National Directory of New Hires

PART 1.0 POST QW RECORDS TO THE NON-VERIFIABLE FILE IF THE RECORD FAILS EVS AND THE LAST NAME IS SHORTER THAN THE MINIMUM REQUIRED BY EVS (OCSE #2132)

1.1 Summary of Changes

The NDNH has been modified to post Quarterly Wage (QW) Records to the Non-Verifiable file if the record fails the SSA SSN Enumeration Verification System (EVS) edits and the first name is only one character, the middle name is one character or blank, and the last name is shorter than the minimum that is required by EVS.

1.2 Background

On February 21, 2006, the Federal Office of Child Support Enforcement (OCSE) implemented improved name verification routines in the National Directory of New Hires (NDNH) for the QW data. The improved name verification routine will enhance the quality and quantity of data that is loaded into the NDNH. As a result of this change, some records that would previously have been flagged as unverified on the NDNH will be flagged as Non-Verifiable. This will allow more data to be available for data matching purposes.

Prior to the change, if SSA returned a QW SSN/Name combination to the NDNH as unverified, and the last name contained less than four characters, the NDNH would flag and store such a record as Non-Verifiable. (Non-Verifiable SSN/Name combinations on the NDNH are available for Proactive Matching and Locate purposes.) If SSA could not verify the SSN/Name combination, and the last name had four or more characters, and the first name contained at least one character, this record was flagged as Unverified and was not available for Proactive Matching or Locates.

Since February 21, 2006, the four-character parameter has been extended to seven characters. As a result, QW SSN/Name combinations that do not verify at SSA and which have at least one character in the first name and either four, five or six characters in the last name, now will be flagged as Non-Verifiable rather than Unverified.

In addition, if the SSN/Name combination fails EVS and the First Name contains one character, and the Middle Name contains at least one character, and the Last Name contains two or three characters, this SSN will be flagged as Non-Verifiable. If the SSN/Name combination fails EVS and the First Name contains one character, and the Middle Name contains at least one character, and the Last Name contains four or more characters, this SSN will be flagged as Unverified.

No changes were made to the other QW-related processing that is done to help verify SSN/Name combinations, such as reversing the first and last name if the originally-submitted name does not verify.

1.3 Description of Changes

The NDNH application edits have been enhanced to post QW Records to the Non-Verifiable file when a record fails the EVS edits, the first name is one character, the middle name is one character or blank, and the last name is shorter than the minimum required by EVS.

When a QW record fails the EVS edits and the First Name is one character, the Middle Name is one character and the last name is less than four characters, the QW record is posted to the Non-Verifiable File.

When a QW record fails the EVS edits and the First Name is one character, and the Last Name is four, five or six characters, the QW record is posted to the Non-Verifiable File.

When a QW record fails the EVS edits and the Last Name does not meet the minimum EVS requirements (less than seven characters), the QW record is posted to the Non-Verifiable File.

1.4 Impact on States

There are no FCR response record changes as a result of this modification.

However, the NDNH information that the FCR returns to a state only includes information about a person when the SSN of the matched NDNH record is either Verified or Non-Verifiable due to shortcomings of the name that is associated with the SSN. Some state wage systems store QW information that only contains a partial name or no name. The NDNH stores these QW records as Non-Verifiable because the SSN cannot be verified. When these QW records are returned in response to a Locate Request, the FCR designates them as Non-Verifiable. With the increased volume of Non-Verifiable records, states should independently verify the information in these records to ensure the next state action is taken for the correct person.