## Chapter 8: Social Security Number (SSN) Verification

#### Table of Contents

> 1\. Social Security Administration (SSA) Verification Procedures 8-1
>
> 2\. Processing Unverified SSNs 8-3
>
> 3\. Development without Verification by Department of Veterans
> Affairs\
> (VA) Records 8-7
>
> 4\. VA Master Record SSN Verification Codes 8-8
>
> 5\. Exhibit 1: Sample Language for Letter to a Financial Institution
> (FI) 8-10

## Chapter 8. Social Security Number (SSN) Verification

#### 1. Social Security Administration (SSA) Verification Procedures 

+------------+---------------------------------------------------------+
| ##### In   | > This topic contains information on SSA verification   |
| troduction | > procedures, including                                 |
|            |                                                         |
|            | -   the reason for social security number (SSN)         |
|            |     verification                                        |
|            |                                                         |
|            | -   the frequency of SSN verification, and              |
|            |                                                         |
|            | -   master record update of verified SSN.               |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### C    | > July 23, 2004                                         |
| hange Date |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| #####      | > To ensure the accuracy of Social Security numbers     |
| a. Reason  | > (SSN) in the Department of Veterans Affairs (VA)      |
| for SSN Ve | > records, VA has the Social Security Administration    |
| rification | > (SSA) verify SSNs by means of the State Verification  |
|            | > and Exchange System (SVES).                           |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### b.   | > Each month 25 terminal digits are included in SSN     |
|  Frequency | > Verification. The entire file should be reviewed      |
|  of SSN Ve | > three times a year.                                   |
| rification |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| #####      | > If SSA verifies the SSN                               |
|  c. Master |                                                         |
|  Record Up | -   the master record will be updated by the Hines      |
| date of Ve |     Information Technology Center (ITC) to show a       |
| rified SSN |     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 [M21-1MR, Part X,  |
|            | > 8.2.c](http://152.125.                                |
|            | 216.223/bl/21/m21-1mr/pt10/ch08/pt10_ch08.xml#X.8.2.c). |
+------------+---------------------------------------------------------+

#### 2. Processing Unverified SSNs

+------------+---------------------------------------------------------+
| ##### In   | > This topic contains information on processing         |
| troduction | > 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.                                |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### C    | > April 5, 2005                                         |
| hange Date |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### a.   | > Hines ITC produces a list for each regional office    |
|  Unverifie | > (RO) showing the cases that have an unverified SSN in |
| d SSN List | > 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    | > The table below explains the two verification codes.  |
| . Verifica |                                                         |
| tion Codes |                                                         |
+------------+---------------------------------------------------------+

+--------------------+---------------------+---------------------------+
| Verification Code  | Legend              | Description               |
+--------------------+---------------------+---------------------------+
| 1                  | SSN NOT IN FILE     | The SSN in the VA record  |
|                    |                     | has not been issued by    |
|                    |                     | SSA.                      |
+--------------------+---------------------+---------------------------+
| 2                  | SSN DOES NOT MATCH  | Identifying information   |
|                    |                     | in VA records does not    |
|                    |                     | match SSA records.        |
|                    |                     |                           |
|                    |                     | ***Note***: This does not |
|                    |                     | necessarily mean the SSN  |
|                    |                     | is incorrect.             |
+--------------------+---------------------+---------------------------+

Continued on next page

2\. Processing Unverified SSNs, Continued

+------------+---------------------------------------------------------+
| ###        | > Review the prior *Unverified Social Security Numbers* |
| ## c. Revi | > list for the same terminal digit range before taking  |
| ew of Prio | > action on the current SSN list.                       |
| r 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.                               |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ###        | > To initiate action on SSN DOES NOT MATCH cases        |
| ## d. Acti |                                                         |
| on on SSN  | -   access the SSA Federal On Line Query (FOLQ) System  |
| DOES NOT M |     using the Share application, and                    |
| ATCH Cases |                                                         |
|            | -   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 | annotate the list "NAN -- SA" for |
| (DOB) information of record       | "No Action Necessary -- Share     |
|                                   | Agrees."                          |
+-----------------------------------+-----------------------------------+
| returns different information     | -   enter that information into   |
| concerning the beneficiary's SSN  |     the master record via CORR    |
| or DOB                            |                                   |
|                                   | -   correct the veteran's SSN in  |
|                                   |     BDN, if necessary, and        |
|                                   |                                   |
|                                   | -   annotate the list to show the |
|                                   |                                   |
|                                   | ```{=html}                        |
|                                   | <!-- -->                          |
|                                   | ```                               |
|                                   | -   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

2\. Processing Unverified SSNs, Continued

  -----------------------------------------------------------------------
  d\. Action on SSN DOES NOT MATCH Cases (continued)

