DSS ADMINISTRATIVE LETTER NO. ECONOMIC INDEPENDENCE
(WORK FIRST AND FOOD STAMPS) 04-2002
DSS ADMINISTRATIVE LETTER NO. ADULT AND FAMILY SERVICES 02-2002
DIVISION OF AGING, ADULT SOCIAL SERVICES SECTION ADMINISTRATIVE LETTER 04-1
TO: COUNTY DIRECTORS
ATTENTION: INCOME MAINTENANCE DIRECTORS
MEDICAID CASEWORKERS AND SUPERVISORS
WORKFIRST CASEWORKERS AND SUPERVISORS
FOOD STAMP CASEWORKERS AND SUPERVISORS
SPECIAL ASSISTANCE CASEWORKERS AND SUPERVISORS
SECURITY CONTROL OFFICERS
FRR/BEER CONTROL OFFICERS
DATE: February 02, 2009
SUBJECT: SECURITY OF INTERNAL REVENUE SERVICE (FRR) AND SOCIAL SECURITY ADMINISTRATION INFORMATION (BEER)
The purpose of this letter is to provide updated information concerning the requirements for using and securing Federal Tax Information (FTI) received from the IRS and the SSA. The changes in this letter are effective immediately.
The changes include:
E. New form Attachment IIIA – Documentation of Annual Security Training - Shred Contractor
F. Social Security Training form revised 01/06/09
These modifications are a result of an IRS review conducted in December 2008.
A recent IRS review revealed that training for Federal Tax Information is not uniform statewide. Effective with this letter, ALL county/state agencies that access Federal Tax Information must use the power point presentation for new employee and annual training. In addition, the DMA Administrative Letter 16-02 and addendums must be utilized. The power point presentation has been modified to include additional training information. This information is available at: http://www.ncdhhs.gov/dma/frrbeer/frrbeersafetrain_0308.pdf
All security incidents, including IRS incidents need to be reported at the DHHS Privacy and Security website within 24 hours of the incident at: https://www.security.dhhs.state.nc.us/incident/index.php. Click on ‘Submit a support ticket’. When the user is reporting at this website, specify that this is an IRS incident in the incident box and give the details of the incident in the message section.
This form has incorporated questions that are a part of the revised FRR/BEER Annual Safeguard Awareness Training at: MA_AL16-02add3a1
IRS publication 1075 has been revised. Exhibit 3 has been changed to Exhibit 10 at: MA_AL16-02add3a2
This new form will be used for any agency that shred FTI data by a non-state company at site: MA_AL1602add3a3A
Effective 2009, DHHS and county division of social service employees and contractors authorized to access SSA data are required to review the SSA/DHHS data agreement on an annual basis. Medicaid Program Representatives completing the Internal Inspections in the county dss offices beginning in March 2009 will request the county security officer produce Social Security Training forms signed by all employees and contractors. Refer to the SSA Training form revised 01/06/09 at: http://www.ncdhhs.gov/dma/medtrainres/SSAsecuritytrainingform.pdf. At each Internal Inspection, the training forms presented must be signed and dated within the past year.
We recommend the annual SSA and IRS/FTI training be conducted together each year. The 8 areas to be covered during the Annual Safeguard Awareness Training are:
FRR/BEER Annual Safeguard Awareness Training (Power Point Presentation) at:
DMA Administrative Letter NO. 16-02 at:
DMA Administrative Letter NO. 16-02 Addendum 1 at:
DMA Administrative Letter NO. 16-02 Addendum 2 at:
DMA Administrative Letter NO. 16-02 Addendum 3
Social Security Administration Agreement - SDX-BENDEX-SVES- Agreement and Attachments A through D at:
SOLQ Amendment at:
Social Security Training Form revised 01/06/09 at:
If you have any questions regarding this information, please contact your Medicaid Program Representative.
Tara Larson, Acting Director
Division of Medical Assistance
Sherry S. Bradsher, Director
Division of Social Services
Dennis Streets, Director
Division of Aging and Adult Services
For questions or clarification on any of the policy contained in these manuals, please contact your local county office.