7.21.4  Transcription and Case Establishment  (01-01-2003)

  1. Procedures are provided for transcribing data using the Data Transcription Subsystem (DTS).

  2. The data transcription subsystem has been programmed on EDS to systemically identify significant application deficiency. At the discretion of the Determinations Primary Office (DPO) in Cincinnati, additional information needed to perfect the application may be gathered from the case file and/or applicant.

  3. These procedures provide instructions to DPO employees and Cincinnati Submission Processing Center (CSPC) employees’ processing determination applications.  (01-01-2003)
Specific Instructions

  1. Applications data entered on LINUS and uploaded to EDS contains the Employer Identification Number (EIN), Document Locator Number (DLN), name, address, and Power of Attorney (POA) information. These fields are displayed when the DLN is entered on the DTS screen. The transcriber can also make corrections to the information displayed on the screens. Such changes must be made with extreme caution to ensure that the changes are being made to the correct entity. Verify that the correct DLN was entered before changing the data displayed on the screens.

  2. Requests received by letter such as group rulings and subsection not available on Form 1024, will also be entered on EDS for control.

  3. POA forms for authorized representatives of the applicant are entered on primarily through LINUS, but may be entered on EDS (through data transcription or letter generation). The acknowledgment letter to the attorney is generated from LINUS. All other correspondence to POA’s is generated on EDS. The Centralized Authorization File (CAF) is no longer used for this purpose.

  4. Based on the data entered, DTS will determine if the application is missing any significant information and store the related paragraphs. If technical screening identifies additional deficiencies, a letter requesting the information is sent to applicant. A 9-digit case number will appear on the last screen. The first two digits of the case number represent the area office (DO) code. The transcriber should write the number on the edit sheet. A transmittal sheet (Form 8327). A transmittal sheets may be printed if the case is not established in the Cincinnati Submission Processing Center.  (01-01-2003)
Data Transcription

  1. The DPO enters the application data through the LINUS System and EDS data transcription screens.

  2. The EO applications are initially screened on LINUS to process the User Fee. The data stored on LINUS is uploaded to the EDS System to enter the remaining data from the first page of the application. EDS run a series of validity check and conversions on the data entered. The most important checks are on the employer identification number and form number.

  3. An acknowledgment letter will be sent for each application entered on LINUS. The acknowledgment letters are generated by a overnight batch process based on data entered on LINUS. Acknowledgment Letters need not be associated with the case files.

  4. The following fields must be entered by the transcriber; "Control Date" , "Document Locator Number" , "EIN" , "Form Revision" , "Application Signed?" and attachments codes. Verify the accuracy of Application data displayed in the Name Screen, Application Screen and POA Screen. Specifically, the name and address, plan name and POA name and address.  (01-01-2003)

  1. DTS will search the system for a duplicate entry. If a record is found with the same transcriber’s login and control date, the system will display "Duplicate entry Case No. ----" . If the login is different the message will display the current status (if not closed) and the control date.

  2. If the case is a duplicate:

    1. Write the case number on the file and depress the F10 key to cancel the entry.

    2. Print the transmittal sheet with the case number displayed on the Duplicate Establishment Screen.

    3. Attach the transmittal sheet to the application and associate with the other case file for simultaneous consideration.

  3. If there is any question as to whether the application is a duplicate submission, note file for resolution. Accept the application as a new submission.

  4. Each application is automatically transferred to ICS.

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