Description of Matched Records Clause Samples
The Description of Matched Records clause defines how records that are considered 'matched' between parties are identified and described within an agreement. Typically, this clause outlines the criteria or data points that must align—such as transaction details, reference numbers, or timestamps—for records to be recognized as corresponding entries in both parties' systems. By establishing a clear standard for what constitutes a matched record, the clause helps prevent disputes over data reconciliation and ensures both parties have a mutual understanding of their obligations regarding record-keeping and verification.
Description of Matched Records. A. System of Records (SOR) SSA will use information from the Master Files of Social Security Number (SSN) Holders and SSN Applications (Enumeration System), 60-0058, last fully published at 75 Fed. Reg. 82121 (December 29, 2010) and updated on July 5, 2013 (78 Fed. Reg. 40542), February 13, 2014 (79 Fed. Reg. 8780), July 3, 2018 (83 Fed. Reg. 31250-51), and November 1, 2018 (82 Fed. Reg. 54969). SSA will subsequently run those verified SSNs against systems records to extract and disclose the necessary tax return information from the Earnings Recording and Self- Employment Income System, (commonly referred to as the MEF), 60-0059, last fully published at 71 Fed. Reg. 1819 (January 11, 2006) and updated on July 5, 2013 (78 Fed. Reg. 40542), and November 1, 2018 (83 Fed. Reg. 54969). SSA may update the information in its SOR during the effective period of this agreement as required by the Privacy Act. VA/VHA will match SSA information with information extracted from its system of records (SOR) “Income Verification Records -VA” (89VA10NB). The SORs involved in this computer matching program have routine uses permitting the disclosures needed to conduct this match.
B. Specified Data Elements
1. VA/VHA will provide SSA with the following information for each individual for whom VA/VHA requests tax return information: first name, last name, SSN, and date of birth. VA/VHA will provide the requested tax report year for which data is being requested.
2. SSA will provide VA/VHA with the following tax return information from the MEF for each individual with a verified SSN for whom VA/VHA requests information: employer identification numbers (EIN), earnings report type, employer name and address, year of earnings, wage amounts from Form W-2, and earnings amounts from self-employment.
3. SSA will provide a verification code indicating verified SSN and death indicator for each individual for whom VA/VHA requests information.
Description of Matched Records. A. Systems of Records SSA will match the DOL extract file against the MBR, SSA/ORSIS (60-0090), last fully published at 71 Fed. Reg. 1826 on January 11, 2006, as amended at 72 Fed. Reg. 69723 (December 10, 2007) and 78 Fed. Reg. 40542 (July 5, 2013). DOL’s extract file is from DOL’s OWCP, BL Benefit Payments file, DOL/OWCP-9, last fully published at 81 Fed. Reg. 25765 on April 29, 2016. Both agencies have published the appropriate routine uses to permit the disclosures necessary to conduct this match.
Description of Matched Records. A. Systems of Records (SOR) VA will provide SSA with electronic files containing compensation and pension payment data from its SOR entitled “Compensation, Pension, Education, and Vocational Rehabilitation and Employment Records-VA” (58VA21/22/28), republished with updated name at 74 Fed. Reg. 14865 (April 1, 2009) and last amended at 77 Fed. Reg. 42593 (July 19, 2012). SSA will match the VA data with SSA SOR “Medicare Database (MDB) File,” 60-0321, last fully published at 71 Fed. Reg. 42159 (July 25, 2006) and amended at 72 Fed. Reg. 69723 (December 10, 2007) and 83 Fed. Reg. 54969 (November 1, 2018). The information in these systems of records may be updated during the effective period of this agreement as required by the Privacy Act.
B. Number of Records VA’s data file will consist of approximately 7.5 million electronic records. The SSA comparison file contains approximately 110 million records obtained from the MDB. The number of people who apply for Extra Help determines in part the number of records matched.
C. Specified Data Elements SSA will conduct the match using the SSN, name, DOB, and VA claim number on both the VA file and the MDB.
D. Frequency of Matching VA will furnish SSA with an electronic file containing VA compensation and pension payment data monthly. The actual matching will take place approximately the first week of every month.
