In many cases, Social Security Administrations face the reality that there will still be some paper records in use which are filled in manually by the general public during a transition period until all interactions are done online only using e-Services.
In order to process such paper records efficiently in a social security administration, there may occasionally be a need to use “temporary” or “suspense” numbers to basically “park” the information until further investigation can be done and the information can be linked with the correct individual. This is primarily the case when the information provided by a claimant or employer is not complete, not legible or inaccurate.
The same also applies in case the number used is suspended or expired for whichever reason and needs to be cleared up first before it can be used for regular social security transactions.
In such cases, the administration can assign a temporary social security number to an individual until it determines the correct permanent number with which the information should be linked.
- Online Form for Converting the Temporary / Previous SSN of an Individual to a Permanent Social Security Number.
- Submitted by Individuals or by SSA Internal User.
- Workflow Driven.
- Seamlessly Integrated with SSN applications and Individuals’ Profiles.
- Allows Processing to Continue even when SSN is not 100% Known
Overview
CREATE NEW APPLICATION
In the general setup, the user can choose to activate the use of temporary SSN’s by checking “Enable Temporary SSN” and then selecting whether to have the number generated automatically by the system or entered manually. In case it will be generated automatically, the structure, prefix and starting number can be set. The color to display all Temporary numbers is also configurable so they stand out for anyone looking at the SSN.
If the above Temporary SSN function is enabled, then a user can assign a Temporary SSN to an individual when required using the normal SSN Application Process and selecting “Temporary”.
After processing the above, the individual will have a unique Temporary SSN number assigned:
Once the Temporary SSN has been assigned, Employers and others can process transactions using the Temporary SSN until the matter has been cleared up, after which the Permanent SSN can be assigned to replace the Temporary SSN.
Below you can see how an employer uses the Temporary SSN of the employee to file contributions for the filing period.
When the Social Security Administration has determined which Permanent SSN needs to be assigned to the Employee, then they can do so with this simple process of “Converting Temporary SSN to Permanent SSN”.
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- Social Security Administration User can find “Convert Temporary SSN to Permanent” List which includes all Pending and Approved Applications.
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- User can add the reason for changing SSN and select Officer who issued the New SSN and New SSN Issue date and then click ”Save” button to save the application.
- “Post” button will be activated, and user will click on it towards issuing the permanent SSN through SSN Application form.
- Follow the steps as Approving and Issuing SSN Application to issue the SSN.
- After Approval, the new SSN will be created for the applicant and his Profile will be automatically updated accordingly.
Updating a pending Application
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- By Clicking on “update” icon beside the application that needs to be updated in “Convert Temporary SSN to Permanent List”, the selected form will open. Make necessary changes and click “Save” button.
- By Clicking on “update” icon beside the application that needs to be updated in “Convert Temporary SSN to Permanent List”, the selected form will open. Make necessary changes and click “Save” button.
Deleting Pending Application
- SSA user can delete a request by clicking on “Delete” icon beside the application that he/she needs to delete in the “Convert Temporary SSN to Permanent List” table list.
