The designated remittance clerk should not be the third-party draft cashier or receipt
book issuer except in offices unable to comply due to staffing limitations, and even
then only after the appropriate Center for Security grants a waiver per GN 02403.002E.
Refer to the table below for actions to take depending on the given scenario(s):
The remittance clerk is also the third-party draft cashier
Keep remittances separate from third-party drafts.
A remittance clerk is also an interviewer
Obtain and maintain the appropriate Center for Security granted waiver, which explains
the office's inability to adhere to this separation of duties. Include the waiver
in the office’s Security Action Plan (SAP) and review it annually as part of the Annual
As personnel changes occur, managers should review and update the SAP as appropriate.
A new request for a waiver from the Center for Security is not required when updates
occur to the SAP.
IMPORTANT: Members of management who have the ability to access the Manager Correct/Delete FO
screen (RMCR) should not have remittance clerk functions. See MSOM DMS 004.011.
The remittance clerk:
maintains all remittances in a secure location until they are mailed out and, in the
event that a refund must be kept overnight in the FO, ensures that it is placed in
the safe, a locking file cabinet, or a centrally located drop in lock box at the close
NOTE: These instructions will not precisely dictate how each office should secure remittances.
However, each office must lock up all checks/money orders received during the day
until the remittance supervisor mails them. In some offices, office managers issue
the remittance clerk and back-up remittance clerks a personal, locking, fireproof
cash box that will provide a place to retain refunds and returned checks waiting disposition.
The lock box should have a slot and be located in a centrally located area of the
office restricted from public access and mounted on an immovable object. Then, whoever
receives a remittance can drop it in the box without the need to locate the remittance
clerk. Only the manager and remittance clerk should have the keys. At the end of day,
the remittance clerk removes the remittances and processes them according to these
examine all remittances and the associated coupons and instruction sheets for accuracy,
request daily FO Remittance Transmittal(s) (FORTs and Credit Card (CC) FORTs and Field
Office Daily Receipt Listing (FODRL) from the automated system and associate all remittances
with the transmittal(s) and listing,
update the cash and check logs, as necessary, for cash remittances received from the
interviewer which must be converted to money orders, and
prepare a daily SSA-414-U3, Fee Transmittal Register when fees are sent to the Office
of Finance (OF) or to the Office of Earnings Operations (OEO) at Metro West in Baltimore.
See GN 02403.012, Processing Fees Received in the Field Office (FO)