When remote access to the Debt Management System (DMS) is available, via Virtual Private
Network (VPN), for example, access the Field Office Remittance Input (RFOR) screen
and provide a receipt to the remitter. Hand carry or mail the remittance to the field
office (FO). The FO mails the remittance to the Mid-Atlantic Program Service Center
(MATPSC) for deposit following regular remittance handling procedures. (See Overview
of Field Office Remittance Process, GN 02403.001.)
When the FO receives the remittance, request the Field Office Remittance Transmittal
(FORT) (see MS DMS 004.008) for the receipt issue date, line out the previously mailed
remittances on the FORT, attach the remittance(s) received from the remote site, and
mail to the MATPSC Remittance Accounting Unit (RAU).
When issuing manual receipts, process remittances as follows:
REMINDER: This procedure can be adapted to in-office receipting activities during periods
of emergency. (See FO Automated Receipt, GN 02403.007C.)
Issue a Receipt Book to the out-of-office representative designated to issue receipts.
Complete a Receipt Book Log as described in GN
2. Out-of-Office representative
When you receive a remittance, follow these procedures:
Is the payment acceptable?
If yes, stamp “For Deposit Only, SSA” or “For Deposit Only, CMS,” as appropriate, and go
to step c; or
If no, return the unacceptable remittance to the remitter and request a replacement. STOP.
Complete Form SSA-1395-BK (Manual Receipt) receipt per instructions in GN 02403.130. Write “Issued in Field” in the “REMITTANCE CLERK” block and give the Remitter Copy
of the receipt to the remitter.
Enter the information from the SSA-1395-BK receipt into the automated system immediately upon return to the FO. Enter the SSA-1395-BK receipt number in the "Remittance ID"
REFERENCES: For instructions on how to obtain an automated receipt, see MS DMS 003.006 and MS
Attach the automated FO receipt to the SSA-1395-BK receipt and enter the automated
receipt's number on the SSA-1395-BK receipt (original and copies) in the upper right
Hand carry the refund to the remittance clerk.
Return the SSA-1395-BK Receipt Book and the automated receipt to the issuer.
If the remittance clerk or issuer is unavailable, store the documents overnight in
a secure location. Present them to the remittance clerk or issuer as soon as possible
the next business day.
For more details concerning remittances received after requesting the FORT, see GN 02403.025.
Review the SSA-1395-BK, Receipt Book, to ensure that all receipts issued include the
correct automated receipt number.
If yes, have the out-of-office representative sign his or her initials in the “REP INITIALS”
block on the Receipt Book Log. Write the receipt numbers used in the Receipt Book
If no, have the out-of-office representative make any corrections to the entries in the
Receipt Book Log.
NOTE: Retain the FO automated receipts for the FO annual management review.
4. Remittance clerk/Remittance supervisor
Complete the refund process.
REFERENCE: See Processing Remittances Received in the FO, in subsection GN 02403.006A.