Available Check Cancellation (ACC)
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An ACC is a cancelled unendorsed check the Department of the Treasury (Treasury) has
in its possession. Treasury credits these funds to the Social Security Administration
(SSA).
Due to the functionality of the Treasury Check Information System (TCIS),
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•
Treasury also posts an ACC when SSA inputs an Electronic Funds Transfer (EFT) nonreceipt.
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•
Treasury creates a “false” replacement check in TCIS and cancels the check immediately.
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•
Treasury never issues a replacement or courtesy disbursement check for a direct deposit
nonreceipt input.
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Automated Clearing House (ACH)
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The ACH network, a funds delivery system, distributes and settles credits and debits
electronically. The government uses the ACH network to make benefit and salary payments
electronically via direct deposit.
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Agency Location Code (ALC)
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The ALC is an 8-digit number Treasury assigns to identify agency disbursing and collecting
points. When SSA inputs any stop code, Treasury uses the ALC code to direct forms,
accounting documentation, debits and credits to the corresponding SSA office (i.e.,
processing center (PC) or Division of Benefit Certification and Systems Analysis [DBCSA]).
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Altered Check
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An altered check is an original Treasury check with changes made to the original information
with the intent to defraud the government.
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A-Stop
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SSA uses the A-Stop in allegations of nonreceipt in mass loss situations and when
processing nonreceipt of Title XVI non-recurring checks.
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1.
Mass loss occurs when a large number of recurring checks in a geographic area are
lost, stolen or otherwise unavailable for delivery. Although the technician inputs
an A stop and that code is shown on SSA systems, when SSA sends the nonreceipt file
to Treasury, the A-stop converts to a B-stop and Treasury issues a courtesy disbursement
check before determining the status of the original check. This is a “permanent stop”
and essential authority to process the case and reclaim funds if the Questioned Documents
Branch determines the author of the writing samples does not appear to be the author
of the endorsement on the questioned check (i.e., indications may not have written)
and
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2.
Nonreceipt of nonrecurring Title XVI checks
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•
One Time Payment (OTP) - type 4;
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-
A-stops for nonrecurring checks only generate status of the missing check; NOT a courtesy disbursement check. Technicians
must take additional steps to provide an immediate payment. For more information on
the immediate payment process, see RS 02803.130.
For Title XVI processing of non-receipt of underpayment check-type 2 and one-time
payment-type 4 payments, field office and Teleservice center technicians follow GN 02406.205.
For Title XVI processing of nonreceipt of courtesy disbursement or replacement check-type
9 payments, technicians follow GN 02406.207.
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B-Stop (Paper Checks)
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We use the B-Stop code on paper checks to instruct Treasury to issue a courtesy disbursement
check before determining the status of the original payment.
This is a “permanent stop” and essential authority to process the case and reclaim
funds if the Questioned Document Branch determines the author of the writing samples
does not appear to be the author of the endorsement on the questioned check (i.e.,
indications may not have written). For additional information
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•
transmitting reports of non-receipt, loss, theft, or destruction of Title II and Title
XVI recurring checks and PMA checks in normal and dire need situations, see GN 02406.125.
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processing reports of non-receipt, loss, theft, or destruction of payments for checks
due and not due, see GN 02406.135
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B-Stop (Direct Deposit)
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We use a B-Stop for direct deposit payments to generate a trace request on the original
payment for the Treasury TeleTrace unit to investigate. For additional information
on allegation of non-receipt of direct deposit, see GN 02406.007.
The B-stop for direct deposit does NOT generate
another payment or a courtesy disbursement check
to the claimant's account.
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C-Stop
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We use the C-Stop code to instruct Treasury to issue a replacement or settlement check
only after Treasury determines the status of the original check (i.e., a cashed check) when
the claimant is unsure if a payment was received, or is known to misuse the nonreceipt
reporting process (i.e., Double Check Negotiation (DCN) abuser).
This is a “permanent stop” and essential authority to process the case and reclaim
funds if the Questioned Document Branch determines the author of the writing samples
does not appear to be the author of the endorsement on the questioned check (i.e.,
indications may not have written).
