UNCLASSIFIED (U)

7 FAM 530 

SOCIAL SECURITY ADMINISTRATION

(CT:CON-1015;   06-03-2024)
(Office of Origin:  CA/OCS)

7 FAM 531  INTRODUCTION

(CT:CON-1015;   06-03-2024)

a. More than 760,000 beneficiaries abroad receive 7.5 billion dollars in Social Security benefits each year.  The Social Security Administration (SSA) is responsible for the issuance of Social Security Number (SSN) Cards and the administration of the Retirement, Survivors, and Disability Insurance (RSDI) program, the Special Veterans Benefits (SVB) program, and the Supplemental Security Income (SSI) program as authorized by the Social Security Act, as amended.

b. Overseas Federal Benefits Operations:

(1)  Regional Federal Benefits Officers (RFBO):  As Department of State limited non-career specialist appointees, RFBOs recommended by SSA and hired by Department of State are subject to all applicable Department of State pre-employment clearances and appointment processes.  As the primary manager of Federal Benefits Unit (FBU) staff at his/her residing post the RFBO is responsible for evaluating FBU staff according to Department of State standard Locally Employed (LE) Staff rating practices.  RFBOs are under Chief of Mission authority (see 1 FAM 013.2 Responsibility of Chiefs of U.S. Missions and 2 FAM 131b.)

(2)  Federal Benefits Units (FBUs), also known as claims taking posts, serve as part of the Consular Section, American Citizens Services units within U.S. Embassies and Consulates General (posts) in countries where the SSA beneficiary population is concentrated. 

(a)  FBUs are staffed by LE Staff.  LE Staff are Department of State employees, recruited and hired in conformance with the U.S. Mission’s hiring procedures for Department of State LE Staff and in consultation with SSA and RFBOs.  Generally, FBU staff are hired at the trainee level and promoted to the full-performance level after successful completion of a two-year training program.

(b)  SSA fully trains FBU staff in SSA policies and procedures, and FBUs connect directly to SSA’s computer systems.

(c)  FBUs provide a broad range of services including advising applicants about benefits; providing necessary forms; assisting applicants in completing forms; arranging medical appointments; developing claims (but not adjudicating them); following up with SSA when necessary; and processing applications for Social Security Numbers (SSNs).  FBUs also provide federal benefits services on behalf of other federal benefits agencies such as the Department of Veterans Affairs (VA), Railroad Retirement Board (RRB), Office of Personal Management (OPM), and Department of Labor (DOL).  RFBOs oversee all FBUs across six regions worldwide. The following is the list of the 21 FBUs in 17 countries.

Frankfurt region	Rome region	London region
Frankfurt, Germany	Rome, Italy	London, United Kingdom
Paris, France	Naples, Italy	Dublin, Ireland
Warsaw, Poland	Athens, Greece	Oslo, Norway
Krakow, Poland	Jerusalem, Israel	Lisbon, Portugal
		Madrid, Spain
Manila region	San Jose region	Mexico region
Manila, Philippines	San Jose, Costa Rica	Mexico City, Mexico
Tokyo, Japan	Buenos Aires, Argentina	Ciudad Juarez, Mexico
	Santo Domingo, Dominican Republic	Guadalajara, Mexico

(3)  Non-Claims Taking Posts (NCTPs):

(a)  All U.S. embassies, consulates general, consulates, and consular agencies outside the designated FBU posts are considered non-claims taking posts (NCTPs).  The ACS units of these consular sections are without staff fully trained in SSA policies and procedures and are serviced by an assigned FBU;

(b)  NCTPs in Canada are serviced by SSA domestic border field offices and by SSA’s Division of International Operations.

c.  The Department of State, Bureau of Consular Affairs, Directorate of Overseas Citizens Services works with two SSA Offices with distinct missions:

(1)  The SSA Office of Earnings and International Operations (OEIO) is responsible for administering the Social Security program outside the United States and for the implementation of the benefit provisions of international agreements.

(a)  CA’s Overseas Citizens Services, Management Support Unit (CA/OCS/MSU) serves as the primary liaison between consular sections and federal benefits agencies.

(b)  SSA communicates directly with FBUs regarding individual cases, SSA policy, SSA systems, administration, and other related issues.  To ensure coordination and consistency in applicable guidance to NCTPs, SSA shares with CA/OCS/MSU any instruction or policy related to services performed at NCTPs.

(c)  Any communications related to foreign policy issues, including post closures or evacuations, must proceed through CA/OCS/MSU.  In addition, SSA shares with CA in advance any SSA instruction that may affect NCTP consular workload and resources for concurrence from CA to ensure proper resource coordination and availability.

(d)  Posts may consult CA/OCS/MSU (FedBen@state.gov) for further program management information or guidance.

(2)  The SSA Office of Data Exchange, Policy Publications, and International Negotiations (ODEPPIN) is responsible for negotiation of international Social Security Agreements, known as totalization agreements, and works with OCS and L in drafting them.

d. Social Security laws and regulations are complex.  7 FAM provides guidance on consular matters and does not address SSA laws and procedures in detail.  Consular officers are encouraged to consult with their RFBO for guidance about situations not addressed in this 7 FAM section.

e. In order to ensure uniformity on federal benefits processes across FBUs and  NCTPs, SSA coordinates FBU training as the service provider and notifies CA/OCS/MSU prior to training.  RFBOs coordinate with CA/OCS/MSU to provide guidance to NCTPs as needed to promote consistency of federal benefit processes throughout an SSA region.  Development and provision of all training and related resources for the execution of federal benefits work is performed and paid for by SSA.

f.  To develop a closer working relationship between SSA and the Department of State, both parties meet to discuss the effectiveness of the programs abroad, staffing, implication of any legislative changes, and any other matter that affect the operations of the programs abroad.

g. SSA funds the administration of federal benefits programs abroad and reimburses Department of State for services performed in connection with the administration of SSA’s programs overseas.  SSA reimburses Department of State for direct program support, including the salaries and related costs for RFBOs and LE Staff at FBUs, for services performed on its behalf at NCTPs, and for indirect administrative costs at FBUs, which are paid through the International Cooperative Administrative Support Services (ICASS) system.

