TN 19 (10-17)
GN 02403.003 The Field Office Remittance Input
A. Introduction - Field Office remittance input
1. Debt Management System (DMS)
The automated receipt is the remitter's record of the payment to the Social Security Administration (SSA). We use the Form SSA-1395-BK (Receipt and Transmittal Form) only when DMS is non-functional or unavailable.
2. Social Security Electronic Remittance System (SERS)
SERS is an automated payment solution that uses card readers and check scanners to electronically process remittances paid by check, money order or debit/credit card. In 2014, SSA implemented the SERS application in the FOs to collect non-program standard fees for requests for information. In 2017, SSA implemented SERS for certain programmatic debts.
SERS will only accept debit/credit cards, money orders, and checks for remittances related to the payment/return of the following:
SERS eliminates FO’s need to send all programmatic remittances to the Mid Atlantic Program Service Center (MATPSC). Remittances will process the same day and produce a payment authorization form and receipt for the debtor. FOs will continue to process and send all other acceptable programmatic remittances to MATPSC and administrative remittances to the Office of Finance (as applicable).
B. Procedure - Field Office remittance input
Follow MS DMS 003.006 to input the remittance into DMS.
Use the following procedures to complete the input process:
Did DMS print the receipt and payment coupon or both?
Is the receipt(s)/payment coupon(s) damaged, illegible, or does it contain incorrect information?
If yes, go to step 3.
If no, go to step 6.
Request a Correct Field Office Receipt screen (RCFR), see MS DMS 003.022) for using the receipt number or the FO code and date fields for each:
account DMS did not print a receipt/payment coupon for, or
damaged, illegible, or incorrect receipt/payment coupon.
Go to step 4.
Change the account name field to either add or delete the middle initial (create one if the person does not have a middle initial) to replace a damaged or illegible receipt/payment coupon, or correct the incorrect information. (Since DMS has no procedure for issuing a duplicate receipt/payment coupon, this “tricks” the system to make a change, rather than a duplicate). If appropriate, annotate the remittance ID field to indicate that FO correction was performed because the original receipt/payment coupon did not print.
RESULT: DMS will send a corrected receipt/payment coupon to the printer. The corrected receipt can be given to the remitter and the payment coupon can be forwarded along with the remittance to MATPSC.
Remove the "made up” entry after producing the corrected receipt.
Go to step 5.
Is the information on the new automated receipt(s)/payment coupon(s) correct?
Did the remitter submit an unendorsed returned benefit check(s)?
If yes, write the automated receipt number(s) on the check(s). (When making an input to DMS, code the REASON field with B. See MS DMS 003.001C).
REFERENCE: GN 02405.010 and GN 02405.100 explain unendorsed returned benefit checks.
Go to step 8.
If no, go to step 7.
Is the remittance cash?
If yes, prepare a cash log (see GN 02403.010) with the following information, and give to the remittance clerk: account number, automated receipt number(s).
If no, on the remittance write the account number(s) and receipt number(s).
Go to step 8.
Give the remittance and any related documentation, including the payment coupon or forwarding instruction sheet to the Remittance Clerk.
Is the remitter present?
If yes, give the remitter the receipt(s).
If no, mail the remitter the receipt(s).
Tear off the FO coupon, attach the remittance to it, and forward to MATPSC along with the FORT and CCFORT at the end of each business day. If the day’s FORT and remittances cannot be mailed the same day that the FORT is produced, they should be secured and mailed the next business day. Remember that MATPSC will use the coupon to process the remittance via a scanner; therefore, please be careful when separating it from the rest of the sheet. Please avoid jagged edges; do not staple remittances to the coupons.
IMPORTANT: Do not send the forwarding instruction sheet. Destroy it.