For additional information
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•
requesting a C-Stop (payment after status) in normal and dire need situations, see
GN 02406.150
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•
processing reports of non-receipt, loss, theft, or destruction of payment when checks
are due and not due, see GN 02406.135.
NOTE: Do not use a C-stop in direct deposit cases.
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Cancellation
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The process of rendering a check cancelled and repaying the amount of the check to
the agency that authorized the issuance.
Treasury uses this process to cancel a check and return the amount to SSA.
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Cancelled
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Treasury uses the term cancelled to mean:
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1.
claimant, post office, or SSA field office returned an unendorsed check; or
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2.
financial institution returned a direct deposit payment; or
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3.
Treasury credited a payment back to SSA when SSA placed the non-entitlement or stop
payment action on a check still outstanding at the time of input.
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Check Claims Branch (CCB)
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A Treasury component located in Philadelphia, PA. The CCB
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adjudicates and settles check claims for and against the U.S.;
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•
receives and responds to all claims inquiries requesting financial information about
government checks;
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processes requests and maintains the status of checks;
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•
provides check photocopies; and
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makes forgery or handwriting determinations based on the date of the check, see GN 02401.910.
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Check Forgery Insurance Fund (CFIF)
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Treasury operates the CFIF, initially funded by Congress. Congress formed the fund
to prevent the hardship of not replacing a missing payment until the presenting bank
reclaimed the funds and to settle payee claims of nonreceipt where fraud was involved
in the cashing of the check.
The fund
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•
provides immediate replacement of missing payments to recipients of government checks.
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•
settles payee claims of nonreceipt where someone fraudulently negotiated the check.
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•
provides replacement of payments up front and the reclaimed money reimburses the fund.
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Check Payee
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The check payee is the person or organization to whom the check is made payable.
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Check Range
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The range of check numbers Treasury issues from a payment run for a particular Agency
Location Code (ALC). The range starts with the number of the first check and ends
with the last check number of the run.
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Check Reclamation
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A demand to a financial institution for refund of the amount of an improperly negotiated
Treasury check
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Check Serial Number
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The check serial number, an 8-digit number found on Treasury checks in the upper right
hand corner, uniquely identifies a particular check issued from a Regional Financial
Center. The 8-digit Check Serial Number is located after the 4-digit Check Symbol
Number.
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Check Symbol Number
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The check symbol number is a 4-digit number found in the upper right hand corner on
Treasury checks that uniquely identifies which Regional Financial Center issued the
check.
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Claims Disposition Notice (CDN)
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The CDN is a computerized form the Treasury Check Information System (TCIS) prints
and sends to the beneficiary, recipient or representative payee. Treasury also transmits
this information to the FOs and processing centers.
The CDN advises SSA of Treasury's recommendation or action taken (e.g., forgery determination,
issued settlement check) on the check payee's eligibility to a settlement check based
on information provided on the FMS-1133 (Claim Against the United States for the proceeds
of a Government Check) and the investigation.
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Claims Package
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Treasury
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•
generates the claims package because of a permanent stop (e.g., A-Stop, B-Stop, C-Stop,
etc.) input on a particular check. It consists of the FMS-3858 (Claims Document),
FMS-1133 (Claim Against the United States For the Proceeds of a Government Check),
and check image.
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•
sends claims packages generated by A, B, F and G-stops to the PC for Title II and
to the FOs through DBCSA for Title XVI.
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•
mails claims packages generated by C-stop directly to the claimant.
The claims package is available for printing on TCIS. The FO can print the package
one time. After one print, the FO may contact the Regional Office through normal communication
(vHelp) or Treasury at 855-866-0151 to get a claims package. The claims package is
available for print until Treasury receives the completed FMS-1133.
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Courtesy Disbursement
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A courtesy disbursement occurs when SSA processes a mass loss or a B-stop. After the
claimant reports nonreceipt of a paper check and
before determining the status of the original check, the Regional Financial Center (RFC)
issues a check to the claimant.
