TN 4 (05-92)

RM 05002.002 Preliminary Action on Correspondence - Money Involved

A. BACKGROUND

Normally correspondence involving “money” is initially received and controlled in the Mail and Work Distribution Section (MWDS). The correspondence is then forwarded to the appropriate operating branch for processing. This mail must be controlled by MWDS before processing.

B. DEFINITIONS

The following are definitions of correspondence involving money.

1. Money Mail

Correspondence that contains money or equivalents (except postage for use in replying) or that indicates money or money equivalents are enclosed.

2. Money Gifts

Correspondence that contains money or equivalents being donated to the Federal Government.

3. Overpayment Remittances

Correspondence that contains a benefit overpayment refund.

C. PROCEDURE - GENERAL

1. Money Mail

Use the following table to handle incoming correspondence received with money or equivalents.

If...Then...

Submitted to pay for information, material or a service for which there is a charge

  • Refer the request to your supervisor

  • Carry the case and remittance to the Fee and Remittance Unit (FRU) in the MWDS for deposit.

  • Handle in accordance with RM 01400.000ff if necessary.

Submitted in error or to pay for information or a service for which there is no charge

  • Refer the request to your supervisor.

  • Carry the case and remittance to the FRU as instructed in C.1 above.

  • Complete an OF-41 requesting that the case be placed under a money control.

The correspondence refers to enclosed money or equivalents that were not received with the correspondence

  • Refer the case to your supervisor.

  • Take the case to the FRU for verification of non-receipt of the money.

  • Return the correspondence to the wage earners with a letter requesting proof of remittance (cancelled check).

NOTE: Do not process until proof of payment is received.

2. Money Gifts

  • Attach an OF-41 addressed to the Division of Finance, Room 2200 Annex explaining the situation.

  • Handcarry to the OCRO mailroom.

3. Over-Payment Remittances

Handle as follows:

If... 
the correspondence shows a Social Security Number (SSN) and a claims symbol or, no claims symbol but contains information (mentions a disability claim) enabling us to identify the appropriate office. forward the correspondence and remittance directly to the appropriate office.

the correspondence shows a SSN but no claims symbol or other information that would enable us to determine the appropriate office.

check the Master Beneficiary Record (MBR) to determine the type of claims.

  • If there is no claim in file check the Earnings Record Microfilm (1086 listing) for an auxiliary beneficiary indicator.

  • If the type of claim can be determined forward the correspondence with the remittance to the appropriate office.

  • If the type of claim cannot be determined and  the correspondence shows no SSN but  contains information enabling us to identify the appropriate office, forward the correspondence and remittance to that office.

the correspondence shows no SSN and no other information enables us to determine the appropriate office to handle the case.

return the correspondence and remittance to the sender. Tell them their SSN must be furnished and to contact their nearest Social Security Office.

the overpayment remittance is received by a processing module.

carry to the FRU in the MWDS for controlling and depositing. The correspondence will be returned to the module by the FRU.

the correspondence is being forwarded to a Program Service Center (PSC) or to the Office of Disability Operations (ODO).

prepare an OF-41 as follows:

  • In the “TO” portion show the PSC or ODO, “Attention: Premium and Recovery Case Collection Module.”

  • In the remarks portion show the following:

    SSN, if known, amount and type of remittance (cash or check) and the date received in OCRO.

  • Take whatever action is necessary to handle the correspondence.

  • If the remittance was not received indicate that fact in the reply.

NOTE: Do not transmit the correspondence to the mailroom.

D. PROCEDURE - OBTAINING REMITTANCE

  • Retrieve the remittance by having the Earnings Certification Technician (ECT) prepare an OF-41 requesting its return.

  • Have the RAC carry the OF-41 to the FRU.

  • Have the ECT sign and return the HHS-40 (Messenger Receipt Card) to the FRU in an inter-office envelope.

NOTE: This card and remittance is brought back by the RAC to the ECT.

E. PROCEDURE - RETURNING REMITTANCE (CASH)

  • If $5.00 or more, forward to the Division of Finance with a request to deposit the cash and forward a Treasury check in the same amount.

  • If under $5.00, send as is.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0105002002
RM 05002.002 - Preliminary Action on Correspondence - Money Involved - 08/18/1994
Batch run: 01/27/2009
Rev:08/18/1994