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Source: Common Manual Policy Changes, Proposal 841 from Batch 125
Effective Date: Date of birth and name changes or corrections made on or after July 1, 2006, unless implemented earlier by the guarantor.
New Policy: The Common Manual Policy Committee has added guidance to section 3.5.F of the Common Manual to list documents that can be used to change or correct an individual’s date of birth or first name. The language is as follows:
The lender
must retain a copy of the document substantiating the SSN, date of birth, or
first name change or correction.This
documentation may be requested in a program review or may be required in a
claim submission.The guarantor reserves
the right to request this or other supporting documentation or information
before changing a Social Security number, date of birth, or first name on its
system.
If a lender
identified an SSN, date of birth, or first name discrepancy, exhausts its
efforts to verify the correct information, and fails to obtain a copy of an
acceptable source document, the lender should notify the guarantor of the
discrepancy.The guarantor may be able
to offer assistance.
If a lender
learns that the SSN, date of birth, or first name is incorrect due to a data
entry error, the lender may change the incorrect information using the original
documentation submitted.The lender must
document the reason it made the change.
Acceptable
Source Documents for Reporting the Correction of a Date of Birth
A guarantor
considers any of the following documents a valid source for reporting the
correction of a date of birth:
- Birth certificate
- Current driver’s license (if it
contains a birth date)
- State ID (if it contains a
birth date)
- Passport
- Unexpired U.S.
military ID
Acceptable
Source Documents for Reporting a First Name Change
A guarantor
considers any of the following documents a valid source for reporting a first
name change:
- Court order
- Marriage certificate
- Certificate of Naturalization
Acceptable
Source Documents for Reporting the Correction of a First Name
A guarantor
considers any of the following documents a valid source for reporting the correction
of a first name:
- Social Security card
- Current driver’s license
- Birth certificate
- State ID
- U.S. Certificate of Naturalization
(Form N-550 or N-570)
- Court order
- Marriage certificate
- W-2 form
- Passport
- Unexpired U.S.
military ID
- U.S. military discharge papers
(Form DD214)
- U.S. Certificate of Citizenship
(Form N-560 or N-561)
- Alien Registration Card (Form
I-551 or I-151)
Prior Policy:
Prior Common Manual policy did not include information on date of birth
and first name changes, but did contain information on what can be used for a
Social Security Number change.
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