These checks are annotated, “REPLACES CK 1234 56789012 DATED MM/DD/YY” and considered
courtesy disbursement checks. Courtesy disbursement check serial numbers always begin
with 99.
NOTE: Treasury uses “99” every 3 or 4 years on original checks.
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Credit
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A credit represents the returned funds Treasury sent to SSA for:
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•
returned checks or EFT payments;
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•
1184 stop payment actions; or
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Credit Reversal
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A credit reversal occurs when
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•
a reclamation credit is reversed (i.e., Treasury initially gave SSA a credit but later
charged us for an item).
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•
a credit previously issued because of a non-entitlement claim is reversed (i.e., Treasury
gave SSA an unavailable cancellation credit on an F-Stop because these payments were
outstanding at the time Treasury received the stops).
Sometimes Treasury processes a true “credit reversal” or a Payment Over Cancellation
(POC) if a claimant cashed a check after SSA received credit and Treasury charges
SSA for the payment. (For additional information, see GN 02406.245.)
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Critical Payment System (CPS)
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FO and PC staffs use the CPS to issue Title II payments when normal processing is
not available. A status line on the MBR indicates if CPS is involved. If so, the CPS
data appends to the bottom of the MBR. After approval, the CPS sends payment information
for display on Payment History Update System (PHUS).
For additional information, see SM 00635.050.
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Daily Advice of Status (DAS)
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The DAS electronic transmission from Treasury provides
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•
status of the stop codes SSA inputs on checks and payments.
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•
a check description along with information the check was or was not paid.
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Deceased Payee Intercepts
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These are Treasury checks that the Federal Reserve Bank (FRB)
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•
identifies and returns to the presenting bank because the payee died before Treasury
issued the check.
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•
returns to the agency stamped: “Payee Deceased—Questions, Contact Authorizing Agency.”
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Disposition Codes
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Also known as process message. See definition under Process Message.
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Division of Benefit Certification & Systems Analysis (DBCSA)
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DBCSA is:
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•
a section within SSA that handles any Title XVI exceptions received from the data
transmitted between SSA and Treasury.
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•
the central point for the receipt and distribution of Title XVI claims packages.
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•
responsible for the daily and monthly certification of payments released to Title
II, Title XVI, and Title VIII claimants.
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Double check negotiation (DCN)
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Occurs when a beneficiary or recipient cashes the original and any check issued for
the same month.
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Department of the Treasury (Treasury)
|
An executive department and Treasury of the United States Federal Government. Congress
established the Department of the Treasury to manage government revenue.
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Electronic Funds Transfer (EFT Payment)
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An electronic payment transmitted to a beneficiary's or recipient’s debit card (Direct
Express) or bank account (direct deposit). It is NOT a paper check mailed to the bank.
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F-Stop
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We use an F-stop to report nonreceipt for nonentitlement situations other than death
of the beneficiary or recipient.
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1.
Nonreceipt of check(s) issued to non-beneficiaries.
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2.
Nonreceipt of check(s) issued for Title XVI attorney fees.
For additional F-stop uses, see GN 02408.003
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Federal Reserve Bank (FRB)
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The depository bank acts as Treasury’s banker and clearinghouse in the payment of
Treasury checks forwarded from the financial institution. This is the central bank
of the U.S.
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Financial Institution (FI)
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Financial Institution. For information on acceptable FIs, see GN 02402.030.
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First Party Report
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A first party report is an event reported by the
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representative payee or agent (i.e., lawyer, accountant);
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•
competent adult entitled on the same SSN; or
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•
relative, friend or neighbor who is acting at the request of the beneficiary or recipient.
For additional information on first party reports, see GN 03001.020.
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Bureau of the Fiscal Service (Fiscal Service)
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Fiscal Service is a bureau within Treasury that
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•
is responsible for overseeing the disbursement of Federal payments, reconciliation
and claims processing of all Treasury checks.
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•
oversees the Government’s cash flow, collects Federal revenues, and
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•
provides centralized debt collections services and Government-wide accounting and
reporting.
The CCB and the Questioned Document Branch (QDB) are part of Fiscal Service.
