OhioBWC - Basics: (Policy library) - File

Policy and Procedure Name:

Social Security Number

Policy #:


Code/Rule Reference:

93 P.L. 579 – Privacy Act of 1974

Effective Date:



Rick Percy, Chief of Operational Policy, Analytics & Compliance (Signature on File)


Claims Policy


Policy #CP-19-08, effective 01/16/15


New 01/16/15




The purpose of this policy is to ensure that conflicts or errors related to social security numbers entered into the claims management system are promptly corrected.




This policy applies to Field Operations staff.




Customer: A business or person whose information is entered into the claims and/or policy management system and associated with a unique customer number, enabling the business or person to participate in a claim, quote, policy or case. Examples include:

Business Customer

·         Employer

·         Provider

·         Third-party administrator

·         Representative

Person Customer

·         Claimant

·         Dependent

·         Guardian

·         Officer or owner of a business


Social Security cross match: The electronic receipt of information from the Social Security Administration (SSA) that provides the name, date of birth, date of death, if applicable, and any social security benefits paid to the individual associated with that SSN, used by BWC to validate information in the claim file and/or to calculate temporary total compensation (TT), permanent total disability (PTD) and/or Disabled Workers’ Relief Fund (DWRF) payment rates.




A.    It is the policy of BWC, in compliance with federal law, that a social security number (SSN) is not required for an individual to obtain workers’ compensation benefits.


B.    It is the policy of BWC to enter a correct SSN, when available, into the claims management system for a customer and to correct any conflicts or errors promptly after a thorough investigation.




A.    Field staff shall promptly investigate an issue regarding an SSN when:

1.    Field staff is notified of a conflict or error with a customer SSN; or

2.    Verification of the SSN through the Social Security Administration (SSA) fails.


B.    Investigation of a conflict or other error with an SSN may include, but is not limited to:

1.    If there are duplicate SSNs, determining which, if either, SSN is verified through the SSA;

2.    Determining if the SSN is correct based on the information received;

3.    Contacting the customer related to the SSN for clarifying information; and

4.    Consulting with Employer Services if the conflict is related to a customer entered by that division.


C.   If Employer Services is unable to complete a business function due to an unverified duplicate customer SSN for which field staff is responsible, field staff shall immediately consult with the supervisor, and if approved:

1.    Remove the incorrect SSN from the claims management system;

2.    Indicate the tax status in the claims management system as “Tax ID unavailable”; and

3.    If compensation is being paid to the customer, also indicate “Tax exempt.”


D.   When field staff receive the correct SSN, field staff shall enter the number into the claims management system for automatic SSA verification. Once the SSA has verified the SSN, field staff need take no further action.