BEER Match

BEER Match Overview

The Beneficiary Earnings Exchange Record (BEER is a match from IRS files. The matching process involves a three-step activity that may result in names different than those on MEDS. For example, an individual’s past maiden name may appear instead of their current name. In addition, the information contained on a BEER match record is 12 to 24 months old. The match is received and processed by the IEVS Unit. 

Match criteria:

  • The recipient’s SSN is matched against the Social Security wage file
  • The matched SSNs are then matched against the FEIN files to eliminate duplicates that would have been included in the IFD/ECS process
  • Unduplicated SSNs are then matched to MEDS using the SSN, date of birth, and sex.

DUE TO CONFIDENTIALITY REQUIREMENTS, BEER MATCH RECORDS ARE ONLY AVAILABLE TO IEVS STAFF.

Designated IEVS EEs will compare the information in the case record with BEER match information.

Process for Receiving the BEER Match

This subsection outlines the processes when records are received from the IRS and FTB.

Reminder: The BEER and IRS Asset Match records utilize federal wage and benefit information. Accessing federal wage and benefit information requires adherence to federal data security guidelines. EEs must ensure that the processes outlined in Santa Clara’s Safeguard Activity Report are being followed when a BEER or IRS Asset Match case is received.

Step Who Action
1 State / Feds
  • Forwards hard copies of the BEER/IRS Asset Match/FTB Asset Match abstracts with rosters.
2 IEVS Supervisor
  • Receives BEER/IRS Asset Match/FTB Asset Match from State/Feds.
  • Sends acknowledgment to the State/Feds within 24 hours of receipt.
  • Forwards BEER/IRS Asset Match/FTB Asset Match abstracts to clerical.
3 Clerical
  • IDs the case if open in SCCIEVS system.    
  • Checks the SCCIEVS to see if any of the Requests already exist or have a companion case. If the case is:
    • Open and assigned in SCCIEVS, to an EE, and period overlaps: 
      • Enters a new case record in SCCIEVS.
      • Forwards abstract to assigned EE.
    • Open in SCCIEVS and is pending assignment:
      • Enters a new case record in SCCIEVS.
      • Files abstract in the case and assign to available EE.
    • Closed or does not exist in SCCIEVS:
      • Distributes abstracts equally to EEs for reading (D/ND/DC) with the due date.
      • Monitors completion and advises EE Supervisor when appropriate.
  • Enters the EE assignment on the BEER/IRS Asset Match/FTB Asset Match Case Roster and in the SCCIEVS application.

  • REMINDER: BEER/IRS Asset Match/FTB Asset Match abstracts and rosters must be kept in a locked drawer at all times when not being worked on.
4 EE
  • Receives abstract.
  • Reviews cases and determines if D, ND or DC. Determines if earnings/assets are reported and entered in CalSAWS. If the case is:
    • Active and discrepancy exists:
      • Complete SCD 1604 so EW can determine if earnings/assets must be recorded in CalSAWS for current and future benefit eligibility.
      • Complete "BEER 1st Client Letter" or "FTB/IRS 1st Client Letter,” which can be found in the S: drive, indicating the name and type of unreported earnings or assets, appropriate tax year and 10-day due date.

        • REMINDER: The Client Letter must be sent to the client within 45 days from the Run Date.

      • Forwards abstract, Client Letter and SCD 1604 to Assignment Desk to follow next steps.
    • Inactive and discrepancy exists:
      • Complete “BEER 1st Client Letter” or “FTB/IRS 1st Client Letter,” which can be found in the S: drive, indicating the name and type of unreported earnings or assets, and appropriate tax year.
      • Forwards abstract and Client Letter to Assignment Desk to follow next steps.
    • ND (No discrepancy exists)
      • Forwards to Assignment Desk to file abstract in a secured cabinet in a locked room.
    • DC (Discrepant/Completed)
      • Forwards to Assignment Desk to file abstract in a secured cabinet in a locked room.
      • Updates reading status to Discrepant-Completed in SCCIEVS.
  • Notates findings on the abstract.

  • REMINDER: BEER/IRS Asset Match/FTB Asset Match abstracts and rosters must be kept in a locked drawer at all times when not being worked on.
5 Clerical
  • Receives abstracts and, if applicable, SCD 1604 or Client Letter from EE.
  • Enters information (Open/Close) in BEER/IRS Asset Match/FTB Asset Match Case Roster and files it in the locked cabinet in a locked room.
  • If the case is:
    • D (Discrepant)
      • Opens case in SCCIEVS by entering data on the following fields:
        • Last Name
        • First Name
        • Case Number
        • Referral Type (FTB, BEER, or IRS)
        • Open Date
        • Language
        • EW #
        • CalSAWS Case Status
        • IEVS Case Status
        • Food Stamps
        • Assigned EE
        • Assigned Date
        • Reassigned EE
        • Reassigned Date
        • Comments (Indicate Run Date and Wage/Tax Year)
      • Creates IEVS Working folders, which contains abstract, Client Letter and, if applicable, SCD 1604 and forwards to Confidential Verification Desk.

    • ND (No discrepancy exists), and DC (Discrepant/Completed):

      • Files abstracts in a secured cabinet in a locked room.