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Forgery Determination
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A determination made by Treasury after investigating a timely allegation of nonreceipt
of a check that is one year old or less (from the date of issuance).
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G-Stop
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G-Stop is a code input when an endorsed check is lost, stolen or destroyed.
For additional information on missing
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recurring or supplemental check(s) (UPMR), see MSOM BUSSR 003.012.
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•
check (UPMC), see MSOM BUSSR 003.013.
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Handwriting Analysis
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A handwriting analysis is a process where SSA requests the Fiscal Service QDB technician
to review the handwriting on checks where the beneficiary, recipient or representative
payee(s) did not file the nonreceipt claim timely, the check is older than 12 months
and the check in question is part of an existing overpayment on the record.
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Held and Cancelled
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Treasury uses this process when the agency requests the cancellation of a payment
prior to its release. This usually happens when the beneficiary, recipient or representative
payee cashes the original check prior to the RFC releasing another check.
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Holder In Due Course
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This is a situation where a business, financial institution, or individual cashed
a validly endorsed check and subsequently reported the check lost, stolen, or destroyed
before the Federal Reserve Bank received it. (For additional information on holder
in due course (theft, loss or destruction of check after negotiation by the original
payee), see GN 02406.235.)
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Incorrect Payment
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Incorrect payment is any payment issued after death to which the beneficiary or recipient
was not entitled. An incorrect payment is different from an overpayment. (For additional
information on incorrect payments, see GN 02201.001E.)
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Limited Payability
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A limited payability check is a check that is older than 12 months (from the issue
date of the check).
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Limited Payability Cancellation
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The automatic cancellation of a check by Treasury in the 15th month after the issue
date of the check, if the check is older than 12 months and is still outstanding.
Treasury returns the funds to the agency that authorized the payment.
NOTE: This only applies to checks. It does not affect direct deposit payments. (For additional
information on limited payability cases for Title II and Title XVI, see GN 02401.901 thru GN 02401.920.)
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Limited Payability Cancellation Credit
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Credit sent to SSA by Treasury via the Intra-governmental Payment and Collection (IPAC)
system when Treasury cancels a check because of Limited Payability.
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Lost In Transit
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This term defines checks lost or stolen in transit between
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a financial institution and the FRB,
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the FRB District Office and the FRB processing center, or
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•
overseas depositaries and the FRB.
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Mass Loss
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Mass loss refers to a large number of checks in a geographic area that are lost, stolen,
or otherwise unavailable for delivery. (For additional information on mass loss of
checks and the payment delivery alert system (PDAS), see GN 02406.700.)
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Modernized Development Worksheet (MDW)
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The Modernized Development Worksheet, see MS MDW 001.003, is a communication tool
used between FOs, PCs, and Teleservice Centers.
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MT-TAC (formerly L-TAC)
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MT-TAC is a type of action the technician uses to indicate a referral of an overpayment
case due to a DCN to Treasury for a handwriting analysis, see GN 02406.310.
For additional information on DIAR, see SM 01311.010. For additional information on
overpayment decisions, see MSOM BUSSR 004.008.
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Mutilated Check
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A Treasury check that is torn, folded, or has information missing such that financial
institutions will not process it through normal banking channels.
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N-TAC
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An N-TAC is an uncollectible overpayment decision, which records the fact that an
overpayment is uncollectible when there is an early delivery of an SSI check in the
month of the recipient’s death or the recipient is deceased and all efforts used to
collect the overpayment have failed. For more information on uncollectible and erroneous
overpayment decisions, see SM 01311.280.
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NT-TAC
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NT-TAC is a type of action code used for an SSI overpayment. The NT-TAC is an erroneous
overpayment decision used to resolve erroneous systems computed overpayments. For
additional information on overpayment decision data (OPDD), see SM 01311.040.
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Payment Claim Enhancement & Reconciliation (PACER) System
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PACER is a Treasury information system that contains payment and claim details for
both paper checks and direct deposit payments that occurred from 10/97 and later.