7 FAM 532  authoRITIES AND DEFINITIONS

(CT:CON-1015;   06-03-2024)

a. Consular authority regarding Social Security matters abroad is derived from:

(1)  22 U.S.C. 3904 Functions of Service (Subparagraph 3) which states

(2)  Interagency Agreement (IAA) between the Department of State, Bureau of Consular Affairs and the Social Security Administration entered into pursuant to the Economy Act, 31 U.S.C. 1535.  SSA is responsible for the issuance of Social Security Number (SSN) cards and the administration of the Retirement, Survivors, and Disability Insurance (RSDI) program, the Special Veterans Benefits (SVB) program, and the Supplemental Security Income (SSI) program as authorized by the Social Security Act, as amended.

(3)  42 U.S.C. Chapter 7 (Social Security) sets forth legal authority for SSA programs, but does not give Department of State any particular authority.

b. Definitions

Beneficiary:  A person who is entitled to Social Security benefits.

Claimant:  A person who is applying for Social Security benefits, whether on their own Social Security record or on the record of a worker upon whom the applicant is or was dependent.

Claim number:  Social Security Number (SSN) of the worker, living or deceased, on whose record the benefits are claimed and an alphabetical suffix assigned by SSA identifying the type of benefit involved.  (For example:  000-00-000A.)

Covered employment or self-employment:  Employment or self-employment that is subject to the payment of U.S. Social Security taxes.  (Voluntary contributions cannot be made to the U.S. Social Security program.)

Disability:  For claims filed on or after July 1965, disability means the inability to engage in substantial gainful activity (SGA) by reason of any medically determinable physical or mental impairment which can be expected to result in death or has lasted or can be expected to last for a continuous period of not less than 12 months.  For widows and widowers, the disability must begin within a certain prescribed period.

Post:  U.S. embassy or consulate abroad.

Representative payee:  A person, agency, organization, or institution who receives and manages benefits on behalf of a child or an incapable adult beneficiary.

Worker:  The holder of a Social Security number, male or female, living or deceased, who engaged in employment or self-employment covered under the Social Security Act and acquired coverage credits toward Social Security benefits for self and dependents.

7 FAM 533  Guidance to posts

7 FAM 533.1  SSA-related inquiries and outreach

(CT:CON-931;   09-09-2022)

a. NCTPs should direct all SSA-related inquiries to the Federal Benefits Unit (FBU) that services the country where the NCTP is located.  NCTPs should already be familiar with the FBU that handles SSA claims in their country; see SSA FBU list.  In Canada, individuals with SSA-related inquiries should be referred to the appropriate SSA field office in the United States.  See a complete list of the SSA field offices.

b. Post Outreach:  OCS/MSU is offering an SSA Training Toolkit that will provide NCTPs with guidance, tools, and resources for using the SSA Service Tracker.  This basic kit of information will be updated based on the feedback that OCS/MSU receives from NCTPs.  If you have questions please reach out to the OCS/MSU Federal Benefits Team at FedBen@state.gov.

7 FAM 533.2  Managing Federal Benefits Units (FBU)

(CT:CON-1015;   06-03-2024)

a. RFBOs have direct supervisory responsibility over the FBUs assigned to their region. RFBOs provide technical advice, guidance and training to the FBUs and the NCTPs within their geographic region. As part of these regional responsibilities, RFBOs work closely with the senior consular officers. The respective Consuls General (CG) or American Citizens Services (ACS) Chiefs evaluate RFBOs annually following the same standards as any other LNA Foreign Service Officer. The six RFBOs are located in: Frankfurt, San Jose, London, Manila, Mexico City, and Rome.

b. FBU LE Staff are Department of State employees, recruited and hired in conformance with U.S. Mission's hiring procedures for Department of State LE Staff and in consultation with SSA and the RFBOs.  Generally, FBU staff are hired at the trainee level and promoted to the full-performance level after successful completion of a two-year training program.

c.  LE Staff located in the FBUs will be evaluated by the respective RFBO or delegated to the FBU supervisor for evaluation.  For FBUs participating in the Merit Based Compensation (MBC) appraisal system, the RFBO will be designated as the Pool Supervisor for all FBU staff.

7 FAM 534  LIST OF SERVICES PROVIDED AND VOLUME METHODOLOGY FOR INVOICING

(CT:CON-1015;   06-03-2024)

a. The following are the six services requested by SSA to be performed at the NCTPs. The services will be performed after the post has received the request/approval from the RFBO or FBU designee. The only service that does not require prior approval is the mandatory in-person interview for U.S. citizen SSN applicants age 12 or older.

b. Please note that NCTPs in a country that has an FBU must have an approval to perform any of these services, including the in-person interviews.

