TN 18 (12-13)

GN 02403.012 Processing Fees Received in the Field Office (FO)

A. Fees received in the FO

The FO may receive fee payments for:

  • copies of earnings records,

  • photocopies of documents requested under the Freedom of Information Act (FOIA),

  • material in claims files, or

  • providing non-program-related benefit information or verifications. For information on Privacy Act and FOIA fees, see GN 03311.005.

NOTE: The Social Security Administration (SSA) requires payment before providing the requested record or service.

B. Forms of payment we accept

We accept the following forms of payments:

  1. Checks or money orders payable to SSA

  2. Credit cards (Visa, MasterCard, Discover, American Express, and Diners club (brand). NOTE: We accept the Diners Club Card only if it processes as a MasterCard or Discover transaction. Acceptable Diners Club Cards should have the MasterCard or Discover Card logo present on the card and meet the numerical requirements. See the credit card option chart in GN 02210.205B.1.

NOTE: We do not accept cash to pay fees.

Send fees paid by checks drawn on foreign banks, either in foreign amount or in United States dollars, to the Office of Finance (OF).

C. Where to send fees

Send fees to:

  • the OF if the FO furnished the requested information; or

  • the Office of Earnings Operations (OEO) in Baltimore if OEO is to provide the requested information. For more information about the process for sending fees to OEO see GN 02403.012E in this section.

NOTE: After entering fees into the Debt Management System (DMS), the system will print an instruction sheet with the various addresses where to send fees along with the automated receipt.

Do not forward attorney fee refunds to OF or OEO. For instructions on how to process attorney fee refunds, see GN 02403.006B.1.b.

Do not forward fees to the Mid-Atlantic Program Service Center (MATPSC) for deposit.

D. Process for sending fees to Office of Finance (OF)

Process fees received in the FO for copies of material in claims files or for other materials or services that the FO provided as follows.

1. Interviewer instructions

The interviewer must follow the instructions below to process the fee remittance.

  1. If the remittance is by check or money order, enter the remittance into DMS using Reason Code F, Trust Fund Code N and then give the receipt to the remitter.

  2. If the remittance is by credit card, enter Reason Code F and Remittance Type P into DMS and have the individual complete the SSA-1414 (Credit Card Payment Form). For information on the form SSA-1414, see OS 15045.260.

    For information on how to obtain an automated receipt, see MSOM DMS 003.006 and MSOM DMS 003.007.

  3. Give remittances and the SSA-1414, if applicable, to the remittance clerk.

2. Remittance clerk instructions

The remittance clerk must follow the instructions below to process the fee remittance.

  1. At the end of the day, obtain the Field Office Daily Receipt Listing (FODRL) and attach the remittance to it. For information on how to obtain the FODRL, see MSOM DMS 004.009.

  2. Complete the entire SSA-414-U3 (Fee Transmittal Register) and ensure that you:

    • annotate what the fee represents in the “Service Requested” field;

    • annotate the “Check or Money Order Number” field with the check or money order number or if the remitter paid by credit card, enter “CC” in the “Check or Money Order Number” field;

    • clearly stamp or write the complete FO address in the “FROM” block; and

    • complete a corresponding line on the SSA-414-U3 for each fee received. For example, if the FO receives five fee remittances, complete five lines on the SSA-414-U3. For information on how to complete Form SSA-414-U3, see GN 02403.013.

  3. Write the Field Office Code and date of the SSA-414-U3 that the fee remittances are associated with on the top center of each check, money order, and SSA-1414 (Credit Card Payment Form).

  4. Hand-carry the following items to the remittance supervisor at the end of the day:

    • FODRL,

    • completed SSA-414-U3,

    • corresponding fees, and

    • forwarding instruction sheets.

NOTE: If the remitter pays the fee by credit card, attach a copy of the credit card authorization form SSA-1414 in lieu of the check when DMS produces the FODRL at the end of the day. Attaching a copy of the SSA-1414 to the FODRL allows management to reconcile the non-MATPSC remittances received in the office that day. Once the manager has verified the items on the FODRL, the remittance supervisor will:

  • mail the fee payments and credit card authorizations to OF or OEO; and

  • annotate the item on the FODRL that the item was actually a credit card payment.

3. Remittance supervisor instructions

The remittance supervisor must follow the instructions below to process the fee remittance.

  1. Review each line item on the SSA-414-U3 to ensure that the register, listing, and fees are in complete agreement and the “TOTAL $ AMOUNT” block is correct.

