disposing of listings and reports. Change DateSeptember 3, 2009 a. Quarterly ReportsROs are required to submit a quarterly report, RCS 20-0751, on the number of cases reviewed for verification of SSN. Quarterly reports are due 14 working days after the end of the following months: March June September, and December. b. Format for ReportsIndividual case reports are not required. However, reports are required in the following format: number of development letters to the beneficiary required in connection with the SSN verification project, even if it is part of other development number of SSN verification match cases resolved without development number of cases with a rate increase as a result of an SSN development letter number of cases with a rate reduction as a result of SSN due process letter, and number of cases denied for failure to furnish an SSN.Continued on next page  STYLEREF "Map Title" 6. Reporting Requirements Requirements, Continued c. Sending ReportsSend the reports to Director, C&P Service (212A). Reports may be e-mailed to VAVBAWAS/CO/212A. Note: Negative reports are required. d. Disposing of Listings and ReportsThe listings of SSN Verification and copies of the reports are to be disposed of in accordance with RCS VB-1, Part I, item 13-091.00.     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