Form Type/ Service Description	FY 2024 Service Provided and Volume Methodology for Invoicing
Interviews for Social Security Number (SSN) applicants age 12 or older.	Service Provided:   Department of State will conduct mandatory interviews for U.S. citizens age 12 or older applying for a SSN for the first time.  Department of State has been authorized by SSA to provide this service without individual written request of the RFBO unless located in a country that has an FBU.  NCTPs that are located in a country that has an FBU need RFBO approval to provide this service.   For any U.S. citizen under the age of 12, RFBO approval is needed since these applications do not require face-to-face interviews.  Typically, you will only copy and certify documents for these applications in accordance with the instructions in 7 FAM 536a.  Please inform CRBA applicants (if the child is under 12) that they must apply for a Social Security number for the child through the appropriate FBU.   For all replacement cards, RFBO approval is needed as these applications do not require face-to-face interviews.  . For non-U.S. citizens age 12 or older applying for a SSN for the first time, RFBO approval is needed.   Department of State will conduct mandatory interviews for foreign citizens age 12 or older applying for a SSN for the first time only at the written request of the RFBO.   This service may include, but is not limited to, the following steps:   ·         Receive approved request from the RFBO. ·         Examine application for completeness. ·         Accept original evidence—proof of age, citizenship, and identity—and review for authenticity. ·         Copy and certify proof of age, citizenship, and identity. ·         Complete the In-person Interview Report with the applicant. ·         Copy evidence submitted to prove prolonged absence from the United States. ·         Scan and forward via PDF all documents and application to FBU or United States-Canada Border Serving field office.   Volume Methodology:   Volumes will be based totals generated by the performance accounting tool maintained by Department of State.   Validation Methodology:  RFBOs will confirm the number of requests sent by the RFBOs and their designees and will use tracked application numbers to confirm walk-in numbers at NCTPs.  SSA will use RFBOs’ numbers to validate the quarterly reports.   If a co-service is performed concurrently with the interview, the interview should be used in the Service Tracker as the primary service.  In most cases, the co-service is certification / authentication of documents.  Using the FAM guidance, the time to perform the certification of documents should not be included or added when determining the unit rate for service since this is a no-cost service to U.S. citizens.   No Service Tracker entry should be input until the service is completed.  SSA should not be charged if a service was not completed.  One Service Tracker input per service completed – not per appointment /interaction.
Consultative Exams (CEs) and Medical Appointments.	Service Provided:   Department of State will work with local physicians to schedule CEs and other medical appointments for disability beneficiaries in connection with SSA eligibility determinations only at the written request of the RFBO.   This service may include, but is not limited to, the following steps: ·         Receive approved request from the RFBO. ·         Forward the request to the identified medical provider. ·         Forward the projected costs for the medical examination to the RFBO. ·         Schedule the medical examination, if not scheduled by medical provider, with RFBO authorization.  In most cases, the customer should schedule their own appointment once they receive the name of the medical provider identified by the NCTP. ·         Forward the completed medical review to the RFBO.   ·         Arrange the payment of the medical provider with RFBO authorization.   Volume Methodology:  Volumes will be based on totals generated by the performance accounting tool maintained by Department of State. Validation Methodology:  RFBOs will validate the number of requests sent by the RFBOs and their designees. SSA will use RFBOs' numbers to validate the quarterly reports."  This is true for all the following services. Each concurrent requested exam/appointment should be counted as one unit of service.  The customer may have one appointment with multiple tests at the same time.  This should only be counted as one unit in the Service Tracker.  For example, if an RFBO authorization letter requests assistance for three appointments/exams, this would count as three requests on the service tracker. No Service Tracker entry should be input until the service is completed.  SSA should not be charged if a service was not completed.  One Service Tracker input per service completed – not per appointment /interaction.
Field  Investigations Travel	Service Provided:   Department of State will conduct document or information verification investigations (life study, fraud investigations), to the extent possible, and report the results back to SSA only at the written request of the RFBO.   This service may include, but is not limited to, the following steps:   ·         Receive approved request from the RFBO. ·         Schedule in-person visit. ·         If travel is required, identify the cost of travel and provide to the FBU for approval. ·         Review evidence of identity from individual. ·         Obtain additional information from the beneficiary that was identified in the FBU request. ·         Forward results to the FBU for determination. ·         For any travel required, the travel costs should be discussed with the RFBO to determine the best method to reimburse the NCTP traveler.  The request should be sent in writing to the RFBO for approval.  RFBO will supply the appropriate fund codes – this is applied against SSA direct charged budget.  The cost of travel should not be input into the Service Tracker.     Volume Methodology:  Volumes will be based on totals generated by the performance accounting tool maintained by Department of State. Validation Methodology: RFBOs will validate the number of requests sent by the RFBOs and their designees.    If the service changes mid-request from in-office to travel (or vice versa), the service should only be input once at the conclusion of the completed actual service.   No Service Tracker entry should be input until the service is completed.  SSA should not be charged if a service was not completed.  One Service Tracker input per service completed – not per appointment /interaction.
Investigations In Office	Service Provided:  Department of State will conduct document or information verification investigations (life study, fraud investigations), to the extent possible, and report the results back to SSA only at the written request of the RFBO. This service may include, but is not limited to, the following steps:   ·         Receive approved request from the RFBO. ·         Schedule in-person visit. ·         Review evidence of identity from individual. ·         Obtain additional information from the beneficiary that was identified in the RFBO request. ·         Forward results to the RFBO for determination.   Volume Methodology:  Volumes will be based on totals generated by the performance accounting tool maintained by Department of State.   Validation Methodology: RFBOs will validate the number of requests sent by the RFBOs and their designees.   If the service changes mid-request from in-office to travel (or vice versa), the service should only be input once at the conclusion of the completed actual service.   No Service Tracker entry should be input until the service is completed.  SSA should not be charged if a service was not completed.  One Service Tracker input per service completed – not per appointment /interaction.
Representative Payee Verification	Service Provided:   Department of State will conduct mandatory face-to-face interview to determine a representative payee’s authenticity as a representative for the beneficiary only at the written request of the RFBO. This service may include, but is not limited to, the following steps: ·         Receive approved request from the RFBO. ·         Verify identity of representative payee applicant. ·         Receive completed Form SSA-11-BK (Representative Payee Application)Forward results of interview to the RFBO. ·         Provide names of potential representative payee applicants as appropriate. Volume Methodology:   Volumes will be based on totals generated by the performance accounting tool maintained by Department of State. Volume Validation:   Validation Methodology” RFBOs will confirm the number of requests sent by the RFBOs and their designees.  SSA will use RFBOs’ numbers to validate the quarterly reports. No Service Tracker entry should be input until the service is completed.  SSA should not be charged if a service was not completed.  One Service Tracker input per service completed – not per appointment /interaction.
Services Related to Restricted Countries	Service Provided: Services related to restricted countries:  An RFBO Authorization is not required.  . These services may include, but are not limited to, the following steps: ·         Communicate with foreign government as appropriate and as requested by SSA. ·         Conduct visit with individual.  Visits occur every 6 months.   Visits must be in-person per SSA policy POMS RS02650.040D2. ·         Review evidence of identity from individual. ·         Forward the visit information to the RFBO via e-mail. Treasury Dept Service -- Issue paper check to individual if beneficiary has not established direct deposit. (NOTE - This is a Treasury action and time spent on this should not be billed to SSA as part of the NCTP agreement.  But it is a task that may be needed during the visit as part of a total “federal benefit” visit.) ·         Provide the annual FEQ mailing to the beneficiaries. ·         Review suitability of a representative payee or conduct other types of investigation as per RFBO written request Volume Methodology:  Volumes will be based on totals generated by the performance accounting tool maintained by Department of State Validation Methodology:  RFBOs will validate the number of requests sent by the RFBOs and their designees.   No Service Tracker entry should be input until the service is completed. SSA should not be charged if a service was not provided. One Service Tracker input per service completed – not per appointment / interaction.
Authentication Certification of Documents and Intake of Initial Claims.	Service Provided:   Department of State will copy and certify authenticity of document(s) and transmit customer submissions at the written request of the RFBO.   Department of State copying, certifying, and/or transmitting of all other documentation must be specifically approved or requested by the RFBO in writing in advance on a case-by-case basis, unless performed as part of another RFBO-authorized service.   This service should only be billed if it is a standalone service.  If it is in conjunction with another service, it was inherently included with completing the tasks of the other service and should not be billed separately.   This service is only billable for services performed to non-U.S. citizens.  If a U.S. Citizen requests this service, per 7 FAM 536, it is non-billable to either the customer or to SSA.   This service includes the following steps: SSN Related ·         Accept original evidence—proof of age, citizenship, and identity—and review for authenticity. ·         Copy and certify proof of age, citizenship and identity. ·         Scan and forward via PDF all documents and application to FBU.   Initial Claims/Post Entitlement Related ·         Accept original evidence—as stated in the RFBO Authorization. ·         Copy and certify evidence documents. ·         Scan and forward via PDF all documents and application to FBU.   Volume Methodology:  Volume will be based on totals generated by the performance accounting tool maintained by Department of State. Validation Methodology:  RFBOs will confirm the number of requests sent by the RFBOs and their designees.  SSA will use RFBOs' numbers to validate the quarterly reports.   No Service Tracker entry should be input until the service is completed. SSA should not be charged if a service was not provided. One Service Tracker input per service completed – not per appointment / interaction.