  2. Sign and date the FODRL after ensuring that the “TOTAL $ AMOUNT” block and the listed fees agree.

  3. Review each check, money order, and credit card authorization form to ensure that the remittance clerk wrote the Field Office Code and SSA-414-U3 date at the top center.

    NOTE: If the FO does not include the FO code and date of the corresponding SSA-414-U3 on the check, OF will not send an email reply nor will they send a paper verification of the SSA-414-U3.

  4. Review any mailroom or reception area logs completed that day. Ensure that you include any fee annotated on the log on the SSA-414-U3.

  5. Record any discrepancies and resolve them with the remittance clerk or interviewer.

  6. Sign the register in the “SIGNATURE OF SUPERVISOR” block and complete the “PHONE NO.” block.

  7. Place the original copy of the SSA-414-U3 and the fee in an envelope, seal it, and mail it on the same day to:

    Office of Finance
    P.O. Box 17042
    Baltimore, Maryland 21235
  8. Retain the remaining copy of the SSA-414-U3. OF acknowledges the fees with a receipt confirmation email to the main FO mailbox. The confirmation email replaces the need for OF to send back the verified SSA-414-U3. OF will not return a copy of the paper SSA-414-U3 to the FO. Retaining the remaining copy of the SSA-414-U3 ensures that the FO can confirm the fees sent and the fees verified by OF match. Allow OF 45 days before follow-up on the SSA-414-U3. For instructions on controlling and following up on Fee Transmittal Registers, see GN 02403.055.

    NOTE: The automated email may contain fee verifications for multiple dates. Ensure that you associate the verified remittances with all applicable SSA-414-U3s in that date range.

  9. Ensure that you retain the remaining copy of the SSA-414-U3 and the emailed receipt confirmation for use by the manager in conducting the annual management review.

E. Process for sending fees to OEO

Process fees received in the FO for earnings records, and SS-5s (Application for a Social Security Card) for deceased persons under the Freedom Of Information Act (FOIA), as follows:

1. Interviewer instructions

2. Remittance clerk instructions

Obtain the following items and hand-carry them to the remittance supervisor at the end of the day:

  • FODRL,

  • completed SSA-414-U3,

  • fees, and

  • forwarding instruction sheet.

3. Remittance supervisor instructions

Follow steps GN 02403.012D.3.a. through GN 02403.012D.3.f. in this section.

  1. Send the fee the same day to the following address based on the service or record requested:

    • If the request is for SS-5 information for a deceased person under the FOIA, mail the original and first copy of the SSA-414-U3, the SSA-711 (Request for Deceased Individual’s Social Security Record), and the fee or the credit card authorization form to the following address:

      SSA OEO FOIA Workgroup
      P.O. Box 33022
      Baltimore, MD 21290-3022

      For information on FOIA requests, see GN 03311.005C.

    • If the request is for a Social Security earnings records, place the original and first copy of the SSA-414-U3, the SSA-7050-F4 (Request for Social Security Earnings Information), and the fee or credit card authorization form in an envelope addressed to:

      Social Security Administration
      Office of Earnings Operations
      P.O. Box 33003
      Baltimore, Maryland 21290-3003

      For information on form SSA-7050-F4, see RM 01498.027.

  2. Retain the remaining copy of the SSA-414-U3 until OEO acknowledges the fees with a returned original paper SSA-414-U3. Allow OEO 45 days before follow-up on the SSA-414-U3. For instructions on controlling and following up on Fee Transmittal Registers, see GN 02403.055.

    NOTE: OEO does not send an automated email to verify fees. OEO will continue to send a verified paper SSA-414-U3.

  3. Retain the original for use by the manager in conducting the annual management review.

F. Process for requesting fee refund

If the FO collected and sent the fee to OF for deposit but could not provide the service requested, send a refund request to OF at email address ^OF.Debt.Management.Team@ssa.gov. Include the following information in the email:

  • Customer Name,

  • TAX ID or SSN,

  • Address,

  • Amount of fee remitted,

  • Check or money order of the fee remittance, and

  • Explanation of the request for refund.

Once OF processes the request, the individual will receive the refund in the form of a Department of the Treasury check at the address they provided. If the individual contacts the FO stating they have not received the refund, please allow 30 days from the date of mailing before following-up with OF via email at: ^OF.Debt.Management.Team@ssa.gov.

G. References

  • GN 02403.050 Unverified Alert Process -- Remittances

  • RM 01499.000 Earnings Records

  • RM 01455.000 General - Requests For Earnings Information Not Covered by Agreement


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0202403012
GN 02403.012 - Processing Fees Received in the Field Office (FO) - 09/23/2014
Batch run: 09/23/2014
Rev:09/23/2014