Description of Matched Records. A. Systems of Records SSA will match the data in OPM’s finder file with SSA Enumeration data from the Master Files of Social Security Number (SSN) Holders and SSN Applications, 60-0058, (referred to as the Enumeration System), last fully published at 75 Fed. Reg. 82121 (December 29, 2010) and updated at 78 Fed. Reg. 40542 (July 5, 2013), 79 Fed. Reg. 8780 (February 13, 2014), 83 Fed Reg. 31250-31251 (July 3, 2018), and 83 Fed. Reg. 54969 (November 1, 2018). SSA will disclose matched data to OPM from SSA’s Earnings Recording and Self-Employment Income System, 60-0059, (referred to as the Master Earnings File (MEF)) last fully published at 71 Fed. Reg. 1819 (January 11, 2006) and amended at 78 Fed. Reg. 40542 (July 5, 2013), and 83 Fed. Reg. 54969 (November 1, 2018). OPM will provide SSA with a finder file from the OPM system of records, OPM/Central- 1, Civil Service Retirement and Insurance Records published at 73 Fed. Reg. 15013 (March 20, 2008) and amended at 80 Fed. Reg. 74815 (November 30, 2015). The Systems of Records involved in this computer matching program have routine uses permitting the disclosures needed to conduct this match.
B. Specified Data Elements
1. OPM will provide SSA with the following identifying information for each individual for whom OPM requests information: name, SSN, date of birth, and the tax year for the requested earnings.
2. SSA will disclose to OPM the following information for each individual for whom OPM requests information and whose SSN verifies: employer identification number(s), name(s), address(es), wage amount(s) from Form W-2(s), and earnings amount(s) from self-employment income.
Description of Matched Records. A. Systems of Records SSA will match the data in VA’s electronic file with SSA Enumeration data from the Master Files of SSN Holders and SSN Applications (referred to as the Enumeration System), 60-0058, last fully published at 87 Fed. Reg. 263 (January 4, 2022). SSA will disclose matched data to VA from SSA’s Earnings Recording and Self-Employment Income System (referred to as the Master Earnings File (MEF)), 60-0059, last fully published at 71 Fed. Reg. 1819 (January 11, 2006) and amended at 78 Fed. Reg. 40542 (July 5, 2013) and 83 Fed. Reg. 54969 (November 1, 2018).
Description of Matched Records. A. Systems of Records SSA will match the data in OPM’s finder file with SSA Enumeration data, from the Master Files of Social Security Number (SSN) Holders and SSN Applications, (60-0058), published on December 29, 2010 (The Enumeration System) (75 Fed. Reg. 82121), and amended on July 5, 2013 (78 Fed. Reg. 40543), February 13, 2014 (79 Fed. Reg. 8780) and July 3, 2018 (83 Fed. Reg. 31250 - 31251). SSA will disclose matched data to OPM from SSA’s Earnings Recording and Self-Employment Income System, 60-0059 (MEF), published on January 11, 2006 (71 Fed. Reg. 1819) and amended on July 5, 2013 (78 Fed. Reg. 40542). OPM will provide SSA with a finder file from the OPM system of records, OPM/Central- 1,Civil Service Retirement and Insurance Records, 73 Fed. Reg. 15013 (March 20, 2008), amended at 80 Fed. Reg. 74815 (Nov. 30, 2015). The Systems of Records involved in this computer matching program have routine uses permitting the disclosures needed to conduct this match.
B. Specified Data Elements
1. OPM will provide SSA with the following identifying information for each individual for whom OPM requests information: name, SSN, date of birth, and the tax year for the requested earnings.
2. SSA will disclose to OPM the following information for each individual for whom OPM requests information and whose SSN verifies: employer identification number(s), name(s), address(es), wage amount(s) from Form W-2(s), and earnings amount(s) from self-employment income.
Description of Matched Records. A. Systems of Records (SOR) SSA will match the DOL extract file against the MBR, 60-0090, last fully published on January 11, 2006 (71 Fed. Reg. 1826), as amended on December 10, 2007 (72 Fed. Reg. 69723), July 5, 2013 (78 Fed. Reg. 40542), July 3, 2018 (83 Fed. Reg. 31250-31251), November 1, 2018 (83 Fed. Reg. 54969), and January 5, 2024 (89 Fed. Reg. 825). DOL’s extract file is from DOL’s OWCP, BL Benefit Payments file, DOL/OWCP-9, last fully published on April 29, 2016 (81 Fed. Reg. 25765 at 25866). DOL has the appropriate routine uses to permit the disclosures necessary to conduct this match. The information in these SORs may be updated during the effective period of this agreement as required by the Privacy Act.
B. Number of Records DOL’s monthly extract file will contain the necessary identifying and payment information for approximately 23,000 beneficiaries, all miners under age 65 entitled to receive Part C BL payments. SSA will match these DOL records against the MBR.
