Take the following actions:

1. a. 

   Prepare a cash log. For information on how to prepare a cash log, see GN 02403.010.

2. b. 

   Enter cash remittance into the Debt Management System (DMS) and give the receipt to the remitter. Give the payment coupon to the remittance clerk for safekeeping. Enter remittance type “M” on the Field Office Remittance Input (RFOR) screen.

   • •

     If the remitter submits, both cash and a check as payment, issue separate receipts for each.

   • •

     If you receive cash from an anonymous remitter, treat the cash as an anonymous gift to the Social Security Trust Funds.

   • •

     Enter foreign cash with its foreign amount as foreign currency into the system.

   For information on obtaining an automated FO receipt, see MS DMS 003.006 and MS DMS 003.007. For information on processing gifts, see GN 02403.011.

3. c. 

   Give the cash remittance and payment coupon along with receipt number to the remittance clerk.

Take the following actions:

1. a. 

   Update the cash log and, if requested, give a copy to interviewer.

2. b. 

   Purchase a separate money order or cashier's check for each cash remittance and have it made payable to “Social Security Administration” or “Centers for Medicare & Medicaid Services.”

   Because of amount limits on some money orders, you may need to purchase several money orders to cover the amount of a single cash remittance. If possible, issue receipts in the amounts you will purchase the money orders.

3. c. 

   Stamp “For Deposit Only, SSA” on each money order or cashier's check immediately after purchase.

   EXCEPTION: Stamp “For Deposit Only, CMS” on each money order purchased for Medicare premium remittance.

   For information on endorsement standards, see GN 02403.005.

4. d. 

   Annotate on each money order the account identification number (ID) and automated receipt number.

   NOTE: Enter the U.S. dollar amount under the foreign cash amount displayed for each foreign cash item listed.

   For information on how to obtain the FO Remittance Transmittal (FORT) and FO Daily Receipt Listing (FODRL), see MS DMS 004.008 and MS DMS 004.009.

5. e. 

   If you obtain a money order or cashier's check for a cash refund using Third Party Drafts, associate a printout of the receipt file query display with the money order receipt used to document the monthly Third Party Draft Accountability Report.

   For information on how to obtain a receipt file query display printout, see MS DMS 004.003.

   If a money order is free of charge, attach a copy of the money order to the FORT. This will establish an audit trail of cash conversions.

Once the remittance clerk converts the cash remittance to a money order or a cashier's check you must:

• •

  use the Correct FO RECEIPT (RCFR) screen—if there is no correction to the money amount;

• •

  use the RMCR screen if there is a change in the money amount, to change the Remittance type from “M” for cash to “C” for the money order;

• •

  enter information in the check or money order number and check date fields, and

• •

  annotate the remittance ID field that the remitter originally submitted cash.

In addition, when the FO converts large cash remittances to more than one money order, take the following actions.

• •

  Change the remittance amount (using RCFR) to equal the amount of the money orders and annotate the remittance ID field with the original cash amount.

• •

  Use the RFOR screen to record information about the other money order(s).

• •

  Use the remittance ID field to cross-refer to the first receipt number and the total cash amount.

• •

  Destroy the receipts generated for the additional money order(s) since the remitter will have already received his or her receipt.

• •

  Forward the payment coupons generated by DMS along with the money order and the FORT to MATPSC.

• •

  Destroy the payment coupon generated from when the interviewer originally entered the cash remittance into DMS.

When purchasing a money order, obtain a receipt showing the money order fee to support the purchase, and retain it to attach to the Third Party Draft Accountability Report.

If local management designated another person to purchase the money order, prepare a third cash line entry in the cash log to record the giving of cash to the designated person and have the designated person sign the cash log. For information on completing the cash log, see GN 02403.010.

• •

  After purchasing the money order or cashier's check, the designated person gives the money order to the remittance clerk.

• •

  The remittance clerk records the money order number and date he or she received it in the cash log and signs the cash log. A copy of the cash log is available to the designated person upon request.

• •

  If the remittance is for an overpayment, conserved fund, or misused fund, then process it through SERS, see GN 02403.161.

• •

  For information on how to handle if the remittance clerk or designated person is unable to obtain a money order or cashier's check the same day, see GN 02403.009C in this section.

1. a. 

   Hold the cash remittance in a secure location.

2. b. 

   At the end of the business day, obtain the FORT or FODRL. Annotate the related line entry to reflect a delay in sending a remittance until the FO can obtain the money order.

3. c. 

   Subtract the cash amount from the printed credit total on the FORT, enter the new amount below the credit total and line out the printed credit total.

4. d. 

   Sign the FORT and give the FORT or FODRL to the remittance supervisor.

For information on how to obtain a receipt file query printout, see MS DMS 004.005.

If you obtain a money order free of charge, attach a copy of the money order to the FORT to establish an audit trail of cash conversions.