TN 18 (06-96)

GN 02210.221 How to Process Death Cases - DCR/DS Actions

A. Introduction

When a death is recorded on the MBR, IBFS automatically stops billing and a death alert is produced. When a death is recorded on the SSR, the debt is automatically deleted from IBFS.

B. Procedure

1. General

If a death is reported that is not posted to the MBR or SSR (i.e, the initial report of death is made to the DCR/DS), obtain the following information from the reporter:

  • The name, date of death (if available) and claim number of the deceased.

  • The name, address and phone number of the person making the report.

  • The relationship of the reporter to the deceased person (e.g., relative, friend, neighbor, etc.)

  • Use the Death Information Processing System (DIPS) to annotate the death. For information on DIPS, see the DIPS User Guide.

    NOTE: You can make a DIPS input the same day as the DTXI and the DTXA.

2. Title II Debt

a. Deceased Not Billed - Other Debtors on Bill

If the deceased is not the person being billed, resume billing via input to the Record Installment Agreement (DRIN, MSOM DMS 006.014 or MSOM DMS 006.013 ) screen. Do not delete the deceased from the bill.

b. Deceased is Person Billed - Other Debtors on Bill

Resume billing to the survivors via input to the DRIN screen. Be certain that the deceased's name and his/her debt amount is no longer reflected on the bill.

Query the QRSL to determine if any other person is currently receiving benefits on the same record. Follow c. or d. below for appropriate action against the deceased.

c. Debt Under $3,000 - No Other Person(s) Receiving Benefits

Terminate collection for the deceased via the DFTE screen.

d. Debt Any Amount - Other Person(s) Receiving Benefits or Estate Development Needed

RSI - Refer the deceased debtor's debt to the DS to either propose adjustment against any other person(s) or, if no other person develop for recovery from estate when the debt is $3,000 or more.

DI - Input a DFTJ screen and terminate collection for the deceased via the DFTE screen. Refer debt to ODIO, ODO with the following information:

  • Account number and BIC

  • Deceased debtor's name

  • Date of death, if known.

  • Indicate the amount of the deceased's debt and ask that ODO take appropriate action (e.g. adjustment against other person(s) or develop for recovery from estate when the debt is $3,000 or more).

3. Title XVI Debt

  1. DS - Prepare and complete an SSA-1719 DM with a completed death (DH) field (SM 01301.375).

  2. When the outstanding debt is $5,000 or less, terminate collection unless there is:

    • A representative payee; or

    • A responsible spouse; or

    • A sponsor of an alien recipient (see SI 02201.020, SI 02205.001); or

    • Refund has been received; or

    • A complex overpayment issue; or

    • Fraud.

      If none of the above apply:

    • Input a TAC N to the SSR to delete the debt from IBFS.

    • Prepare an overpayment notice addressed to “the estate of (Name of deceased)”. Pattern the notice after the notices used in the automated B9 diary process. Show the address and telephone number of the appropriate FO.

    • Forward all material to the appropriate FO.

  3. When the outstanding debt exceeds $5,000, or one of the conditions in b. above apply, input the date of death and a TAC B to the SSR. (The TAC B input will alert in the FO for any followup development.)

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GN 02210.221 - How to Process Death Cases - DCR/DS Actions - 10/31/2014
Batch run: 10/31/2014