b. For all replacement Social Security cards, RFBO approval is needed.

7 FAM 535  PERFORMANCE ACCOUNTING TOOL

(CT:CON-1015;   06-03-2024)

a. Under the Interagency Agreement (IAA) between SSA and the Bureau of Consular Affairs (CA), posts will need to track the services performed on behalf of SSA using a SharePoint-based data gathering tool, effective October 1, 2017.  CA has a SSA Training Toolkit that explains in detail how to use this tool.

b. RFBOs may authorize these specific services in one of two ways.  First, the RFBO may contact the NCTP directly by email, specifically identifying the service and the applicant. Second, the RFBO may send an authorization letter directly to the applicant and instruct that applicant to make an appointment with the nearest NCTP and present the letter during the appointment. In either case, the NCTP must preserve the authorization document (either by attaching the email authorization or by scanning and attaching the authorization letter presented by the applicant) in the data-gathering tool that will record the NCTP’s services.

c.  Under the IAA, ACS sections at posts that do not have a Federal Benefits Unit (FBU) or a resident Regional Federal Benefits Officer (RFBO) (also known as “Non-Claims Taking Posts”, or NCTPs) may only perform services on behalf of SSA if they have received prior authorization from the RFBO unless it is for the first time SSN for someone age 12 or older.  Furthermore, NCTPs must track the SSA-related services that they perform in the SSA Service Tracker, a SharePoint-based data gathering tool.  Staff at NCTPs must use the Service Tracker to record the SSA-related service and to upload the authorization for that service from the Regional Federal Benefits Officer (RFBO) or RFBO designee.  The data gathered using this tool will be used to invoice SSA for this work under the IAA.

d. The SSA Service Tracker tool is located on the Overseas Citizens Services, Management Support Unit (MSU) SharePoint landing page.  A complete user guide to the Tracker is available on the Tracker homepage.

e. Upon completion of a SSA service at a NCTP, the NCTP staff member should perform the following steps to enter service data for tracking:

(1)  Access the SSA Service Tracker via OpenNet.

(2)  Click the Enter New Service Icon.

(3)  Upload the RFBO authorization documentation (either the email from the RFBO or the RFBO authorization document presented by the applicant or beneficiary) by selecting Attach File in the upper left corner of the webpage.

