TN 13 (11-11)

GN 01010.038 Using information on SSA systems as acceptable proof

A. Policy for using information on SSA systems as acceptable proof

Information in SSA systems is acceptable proof of marriage, divorce, age, death, military service, and earnings if the system shows a proven factor of entitlement in which SSA paid benefits or, the system displays an associated proof code that supports the current allegation. An adjudicator may use information on:

  • Modernized Claims System (MCS) or Modernized Supplemental Security Income Claims System (MSSICS) screens (cleared or archived),

  • The Master Beneficiary Record (MBR) or Supplemental Security Record (SSR);

  • The Numident (NUMI);

  • The Disability, Railroad, Alien and Military Service (DRAMS) query;

  • The evidence (EVID) screen; and

  • The Claims File Records Management System (CFRMS) also known as eView.

1. Marriage or divorce information

If marriage or divorce was a factor of entitlement in a prior claim or if a related proof code supports the current allegation, the MBR or MCS screens (cleared or archived) are acceptable proof of marriage or divorce, see GN 00301.055.

NOTE: Do not assume that the claimant submitted proof of marriage with a LSDP claim unless the LSDP claimant had to submit proof of marriage in accordance with RS 00210.005B.2.

2. Age or death information

If age or death was a factor of entitlement in a prior claim or if an associated proof code and evidence coding support the current allegation, the MBR, SSR, MCS, or MSSICS screens (cleared or archived) is acceptable proof.

If the evidence code indicates a proven date of birth (DOB) or death, in the case where survivors and benefits were paid, accept the dates as proven. For situations where the MBR may show an erroneous proof of age (POA) code see GN 00302.010C.

3. Fully-insured status

The MBR does not contain enough data to establish fully insured status if the prior claim was for Mother (BIC E), Children (BIC C) or Lump Sum Death (BIC G) benefits because SSA could have paid these benefits based on currently insured status. In these cases, obtain a certified earnings record (E/R).

B. Procedures for using prior information

Follow the instructions below when using prior information as proof for a subsequent claim on the MBR, SSR, MCS or MSSICS screens.

1. Correcting erroneous proof codes

If the MBR or MCS screen (cleared or archived) shows an erroneous proof code for a DOB, see GN 00302.010C.

In all situations, the adjudicator must resolve or redevelop any inconsistency when the information in the prior claim conflicts with the information in the current claim, or if the current information indicates that, the associated proof code in the prior claim is erroneous.

2. Documenting evidence in the current claim

The technician must properly document the current claim when using previously established evidence for the new claim or determination. Record the determinations electronically (e.g., report of contact (RPOC), remarks (RMKS) screens, etc.) whenever possible.

3. Comparing earnings

If either the earning (EARN) or earnings correction (ECOR) screen shows entries for computation years, compare with the Detail Earnings Query (DEQY) to verify that the EARN or ECOR entries updates the Master Earnings File (MEF); if not, take necessary action to correct the MEF (e.g., Item Correction (ICOR)).

C. References


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0201010038
GN 01010.038 - Using information on SSA systems as acceptable proof - 02/05/2014
Batch run: 02/05/2014
Rev:02/05/2014