TN 25 (04-14)

GN 02401.902 Nonreceipt Alleged Timely and Check in Limited Payability Status

A. Policy for nonreceipt allegations filed timely but not processed

Occasionally, situations arise where a beneficiary or recipient filed nonreceipt in a timely manner (i.e., within 12 months from the check’s issue date) but the nonreceipt claims process did not start. These situations may occur when a beneficiary or recipient alleged nonreceipt timely but the technician failed to input the nonreceipt into the SSA system or input an incorrect stop code.

EXAMPLE: A beneficiary or recipient follows up on the status of their initial nonreceipt claim and SSA records show a photocopy request (K-stop) was input instead of a nonreceipt (B-stop or C-stop).

See details:

GN 02406.140 Photocopy Requests

B. Procedure for nonreceipt allegations filed timely but check is in limited payability status

If the beneficiary or recipient alleges nonreceipt in a timely manner, SSA does not have to wait 15 months from the issue date of the check before taking actions to reconcile the issue. If the beneficiary or recipient is following up on their initial timely nonreceipt claim at any point after 12 months from the check’s issue date, we will take the following actions immediately to determine the status of the check in question:

  • If the check is uncashed, we will replace it immediately;

  • If the beneficiary or recipient cashed the check, and SSA finds verification of a timely nonreceipt, we will send the claim to Treasury for a handwriting analysis; and

  • If Treasury determines forgery, we will replace the check.

See details:

  • GN 02401.910 Handwriting Analysis Needed on a Limited Payability Case

C. Procedure for verifying posting of a limited payability credit on SSA’s record

Treasury sends SSA a limited payability credit when they have no record that the beneficiary or recipient cashed the check. SSA posts the credit to the record and the technician verifies the posting if the beneficiary or recipient indicates he or she has not received the check.

For instructions on how to proceed when credits are involved, see details in this subsection.

NOTE: A limited payability credit can only post to an SSA record beginning 15 months past the check’s issue date or later.

See details:

  • GN 02401.901C Limited Payability (LP) Policy for Title II and Title XVI

  • GN 02401.902D Nonreceipt Alleged Timely and Check in Limited Payability Status

  • GN 02401.903D Allegations of Nonreceipt Not Timely Filed

D. Procedure for verifying the timely allegation of nonreceipt

The technician should take the following steps to verify the timely allegation of nonreceipt:

1. Analyze the beneficiary or recipient records

Analyze the Payment History Update System for title II or the Modernized Supplemental Security Income Claims System Treasury Status Query and Supplemental Security Income Detail record for title XVI to determine if the technician input a K-stop, L-stop, or M-stop in a timely manner for the check in question. For a description of the Treasury status query, see MSOM BUSSR 003.020.

2. Review any additional resources

Research other resources such as the:

  • modernized development worksheet (MDW),

  • special message field,

  • remarks field,

  • visitor intake process,

  • electronic view (Eview) folder, or

  • any paper files for an indication of a timely nonreceipt allegation.

3. Review of record indicates allegation of timely nonreceipt

If there is an indication of a timely nonreceipt allegation after review of the record, take the following actions to determine the status of the check:

  • If the beneficiary or recipient cashed the check, retrieve a copy of it from the Eview process. Locate the check photocopy or request a new one if the original cannot be found. (For additional processing instructions, see GN 02401.910B.1.)

  • After obtaining a check photocopy, make sure you have the necessary signatures for a handwriting analysis. (For assembly of documents, follow instructions in GN 02401.910.)