(4)  Enter in required responses for the Service Completion Date, Post, Requesting RFBO (if applicable), Service Type, Client First Name, Client Last Name, Copy of Additional Communication or Reference (if applicable) and RFBO Approver Name (if applicable).

(5)  Click the Save button.

(6)  No Service Tracker entry should be input until the service is completed.  Only one Service Tracker input should be added per service completed – not per appointment /interaction.

(7)  If a co-service is performed concurrently with the Interviews for Social Security Number (SSN) applicants above age 12, the interview should be used in the Service Tracker as the primary service.  In most cases, the co-service is certification / authentication of documents.

(8)  For Consultative Exams (CEs) and Medical Appointments, each concurrent requested exam/appointment should be counted as one unit of service.  The customer may have one appointment with multiple tests at the same time.  This should only be counted as one unit in the Service Tracker.  But, if there are separate appointments, even with the same provider, then each separate appointment should be entered into the Service Tracker.

(9)  For management controls purposes, only OCS/MSU staff members will be able to edit the Tracker data.  All Tracker data changes should be reported to the OCS/MSU Federal Benefits Team at FedBen@state.gov.

(10) All questions or concerns about the SSA Service Tracker, its permission settings, or related SSA service data, including any data entry errors, should be directed to the OCS/MSU Federal Benefits Team at FedBen@state.gov.

7 FAM 536  Frequently Asked Questions

 (CT:CON-1015;   06-03-2024)

a. Certified True Copies:

(1)  Q:   Should NCTPs continue to make certified copies of documents that will be used in connection with an application for Social Security benefits?  If so, should NCTPs forward the certified copies directly to the applicable Federal Benefits Unit?

(2)  Answer (A) Under the Schedule of Fees for Consular Services, consular sections should not charge any fee for notarial, authentication, or certification services when the service is being performed “with respect to documents to be presented by claimants, beneficiaries, or their witnesses in connection with obtaining Federal, state, or municipal benefits.”  This provision is not affected by the IAA.  Thus, NCTPs should continue to make certified copies of documents, without charge, if those documents are going be used as part of an application for federal, state, or municipal benefits – including Social Security benefits.  Such services should not be recorded in the SSA Service Tracker; instead, NCTPs should issue a no-fee notarial receipt, using ACRS code 45.  NCTPs should not forward these certified copies of documents to SSA or the Federal Benefits Unit (FBU).  Instead, they should be given back to the applicant.

(3)  Question (Q):    When making certified copies of documents in connection with applications for federal, state, or local benefits, should posts just use the “original seen and returned” stamp, or the consular seal (either wet or raised) used for full-fledged notarials?  And must an officer certify the copy?

(4)  A:   SSA has informed us that, if the documents come from the applicant, they can only accept fully notarized documents that contain a wet or raised notarial seal.  Thus, when an applicant requests certified copies of a document in connection with the application for a Social Security benefit, posts should fully notarize the certified copy using Form DS-1985, Certification of true Copy.  This action may only be taken by an officer authorized to provide notarial services.

b. Form SS-5 Application for Social Security Card

(1)  Q:   May NCTPs continue to accept Form SS-5 applications for a Social Security card as part of a combined application for a Consular Report of Birth Abroad (CRBA) and a passport?

(2)  A:   No, if the child is under the age of 12. (Unless you received prior authorization from the RFBO).  NCTP staff should inform the parents of the child that they must apply directly with the applicable FBU for a Social Security card for their child.  Yes, if the U.S. citizen child is 12 years or older (posts would also perform the required interview), unless the NCTP is located in a country that contains an FBU or is located in Canada.  Note that all first-time applicants who are not U.S. citizens must apply directly with the FBU, even if they are 12 years or older, unless they have received prior authorization from an RFBO.

c.  Passport, Consular Report of Birth Applications and Social Security Cards

(1)  Q:   If the parents are applying for a CRBA and passport for their child, and can’t submit an application for a Social Security card to the NCTP at the same time, must the parents or legal guardians of the child submit a declaration under perjury that the child has never been issued a Social Security number?

(2)  A:   Yes.  Because parents in this situation are not applying for a Social Security card along with the CRBA and passport, they must submit the declaration.

e. Death Notification to SSA

(1)  Q:   Should NCTPs continue to forward Consular Reports of Death Abroad (CRODA) to the SSA pursuant to 7 FAM 276.1?

(2)  A:   Yes.  Since this is not a service directly performed on behalf of the SSA, NCTPs should continue to comply with 7 FAM 276.1.  Consular officers are required by regulation at 22 CFR 72.5(b)(1) to provide a copy of the CRODA to SSA if the decedent was a U.S. citizen.  Additional questions on this topic may be addressed to L/CA.

(3)  Q.  Should NCTPs notify FBUs or RFBOs of deaths of non U.S. citizens?

(4)  A.   Regarding reporting the death of a non-U.S. citizen, NCTPs should refer the relatives to the appropriate FBU or to the SSA website.

f.  FBU Authorization for Services

(1)  Q:   Should NCTPs contact a FBU to obtain authorization to perform a service on behalf of an applicant?

(2)  A:   No.  NCTPs should not proactively seek authorization to perform SSA-related services on behalf of an applicant. Instead, NCTPs should counsel the applicant to contact the FBU directly.  The FBU will then determine if the provision of services by the NCTP is necessary in that case.

g. Distribution of Social Security Cards

(1)  Q:   Can NCTPs continue to receive Social Security cards for applicants?

(2)  No.  NCTPs should not permit Social Security beneficiaries to use the NCTP’s address (either physical or pouch) to receive Social Security cards.  The beneficiary should use their own address.