      • REMINDER: BEER/IRS Asset Match/FTB Asset Match abstracts and rosters must be kept in a locked drawer at all times when not being worked on.
6 Clerical EE

Days 1-10

  • Receives IEVS working folders from clerical.
  • Follows Sending IEVS Communication to DO for cases with SCD 1604.
  • Requests employer verification from the Online Work Number.
  • Monitors “BEER 1st Client Letter” or “FTB/IRS 1st Client Letter” located in the S Drive.  
  • If the case is:
    • Returns "Client Letter" with complete verifications:
      • Enters receipt in the SCCIEVS.
      • Files letter and verification in the IEVS working folder.
      • Forwards working folder to clerical for assignment.
    • Returns "Client Letter" but (more) verification is needed, or did not return "Client Letter":

      • Generates “BEER 2nd Client Letter” or “FTB/IRS 2nd Client Letter” located in the S Drive.

Days 11-20

  • Monitors “BEER 2nd Client Letter” or “FTB/IRS 2nd Client Letter” located in the S Drive.    
  • If the case is:
    • Returns "2nd Client Letter" with complete verifications:
      • Enters receipt in the SCCIEVS.
      • Files letter and verification in the IEVS working folder.
      • Forwards working folder to clerical for assignment.
    • Returns "Client Letter" but (more) verification is needed, or did not return "Client Letter":

      • Assigns case to EE Lead as a “Confidential Verification Desk Closing.”

  • REMINDER: BEER/IRS Asset Match/FTB Asset Match abstracts and rosters must be kept in a locked drawer at all times when not being worked on.

  • Assigns IEVS working folders to EE via round robin assignment.    
7 EE
  • Receives IEVS case from Assignment Desk.
  • Follows Benefit Calculation Process. See Benefit Calculation Process. 
  • Once complete, IEVS Supervisor will separate documents to be imaged or to be filed in a secured cabinet in a locked room

  • REMINDER: BEER/IRS Asset Match/FTB Asset Match abstracts and rosters must be kept in a locked drawer at all times when not being worked on.
8 EE Lead
  • Reviews cases under “Confidential Verification Desk Closing.”
  • Approves/ Denies "Confidential Verification Desk Closing.”
  • Completes an SCD 1604 and makes Fraud referral to SIU for Approved "Verification Desk Closing" with Active benefits case. Refer to Sending IEVS Communication to DO for details.  
  • Forwards decision to Confidential Verification Desk for action.
9 Clerical
  • Receives list of cases approved/denied for “Confidential Verification Desk Closing.”
  • Closes cases approved for closing by EE Lead in SCCIEVS and files in a secured cabinet in a locked room.
  • Forwards cases denied for closing to clerical for round robin assignment or follow instructions of EE Lead, whichever is applicable.

Processing BEER Matches

Use the following chart to process the BEER match abstract for all programs:

STAGE WHO ACTION
1 IEVS EE
  • Review the case record to determine if the information on the BEER match was reported.
  • If the asset/income was:
    • Reported:    
      • Document in the case journal.
      • Updates finding(s) as “non-discrepant” on the IEVS - Recipient SSA Wages (BEER) Roster.

      • Reminder: FTI must not be mentioned when documenting in the case journal.

    • Not reported:     
      • Sends the client (case payee or responsible reporting party) an “Income and Eligibility Verification” form (CW 63) requesting the asset information within 10 days.
      • Follow up in 10 days.

  • REMINDER: A copy of the BEER match MUST NOT be imaged. The BEER match abstracts and the IEVS - Recipient SSA Wages (BEER) Roster must be kept in a locked room at all times except for when EEs are reviewing/processing the abstract.
2 IEVS EE
  • Obtains asset verification.
  • After review if it is:
    • Not discrepant: 
      • Follows the Simple Close case procedure and file the abstract in a secured cabinet in a locked room.
    • Discrepant:  
      • Computes OP/OI and sends Notice of Action
      • If applicable, completes the “IEVS Communication” (SCD 1604) form giving sufficient information for EW to determine:
        • If income and/or assets affect the current and future benefit eligibility
        • If the case must be discontinued as a result of the income and/or asset findings.
  • If the client failed to return the requested verification, discontinues the case and documents in the case journal that the result was due to the client’s failure to cooperate with IEVS review.
3 EW
  • Reviews request on SCD 1604 form and completes actions:
    • Discontinues case if applicable
    • Sends a timely Notice of Action (NOA) which contains all of the pertinent information regarding the OP/OI or ineligibility
    • Documents all actions in the case journal.

  • Reminder: FTI must not be mentioned when documenting in the case journal. 

  • If IEVS is reviewing the case and the client reveals assets to the EW rather than the IEVS EE, the EW must:
    • Resolve the asset discrepancy with the client and take appropriate action immediately
    • Email IEVS with the information
    • Send copies of all verifications provided by the client to IEVS EE or to IEVSVerificationDesk@ssa.sccgov.org.
  • If the EW assigned to the task has new information or knowledge regarding IEVS findings, communicate the new information with IEVS to resolve the discrepancies.

If the case was discontinued/closed at the request of the IEVS EE for failure to cooperate or failure to report assets and the client reapplies, EW must clear all eligibility factors with IEVS unit before the case can be restored, regardless of whether restoration is in continuing or intake.

Related Topics

IRS Asset Match/Asset Match