  -----------------------------------------------------------------------

+-----------------------------------+-----------------------------------+
| If Share ...                      | Then ...                          |
+-----------------------------------+-----------------------------------+
| does not return an SSA record     | -   review the claims folder for  |
| based on the information entered  |     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 [M21-1MR,  |
|                                   | > Part X,                         |
|                                   | > 8.3](ht                         |
|                                   | tp://152.125.216.223/bl/21/m21-1m |
|                                   | r/pt10/ch08/pt10_ch08.xml#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. A | > To initiate action on SSN NOT IN FILE cases, review   |
| ction on S | > the claims file for better information concerning the |
| SN NOT IN  | > SSN. If additional information is found, attempt to   |
| FILE cases | > 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 SSN           | -   enter that information into   |
|                                   |     the master record via CORR    |
|                                   |                                   |
|                                   | -   correct the veteran's SSN in  |
|                                   |     BIRLS, if needed, and         |
|                                   |                                   |
|                                   | -   annotate the list to show the |
|                                   |                                   |
|                                   | ```{=html}                        |
|                                   | <!-- -->                          |
|                                   | ```                               |
|                                   | -   action taken, and             |
|                                   |                                   |
|                                   | -   date it was taken.            |
+-----------------------------------+-----------------------------------+
| does not return an SSA record     | develop this information with the |
| based on the information entered  | beneficiary.                      |
+-----------------------------------+-----------------------------------+

Continued on next page

2\. Processing Unverified SSNs, Continued

+------------+---------------------------------------------------------+
| ##### f.   | > Use the table below to determine which office is      |
| Responsibi | > responsible for working SSN verification issues based |
| lity for W | > on location of the claims file.                       |
| orking SSN |                                                         |
|  Verificat |                                                         |
| ion Issues |                                                         |
+------------+---------------------------------------------------------+

+-----------------------------------+-----------------------------------+
| If BIRLS shows the claims file is | Then the office responsible for   |
| located at ...                    | 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     | the RO of jurisdiction in the     |
| (RMC)                             | 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 | -   the RO with jurisdiction of   |
| "Folder Destroyed"                |     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

2\. Processing Unverified SSNs, Continued

+------------+---------------------------------------------------------+
| ##### g.   | > The date (month and year) of the *Unverified Social   |
|  Retaining | > Security Numbers* list appears in the top margin.     |
|  SSN Lists | > 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

+------------+---------------------------------------------------------+
| ##### In   | > This topic contains information on development        |
| troduction | > without verification by VA records, including         |
|            |                                                         |
|            | -   information that cannot be verified by VA, and      |
|            |                                                         |
|            | -   the proper action depending on the response from    |
|            |     payee.                                              |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### C    | > April 5, 2005                                         |
| hange Date |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| #####      | > If the information in the VA record does not match    |
|  a. Inform | > the SSA record and the information cannot be verified |
| ation Cann | > by the means described, initiate development with the |
| ot Be Veri | > payee to secure the information.                      |
| fied by VA |                                                         |
|            | -   Tell the payee that SSA could not verify the        |
|            |     information contained in his or her record.         |
|            |                                                         |
|            | -   Explain that the law, [38 U.S.C.                    |
|            |     5101](http://uscode.house.gov/usc.htm), 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.   | > If within 60 days a response is                       |
|  Response  |                                                         |
| from Payee | -   received, base any actions on the facts found.      |
|            |                                                         |
|            | -   not received, follow the due process procedures in  |
|            |     [M21-1MR, Part I,                                   |
|            |     2.A](http://152.125.216                             |
|            | .223/bl/21/m21-1mr/pt01/ch02/pt01_ch02_secA.xml#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

+------------+---------------------------------------------------------+
| ##### In   | > This topic contains information on VA master record   |
| troduction | > SSN verification codes, including                     |
|            |                                                         |
|            | -   code definitions                                    |
|            |                                                         |
|            | -   when the SSN in VA is correct, and                  |
|            |                                                         |
|            | -   end product (EP) assignment.                        |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### C    | > July 23, 2004                                         |
| hange Date |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| #####      | > There are four possible codes that indicate whether   |
|  a. Code D | > or not the veteran's or spouse's SSN has been         |
| efinitions | > verified.                                             |
|            | >                                                       |
|            | > The table below lists the code definitions.           |
+------------+---------------------------------------------------------+

  --------------- -------------------------------------------------------
  Verification    Definition
  Code            

  0 (or blank)    SSN was not verified by the SSA.

  1               SSN was verified by the computer match with the SSA.

  2               SSN has been verified by the RO.

  9               The 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.                   |
+-----------------------------------------------------------------------+

+------------+---------------------------------------------------------+
| ###        | > If a RO has proof that the SSN in the VA record is    |
| ## b. SSN  | > correct, employees may enter *"2"* in the             |
| in the VA  | > [VER]{.smallcaps} field on the M15 screen; this will  |
| Is Correct | > activate Code 2.                                      |
|            | >                                                       |
|            | > Proof consists of a                                   |
|            |                                                         |
|            | -   copy of the individual's 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

4\. VA Master Record SSN Verification Codes, Continued

+------------+---------------------------------------------------------+
| ##         | > End product (EP)                                      |
| ### c. EP  |                                                         |
| Assignment | -   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 [M21-4, Appendix                                  |
|            | > C](http:/                                             |
|            | /152.124.238.193/bl/21/publicat/Manuals/M214/AppC.htm). |
+------------+---------------------------------------------------------+

#### 5. Exhibit 1: Sample Language for Letter to a Financial Institution (FI)

+------------+---------------------------------------------------------+
| ##### In   | > This topic contains sample language for a letter to a |
| troduction | > financial institution (FI).                           |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### C    | > July 23, 2004                                         |
| hange Date |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ####       | > SAMPLE LANGUAGE FOR LETTER TO BE SENT TO A FINANCIAL  |
| # a. Sampl | > INSTITUTION REQUESTING THE CURRENT MAILING ADDRESS OF |
| e Language | > 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.         |
+------------+---------------------------------------------------------+