Please note that an updated FAQ document can be found on the Service tracker webpage.

7 FAM 537  LIST OF COUNTRIES WITH ASSOCIATED SERVICING REGION AND FBU

(CT:CON-1015;   06-03-2024)

The list of countries below identifies each country’s servicing SSA region and servicing FBU.  A NCTP that is located in the same country as a FBU may not carry out any services without the authorization of the appropriate RFBO, even if that NCTP could otherwise do so.

Country or Other Area	NCTP  Located Outside of FBU Country	Servicing Region	Servicing FBU
Afghanistan**	Y	Rome	Rome FBU
Albania	Y	Rome	Rome FBU
Algeria	Y	Frankfurt	Paris FBU
Andorra	N (Madrid FBU)	London	Madrid FBU
Angola	Y	London	Lisbon FBU
Anguilla	Y	San Jose	Santo Domingo FBU
Antigua and Barbuda	Y	San Jose	Santo Domingo FBU
Argentina	N (Buenos Aires FBU)	San Jose	Buenos Aires FBU
Armenia	Y	Rome	Athens FBU
Aruba	Y	San Jose	Santo Domingo FBU
Australia	Y	Manila	Manila FBU
Austria	Y	Frankfurt	Frankfurt FBU
Azerbaijan	Y	Rome	Athens FBU
Bahamas, The	Y	San Jose	Santo Domingo FBU
Bahrain	Y	Rome	Rome FBU
Bangladesh	Y	Manila	Manila FBU
Barbados	Y	San Jose	Santo Domingo FBU
Belarus	Y	Frankfurt	Warsaw FBU
Belgium	Y	London	Dublin FBU
Belize	Y	San Jose	San Jose FBU
Benin	Y	Frankfurt	Paris FBU
Bermuda	Y	London	London FBU
Bhutan	Y	Manila	Manila FBU
Bolivia	Y	San Jose	Buenos Aires FBU
Bonaire	Y	San Jose	Santo Domingo
Bosnia and Herzegovina	Y	Rome	Athens FBU
Botswana	Y	London	London FBU
Brazil	Y	London	Lisbon FBU
Brunei	Y	Manila	Manila FBU
Bulgaria	Y	Rome	Athens FBU
Burkina Faso	Y	Frankfurt	Paris FBU
Burma (Myanmar)	Y	Manila	Manila FBU
Burundi	Y	Frankfurt	Paris FBU
Cambodia	Y	Manila	Manila FBU
Cameroon	Y	Frankfurt	Paris FBU
Canada	N (SSA Border Offices)	SSA Domestic	Varies
Cabo Verde	Y	London	Lisbon FBU
Cayman Islands	Y	San Jose	Santo Domingo FBU
Central African Republic	Y	Frankfurt	Paris FBU
Chad	Y	Frankfurt	Paris FBU
Chile	Y	San Jose	Buenos Aires FBU
China	Y	Manila	Manila FBU
Colombia	Y	San Jose	Santo Domingo FBU
Comoros	Y	Rome	Athens FBU
Congo, Democratic Republic of the	Y	Frankfurt	Paris FBU
Congo, Republic of the	Y	Frankfurt	Paris FBU
Costa Rica	N (San Jose FBU)	San Jose	San Jose FBU
Cote d'Ivoire	Y	Frankfurt	Paris FBU
Croatia	Y	Rome	Athens FBU
Cuba**	Y	San Jose	Santo Domingo FBU
Curacao	Y	San Jose	Santo Domingo FBU
Cyprus	Y	Rome	Athens FBU
Czechia	Y	Frankfurt	Warsaw FBU
Denmark	Y	London	Oslo FBU
Diego Garcia	Y	Rome	Athens FBU
Djibouti	Y	Frankfurt	Paris FBU
Dominica	Y	San Jose	Santo Domingo FBU
Dominican Republic	N (Santo Domingo FBU)	San Jose	Santo Domingo FBU
Ecuador	Y	San Jose	Santo Domingo FBU
Egypt	Y	Rome	Naples FBU
El Salvador	Y	San Jose	San Jose FBU
Equatorial Guinea	Y	London	Madrid FBU
Eritrea	Y	Rome	Rome FBU
Estonia	Y	Frankfurt	Warsaw FBU
Ethiopia	Y	Rome	Rome FBU
Eswatini	Y	London	London FBU
Fiji	Y	Manila	Manila FBU
Finland	Y	London	Oslo FBU
France	N (Paris FBU)	Frankfurt	Paris FBU
French Polynesia (Tahiti)	Y	Manila	Manila FBU
Gabon	Y	Frankfurt	Paris FBU
Gambia, The	Y	London	London FBU
Georgia	Y	Rome	Athens FBU
Germany	N (Frankfurt FBU)	Frankfurt	Frankfurt FBU
Ghana	Y	London	London FBU
Greece	N (Athens FBU)	Rome	Athens FBU
Greenland	Y	London	Oslo FBU
Grenada	Y	San Jose	Santo Domingo FBU
Guadeloupe	Y	San Jose	Santo Domingo FBU
Guatemala	Y	San Jose	San Jose FBU
Guinea	Y	Frankfurt	Paris FBU
Guinea-Bissau	Y	London	Lisbon FBU
Guyana	Y	San Jose	Santo Domingo FBU
Haiti	Y	San Jose	Santo Domingo FBU
Holy See	N (Rome FBU)	Rome	Rome FBU
Honduras	Y	San Jose	San Jose FBU
Hong Kong	Y	Manila	Manila FBU
Hungary	Y	Frankfurt	Krakow FBU
Iceland	Y	London	Oslo FBU
India	Y	Manila	Manila FBU
Indonesia	Y	Manila	Manila FBU
Iran*	N (Warsaw FBU)	Frankfurt	Warsaw FBU
Iraq	Y	Rome	Rome FBU
Ireland	N (Dublin FBU)	London	Dublin FBU
Israel	N (Jerusalem FBU)	Rome	Jerusalem FBU
Italy	N (Rome/Naples FBU)	Rome	Rome/Naples FBU
Jamaica	Y	San Jose	Santo Domingo FBU
Japan	N (Tokyo FBU)	Manila	Tokyo FBU
