TN 22 (08-06)

A. General

Use EVID or DROC to record identifying information about documents presented to prove an issue or a factor of entitlement/eligibility.

Refer to MSOM EVID 001.001 for instructions on how to complete the EVID and MSOM MSSICS 022.010 for the DROC screen.

When establishing EVID, be extremely careful about keying the client's name and all SSNs. There is no SSN interface with the NUMI to ensure that the information entered is correct.

B. Event Date

1. EVID

“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.

2. DROC

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.

C. Recording the Document Type on EVID/DROC

1. Procedure

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.

2. Chart 1 - Document Type and Code Listed Alphabetically By Document Type

3. Chart 2 - Document Type and Code Listed Alphabetically By Code

D. Foreign Countries Whose Evidentiary Documents Can Be Certified Electronically For Domestic Claims

1. Procedure

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.

2. Chart 1- Countries and Codes Listed Alphabetically By Country

*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.

3. Chart 2-Countries and Codes Listed Alphabetically By Code

E. Types of Information to Be Coded In The “Comments” Field On EVID Or Recorded In The “Report Text” Field On DROC

The “COMMENTS” field on EVID is a two-line freeform field that appears at the bottom of EVID. This field and the “REPORT TEXT” field on DROC should be used to record information about evidentiary documents that will be useful to subsequent reviewers.

The adjudicator should use his/her discretion in deciding what information should be captured. The following is a list of possible uses:

1. To note the purpose for which the document is presented when “OTHER” is selected in the “DOCUMENT SUBMITTED AS PROOF OF THE FOLLOWING EVENTS/ISSUES:” field.

2. To annotate the name(s) appearing on the document if different from the claimant's name:

   • in the “NAME” field on EVID;

   • in the “CLAIMANT/PERSON“ field on DROC; or

   • used in the MCS or MSSICS claim (see GN 00301.288B.).

3. To indicate whether other documents were presented to prove the same allegation/issue.

4. To annotate that the allegation(s)/issue(s) was not proven by the document.

5. To indicate that a material discrepancy exists between the allegation and the document.

6. To indicate that the claim was taken on paper.

7. To indicate, if needed, the time period covered by the document.

8. To indicate if the document had a Raised seal.

9. To indicate the month and year reduced spouse's or widow(er)'s benefits were elected.

EXAMPLE: Claimant signed (Form) dated (MM/DD/YY) electing to accept reduced benefits beginning (MM/YY).

F. Recording The Record Identification Number (RIN)

Use the “RIN” field on EVID or the “REPORT TEXT” field on the DROC screen to record any record number or identifying number on the document (e.g., account number from a bank statement, employer identification number from a W-2).

G. Recording Specific Evidence Types

1. W-2 Forms

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.)

2. Tax Return Information

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.

3. Monthly Pay Stub Information

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.”

4. Military Service

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.

5. Veteran Administration Benefit Query

If VBAQ is used to prove a period of military service, annotate on EVID/DROC. When VBAQ is an issue, see MSOM QUERIES 003.020.

6. Online Evidence

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.