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Payment Cycling
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Payment cycling began in June 1997. SSA delivers recurring RSDI benefits on four days
throughout the month: on the 3rd of the month and on the second, third, and fourth
Wednesdays of the month. Beneficiaries who received their benefits on the 3rd of the
month prior to May 1997 continue to receive their benefits on that day. RSDI beneficiaries
who filed claims May 1, 1997 and later received one of the three new payment dates
based on the primary wage earner’s date of birth on the record where benefits are
paid. (For information about exceptions to payment cycling, see GN 02407.005B.4.)
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Payment Over Cancellation (POC)
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A POC is the reversal of a previous credit given to SSA by Treasury. This situation
occurs when the original check is outstanding at the time Treasury initially processes
the nonreceipt allegation, and someone cashes the check before Treasury can cancel
it. (For additional information on payment over cancellation credit reversal, see
GN 02406.245.)
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Permanent Stop
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Permanent stop includes codes such as A, B, C, F, or G, that Treasury recognizes in
order to return an uncashed check credit or to create a check claims package. If Treasury
determines the check was forged, they will process a reclamation action. Only use a permanent stop for
timely allegations of nonreceipt. See glossary definition of timely
filing.
NOTE: K-Stop or L-Stops (photocopy request) are NOT permanent stops and do not produce
a claims package.
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Photocopy Request (K or L-Stop)
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A K-Stop is no longer required to obtain a check photocopy. The technician can now
obtain a non-certified photocopy of a check from the Treasury Check Information System
(TCIS). For additional photocopy information, see GN 02406.140.
The L-Stop is a request for a certified photocopy. These check photocopies are not
available through TCIS. The technician should only use L-Stop in the specific situations
described in GN 02406.140 to request a certified photocopy of a check.
NOTE: Technicians should never input a photocopy request to obtain a check claims package or follow up on a previous
request for a claims package. (For additional information on photocopy, see MSOM BUSSR
003.015.)
If the technician needs the claims package, they should use the TCIS to obtain it
or contact Treasury if the information is not available on TCIS.
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Process Message
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The process message, also known as a disposition code, represents a reply from Treasury
indicating the action taken in response to SSA input. It posts to the PHUS database
for Title II cases and the Treasury Status Query (UPTQ) for Title XVI cases. (For
additional information on Treasury RFC and CSD disposition codes, see SM 00609.610.
For information on the UPTQ, see MSOM BUSSR 003.020.)
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Questioned Documents Branch (QDB)
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The QDB are handwriting experts in a division at Fiscal Service. They examine signature
specimens to resolve nonreceipt claims and process Limited Payability handwriting
analysis requests.
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Record Activity Indicator (RAI)
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The RAI identifies the status of the Critical Payment System (CPS) record. An “I”
means inactive and an “A” means active. (For a description of the CPS record, see
SM 00635.600D.2.)
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Regional Financial Center (RFC)
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The RFC is a Treasury component that
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•
houses direct deposit information,
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•
performs the initial Treasury processing of nonreceipt reports,
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•
issues courtesy disbursements and replacement checks,
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•
performs the final processing of all certified benefit payments,
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•
manually processes all direct deposit reclamations, and
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•
processes all returned checks.
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Replacement Check
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The Treasury RFC cancels the original check and issues a replacement check, in response
to a C-Stop, after the investigation indicates the original check is outstanding.
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Representative Payee
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The representative payee is the person or organization SSA selects to receive payment
on behalf of a beneficiary or recipient in situations where the beneficiary or recipient
cannot manage or direct the management of his or her benefits.
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Retroactive Payment
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The retroactive payment represents funds due to claimants for past periods of entitlement.
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Settlement Check
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Fiscal Service sends the settlement check directly to the check payee after an investigation
of the signature indicates that the endorsement on the check in question was not the
check payee’s. (Action originated as a C-Stop.)
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Settlement Date
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The settlement date is the date the financial institution credits the funds to the
beneficiary’s account for EFT payments.
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Stale-Dated Check
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An unnegotiated Treasury check that is older than 12 months (from the check issue
date).
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Status
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This is payment information indicating if the check is outstanding, cashed, returned,
credited, credit reversed, or paid over cancellation according to Treasury records.