Jordan	Y	Rome	Naples FBU
Kazakhstan	Y	Rome	Athens FBU
Kenya	Y	London	London FBU
Kiribati	Y	Manila	Manila FBU
Korea, North **	Y	Manila	Manila FBU
Korea, South	Y	Manila	Manila FBU
Kosovo	Y	Rome	Athens FBU
Kuwait	Y	Rome	Rome FBU
Kyrgyzstan	Y	Rome	Athens FBU
Laos	Y	Manila	Manila FBU
Latvia	Y	Frankfurt	Warsaw FBU
Lebanon	Y	Rome	Rome FBU
Lesotho	Y	London	London FBU
Liberia	Y	London	London FBU
Libya**	Y	Rome	Rome FBU
Liechtenstein	Y	Frankfurt	Frankfurt FBU
Lithuania	Y	Frankfurt	Warsaw FBU
Luxembourg	Y	London	Dublin FBU
Macau	Y	Manila	Manila FBU
Macedonia	Y	Rome	Naples FBU
Madagascar	Y	Frankfurt	Paris FBU
Malawi	Y	London	London FBU
Malaysia	Y	Manila	Manila FBU
Maldives	Y	Manila	Manila FBU
Mali	Y	Frankfurt	Paris FBU
Malta	Y	Rome	Rome FBU
Marshall Islands	Y	Manila	Manila FBU
Martinique	Y	San Jose	Santo Domingo FBU
Mauritania	Y	Frankfurt	Paris FBU
Mauritius	Y	Rome	Athens FBU
Mexico	N (Mexico FBUs)	Mexico City	Mexico FBUs
Micronesia, Federated States of	Y	Manila	Manila FBU
Moldova	Y	Rome	Athens FBU
Monaco	N (Paris FBU)	Frankfurt	Paris FBU
Mongolia	Y	Manila	Manila FBU
Montenegro	Y	Rome	Athens FBU
Montserrat	Y	San Jose	Santo Domingo FBU
Morocco	Y	Frankfurt	Paris FBU
Mozambique	Y	London	Lisbon FBU
Namibia	Y	London	London FBU
Nauru	Y	Manila	Manila FBU
Nepal	Y	Manila	Manila FBU
Netherlands	Y	London	Dublin FBU
New Caledonia	Y	Manila	Manila FBU
New Zealand	Y	Manila	Manila FBU
Nicaragua	Y	San Jose	San Jose FBU
Niger	Y	Frankfurt	Paris FBU
Nigeria	Y	London	London FBU
Norway	N (Oslo FBU)	London	Oslo FBU
Oman	Y	Rome	Rome FBU
Pakistan	Y	Manila	Manila FBU
Palau	Y	Manila	Manila FBU
Palestinian Territories	Y	Rome	Jerusalem FBU
Panama	Y	San Jose	San Jose FBU
Papua New Guinea	Y	Manila	Manila FBU
Paraguay	Y	San Jose	Buenos Aires FBU
Peru	Y	San Jose	San Jose FBU
Philippines	N (Manila FBU)	Manila	Manila FBU
Poland	N (Warsaw/Krakow FBU)	Frankfurt	Warsaw/Krakow FBU
Portugal	N (Lisbon FBU)	London	Lisbon FBU
Qatar	Y	Rome	Rome FBU
Reunion	Y	Frankfurt	Paris FBU
Romania	Y	Rome	Naples FBU
Russia	Y	Frankfurt	Warsaw FBU
Rwanda	Y	Frankfurt	Paris FBU
Saba	Y	San Jose	Santo Domingo FBU
Saint Barthelemy	Y	San Jose	Santo Domingo FBU
Saint Helena and Dependencies	Y	Rome	Athens FBU
Saint Kitts and Nevis	Y	San Jose	Santo Domingo FBU
Saint Lucia	Y	San Jose	Santo Domingo FBU
Saint Vincent and the Grenadines	Y	San Jose	Santo Domingo FBU
Samoa	Y	Manila	Manila FBU
San Marino	N (Rome FBU)	Rome	Rome FBU
Sao Tome and Principe	Y	London	Lisbon FBU
Saudi Arabia	Y	Rome	Rome FBU
Senegal	Y	Frankfurt	Paris FBU
Serbia	Y	Rome	Athens FBU
Seychelles	Y	Rome	Athens FBU
Sierra Leone	Y	London	London FBU
Singapore	Y	Manila	Manila FBU
Sint Eustatius	Y	San Jose	Santo Domingo FBU
Sint Maarten	Y	San Jose	Santo Domingo FBU
Slovakia	Y	Frankfurt	Warsaw FBU
Slovenia	Y	Rome	Rome FBU
Solomon Islands	Y	Manila	Manila FBU
Somalia	Y	London	London FBU
South Africa	Y	London	London FBU
South Sudan	Y	Rome	Rome FBU
Spain	N (Madrid FBU)	London	Madrid FBU
Sri Lanka	Y	Manila	Manila FBU
Sudan	Y	Rome	Rome FBU
Suriname	Y	San Jose	Santo Domingo FBU
Sweden	Y	London	Oslo FBU
Switzerland	Y	Frankfurt	Paris FBU
Syria*	Y	Rome	Naples FBU
Taiwan	Y	Manila	Manila FBU
Tajikistan	Y	Rome	Athens FBU
Tanzania	Y	London	London FBU
Thailand	Y	Manila	Manila FBU
Timor-Leste (East Timor)	Y	Manila	Manila FBU
Togo	Y	Frankfurt	Paris FBU
Tonga	Y	Manila	Manila FBU
Trinidad and Tobago	Y	San Jose	Santo Domingo FBU
Tunisia	Y	Frankfurt	Paris FBU
Turkey	Y	Rome	Athens FBU
Turkmenistan	Y	Rome	Athens FBU
Turks and Caicos Islands	Y	San Jose	Santo Domingo FBU
Tuvalu	Y	Manila	Manila FBU
Uganda	Y	London	London FBU
Ukraine	Y	Frankfurt	Warsaw FBU
United Arab Emirates	Y	Rome	Rome FBU
United Kingdom	N (London FBU)	London	London FBU
Uruguay	Y	San Jose	Buenos Aires FBU
Uzbekistan	Y	Rome	Athens FBU
Vanuatu	Y	Manila	Manila FBU
Venezuela**	Y	San Jose	Santo Domingo FBU
Vietnam	Y	Manila	Manila FBU
Yemen	Y	Rome	Athens FBU
Zambia	Y	London	London FBU
Zimbabwe	Y	London	London FBU