C. Specified Data Elements DOL’s monthly extract file will contain each Part C BL beneficiary’s Social Security number (SSN), name, date of birth, date of entitlement, payment status, current benefit amount, and effective date of the current benefit amount. SSA will determine which of the beneficiaries are receiving Social Security disability benefits and match the DOL data against the SSN, type of action code, and offset type for those beneficiaries in SSA’s MBR.
Description of Matched Records. A. Systems of Records RRB will provide SSA with data from its RRB-20 SOR, last published on September 30, 2014 (79 Fed. Reg. 58886), and RRB-22 SOR, last published on May 15, 2015 (80 Fed. Reg. 28018). SSA will match RRB’s data with its MDB File, 60-0321, published on July 25, 2006 (71 Fed. Reg. 42159), as amended on December 10, 2007 (72 Fed. Reg. 69723) and November 1, 2018 (83 Fed. Reg. 54969). The RRB and SSA SORs have appropriate routine uses authorizing the disclosure of information under this computer matching program. The information in these systems of records may be updated during the effective period of this agreement as required by the Privacy Act.
B. Number of Records and Frequency of Matching RRB will transmit annuity payment data monthly from its RRB-22 SOR. The file will consist of approximately 600,000 electronic records. RRB will transmit its PSRRB file daily. The number of records will differ each day but consist of approximately 3,000 to 4,000 records each month. RRB will transmit files on all Medicare eligible QRRBs from its RRB-20 and RRB-22 SORs to report address changes and subsidy changing event information monthly. The file will consist of approximately 520,000 electronic records. The number of people who apply for Extra Help determines, in part, the number of records matched. The SSA comparison file will consist of approximately 90 million records obtained from the MDB.
C. Specified Data Elements SSA will conduct the computer match using each individual’s Social Security number (SSN), name, date of birth, RRB claim number, and RRB annuity payment amount in both the RRB and MDB files.
Description of Matched Records. A. Systems of Records (SOR) SSA will match the DOL extract file against the SSR (60-0103) SOR, last fully published on January 11, 2006 (71 Fed. Reg. 1830), as amended on December 10, 2007 (72 Fed. Reg. 69723), July 3, 2018 (83 Fed. Reg. 31250-31251), November 1, 2018 (83 Fed. Reg. 54969), and January 5, 2024 (89 Fed. Reg. 825). DOL’s extract file is from DOL’s OWCP, BL Benefit Payments file, DOL/OWCP-9, last fully published on April 29, 2016 (81 Fed. Reg. 25765 at 25866). DOL has the appropriate routine uses to permit the disclosures necessary to conduct this match. The information in these SORs may be updated during the effective period of this agreement as required by the Privacy Act.
B. Number of Records DOL’s monthly extract file will contain necessary identifying and payment information for approximately 19,000 individuals, all miners, receiving Part B BL benefit payments. Additionally, once every year, DOL will send an additional file representing all Part B BL benefit records, referred to as the saturation file, regardless of any changes.
C. Specified Data Elements DOL’s monthly extract file will contain each Part B BL beneficiary’s Social Security number (SSN), name, date of birth, date of entitlement, payment status, current benefit amount, and effective date of the current benefit amount. SSA will determine which of the recipients are receiving SSI payments and match the DOL data against the SSN, type of action code, and income type for those recipients in SSA’s SSR.
Description of Matched Records. A. Systems of Records RRB will provide SSA with data from its RRB-20 SOR, last published on September 30, 2014 (79 FR 58886), and RRB-22 SOR, last published on May 15, 2015 (80 FR 28018). SSA will match RRB’s data with its Medicare Database (MDB) File, 60- 0321, published on July 25, 2006 (71 FR 42159), as amended on December 10, 2007 (72 FR 69723) and November 1, 2018 (83 FR 54969). The RRB SORs have appropriate routine uses authorizing the disclosure of information under this computer matching program. The information in these systems of records may be updated during the effective period of this agreement as required by the Privacy Act.
B. Number of Records and Frequency of Matching RRB will transmit annuity payment data monthly from its RRB-22 SOR. The file will consist of approximately 600,000 electronic records. RRB will transmit its PSRRB file daily. The number of records will differ each day but consist of approximately 3,000 to 4,000 records each month. RRB will transmit files on all Medicare eligible QRRBs from its RRB-20 and RRB-22 SORs to report address changes and subsidy changing event information monthly. The file will consist of approximately 520,000 electronic records. The number of people who apply for Extra Help determines, in part, the number of records matched. The SSA comparison file will consist of approximately 90 million records obtained from the MDB.
C. Specified Data Elements SSA will conduct the computer match using each individual’s Social Security number (SSN), name, date of birth, RRB claim number, and RRB annuity payment amount in both the RRB and MDB files.