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Stop Stop Action Stop Reason
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We use Stop, Stop action, and Stop Reason to indicate that Treasury has processed
a nonreceipt or stop payment action (such as an F-Stop.)
Refer to non-receipt type codes in SM 00609.110, SM 00609.210, SM 01315.166, or SM
01315.181.
NOTE: Treasury defines any input received from SSA as a “stop action”.
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Stop Payment Action (1184 Action)
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Stop payment action (1184 action) indicates SSA requested Treasury to return funds
that are not due the beneficiary or recipient. With the exception of death cases,
users should prepare an 1184 action in check cases only.
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Treasury Check Operations Re-engineering Effort (T-CORE)
|
A system located at FRB Richmond that processes payment transmittal and declinations
and reclamation data. The T-CORE Declinations System handles U.S. Treasury check offsets
and limited pay information provided by FMS, processes transmittal status reports,
and intercepts U.S. Treasury checks negotiated under forged endorsements because the
payee died and subsequent benefit payments were issued, or the check is stale dated.
See GN 02408.006 and https://tfm.fiscal.treasury.gov/v1/p4/c700.html
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TeleTrace Process
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Treasury initiates the TeleTrace process when SSA inputs a nonreceipt (B-stop) on
a missing EFT payment. The input initiates a trace request, which requires the TeleTrace
staff to research the nonreceipt claim. (For additional information on the TeleTrace
process, see GN 02406.007.)
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Timely Filing (Nonreceipt of Paper Check)
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Timely filing (non-receipt of paper check) is a term used in the context of filing
a report of nonreceipt of a paper check. In these cases, the claimant must make or
file the nonreceipt report within 12 months of the check issue date for the report
to be timely.
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Treasury Receivable Accounting and Collection System (TRACS)
|
TRACS is a debt recovery and accounting system that provides SSA with information
about the entire accounting history of a nonreceipt case (e.g., credits, limited payability
credits, debits, reclamations, refunds).
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Treasury Check Information System (TCIS)
|
TCIS replaced Treasury’s Check Payment and Reconciliation system as an upgrade to
their payment information process. It contains the history of check and direct deposit
activity and has a record of check claims and photocopy requests (A, B, C, E, F, G,
K, L, and M stops). TCIS information is available directly from Treasury by calling
1-855-868-0151.
NOTE: Currently, technicians in the RO, FO, PSC and TSC have access to TCIS.
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Treasury Check/Trace Number (TCTN)
|
The TCTN is a field shown on SSA queries, which holds 8 characters. There are 7 spaces
for EFT trace numbers and 8 spaces for check numbers. A narrative statement will display
on the Treasury Status Query (UPTQ) for Title XVI payments, and the actual check numbers
post in the TCTN field on PHUS.
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Treasury Check/Trace Symbol (TCTS)
|
The TCTS digits help Treasury locate its payment and claims records. Three numbers
indicate an EFT payment; four digits are for paper checks. The actual symbol numbers
post in the TCTS field on PHUS and a narrative statement will display on the Treasury
Status Query (UPTQ) for Title XVI payments.
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Type of Payment Code (TOP)
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The TOP code identifies on the PHUS record for Title II and the SSR for Title XVI
the type of payment involved in the nonreceipt or stop payment action.
For a list of Title II codes, see SM 00545.295C.5.
For a list of Title XVI codes, see SM 01601.835C.2.
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Unavailable check
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An unavailable check is a check that is not in possession of the Treasury and the
payee or claimant reports it as lost or not received.
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Unavailable check cancellation (UCC) Credit
|
A UCC credit represents funds returned to SSA by Treasury for an outstanding check
(i.e., not cashed or returned) that has been cancelled. This occurs when SSA inputs
a nonreceipt or 1184 stop payment action and the payment is outstanding. Treasury
returns the credit to SSA who posts the amount to the appropriate record.
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USSS (United States Secret Service)
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USSS receives referrals from Treasury for additional investigation if circumstances
warrant.
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VARO (Veterans Administration Regional Office)
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VARO is the servicing office for SSA claims and related matters for individuals residing
in the Philippines.
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