*Services provided under a Protecting Power Agreement. (See 7 FAM 1000)

**Services provided in a different, regional post/country.

7 FAM 538  SSA Restricted Countries

(CT:CON-940;   10-31-2022)

a. SSA restrictions prohibit the payment of benefits to, or on behalf of, beneficiaries in some former U.S. Treasury-restricted countries.  Although the Treasury Department restrictions have been lifted, payment cannot be made because the appropriate officials in those countries have not given SSA assurance of free access to beneficiaries/claimants and to vital statistics' records.  These countries are:

	Azerbaijan	Tajikistan
	Belarus	Turkmenistan
	Kazakhstan	Uzbekistan
	Kyrgyzstan
NOTE:  The necessary assurances of access were first requested by SSA through the Department of State when the Treasury restrictions were lifted.  For various reasons, those assurances still have not been provided.

b. Generally, beneficiaries in these countries can receive benefits withheld while they were in an SSA restricted country once they leave that country and go to a country where SSA can send payments.  However, they must meet all other requirements for payment.

c.  Exceptions to the nonpayment policy can be made for certain eligible beneficiaries residing in an SSA restricted country if they meet and agree to certain restricted conditions. Unless local instructions state otherwise, if a beneficiary contacts a post in one of the restricted countries and requests that an exception be made to the nonpayment policy, the post should take a written statement to this effect from them and send it to the servicing FBU.  Include the beneficiary's name, SSN, and complete local address.

7 FAM 539  Totalization Agreements

(CT:CON-1015;   06-03-2024)

a. Since the late 1970's, the United States has established a network of bilateral Social Security agreements that coordinate the U.S. Social Security program with the comparable programs of other countries.  International Social Security agreements, often called "Totalization agreements," have two main purposes.  First, they eliminate dual Social Security taxation, the situation that occurs when a worker from one country works in another country and is required to pay Social Security taxes to both countries on the same earnings.  Second, the agreements help fill gaps in benefit protection for workers who have divided their careers between the United States and another country.  Such workers may fail to qualify for social security benefits from one or both countries because they have not worked long enough to meet minimum eligibility requirements.  Under an agreement, each country can count credits in the other country if it will help a person qualify for benefits.  Although each country may count credits in the other country, credits are not actually transferred from one country to the other. 

b. NCTPs refer all inquiries from individuals related to totalization agreements to the FBUs.

c.  Questions from posts about negotiation or implementation of a totalization agreement prior to its entry into force should be directed to L/CA.

d. In regards to totalization agreements, the FBUs do the following:

(1)  Issue earning records.

(2)  Provide other information from SSA systems needed by the foreign agency to execute provisions of the agreement.

(3)  Make corrections to SSA records when necessary.

(4)  Process leads for benefits.

(5)  Obtain earnings or other information from the foreign agency.

(6)  Answer inquiries regarding rules of coverage and/or how to obtain a certificate of coverage.

e. Questions from posts about negotiation or implementation of a totalization agreement prior to its entry into force should be directed to L/CA.

f.  The United States has totalization agreements with the following countries:

Country	Entry Into Force
Iceland	March 1, 2019
Slovenia	February 1, 2019
Uruguay	November 1, 2018
Brazil	October 1, 2018
Hungary	September 1, 2016
Slovak Republic	May 1, 2014
Poland	March 1, 2009
Czechia	January 1, 2009
Denmark	October 1, 2008
Japan	October 1, 2005
Australia	October 1, 2002
Chile	December 1, 2001
South Korea	April 1, 2001
Greece	September 1, 1994
Luxembourg	November 1, 1993
Ireland	September 1, 1993
Finland	November 1, 1992
Austria	November 1, 1991
Netherlands	November 1, 1990
Portugal	August 1, 1989
France	July 1, 1988
Spain	April 1, 1988
Sweden	January 1, 1987
United Kingdom	January 1, 1985
Canada	August 1, 1984
Norway	July 1, 1984
Belgium	July 1, 1984
Switzerland	November 1, 1980
Germany	December 1, 1979
Italy	November 1, 1978

 

UNCLASSIFIED (U)