DSS ADMINISTRATIVE LETTER NO. ECONOMIC INDEPENDENCE
(WORK FIRST AND FOOD STAMPS) 04-2002
DSS ADMINISTRATIVE LETTER NO. ADULT AND FAMILY SERVICES 02-2002
TO: COUNTY DIRECTORS
ATTENTION: INCOME MAINTENANCE DIRECTORS
MEDICAID CASEWORKERS AND SUPERVISORS
WORK FIRST CASEWORKERS AND SUPERVISORS
FOOD STAMP CASEWORKERS AND SUPERVISORS
SPECIAL ASSISTANCE CASEWORKERS AND SUPERVISORS
SECURITY CONTROL OFFICERS
FRR/BEER CONTROL OFFICERS
DATE: MARCH 11, 2002
SUBJECT: SECURITY OF INTERNAL REVENUE SERVICE AND SOCIAL SECURITY ADMINISTRATION INFORMATION
NOTE: This letter obsoletes DSS Administrative Letter No. Economic Independence (Work First and Food Stamps) 11-2000, DSS Administrative Letter No. Adult and Family Services 3-2000, and DMA Administrative Letter No. 30-2000. The letter is effective upon receipt.
The purpose of this letter is to provide you with updated information concerning the security requirements for IRS and SSA data.
The changes include a revised Documentation of Annual Security Training log, a sample log of who has accessed FRR/BEER reports, a sample FRR/BEER destruction log, new requirements for two levels of security within the building where IRS and SSA data are stored, and additional instructions regarding who completes the internal inspection audit. The time limit for retaining the log for access to the FRR/BEER and the FRR/BEER destruction log has changed to five years. Revisions are in bold print in the paper version and red in the online version throughout the letter.
The Income and Eligibility Verification System (IEVS) was implemented in October 1986. This system provided a mechanism to interface with the Internal Revenue Service (IRS) to obtain leads regarding income and resources reported to the IRS by employers and financial institutions. This matched information is printed on the Financial Resource Report (FRR). IEVS also gave us access to certain types of income reported to SSA by the IRS. These income types are: military employment, pension income, self-employment, and federal employment. This matched information is printed on the Beneficiary Earnings Exchange Report (BEER).
The matches with SSA are also regulated by IEVS. These matches are the State Data Exchange (SDX), Beneficiary Data Exchange (BENDEX), State Online Query (SOLQ), and the Third Party Query (TPQY). Also, to ensure that we have the correct social security number (SSN) when performing these matches, we submit records to SSA for SSN validation.
DHHS contracts with the IRS and SSA to perform these matches. In these contracts, DHHS agrees to safeguard the information provided to us in accordance with federal regulations. IRS security requirements are defined in 26 USC 6103 and IRS Publication 1075. SSA security requirements are defined in: Section 1106(a) of the Social Security Act (42 USC 1306(a)); SSA POMS 10801.500, 510, 515, and 828; Regulation No. 1 (20 CFR Part 401); the Privacy Act (5 USC 552a); Freedom of Information Act (5 USC 552); Computer Matching and Privacy Protection Act of 1988 (PL 100-503); 26 USC 6103, and IRS Publication 1075.
For questions or clarification on any of the policy contained in these manuals, please contact your local county office.