TN 13 (05-03)
GN 02403.050 Unverified Alert Process -- Remittances
A. Introduction - unverified alert process
The remittance supervisor should ensure that the Field Office Remittance Transmittal (FORT) and Credit Card Field Office Remittance Transmittal (CCFORT) and the day's remittances are sent to the MATPSC on a daily basis. 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. The MATPSC will review each FORT and CCFORT and compare the data with the attached remittances, verifying that the totals shown on the FORT and CCFORT agree with the sum of the money amounts shown on the remittances/coupons.
B. Process - MATPSC
The following occurs when the FORT/CCFORT and remittances are sent to MATPSC.
Each FORT/CCFORT is reviewed in the MATPSC. Since the Remittance Supervisor has already checked the remittance against the FORT/CCFORT, MATPSC should be able to verify the FORT/CCFORT without encountering discrepancies. However, when there is a discrepancy, such as no money amount shown on a check, or a check is missing, further action will be necessary.
When one of these situations occurs, MATPSC notifies the FO supervisor by mail to alert him/her of the discrepancy, and to try to reconcile the problem.
If the discrepancy is not resolved, the MATPSC RAU supervisor notifies the appropriate FO jurisdictional RO Center for Security and Integrity (CSI) of the problem.
C. Process - FO
When field office remittances are not verified within 20 days, DMS will generate Unverified field Office Receipt Alerts to the originating FO:
21 days after the receipt is produced: Initial Unverified Field Office Receipt Alert Listing
42 days after the receipt is produced: Follow Up Unverified FO Receipt Alert Listing
60 days after the receipt is produced: Final Unverified Field Office Receipt Alert Listing, which is sent to the component designated by the regional office.
D. Procedure - FO
Upon receipt of the Initial Unverified Field Office Receipt Alert Listing, the FO should complete steps 1 - 5 below before contacting the MATPSC remittance unit. The remittance unit should not be contacted unless an image of the check is necessary to clear the unverified alert. In most cases the FO can resolve the alert through queries:
NOTE: Be sure to document the FO investigation using the Remittance ID field of the RCFR screen (Managers should use the RMCR screen), so there is a record of what the FO has done to resolve the discrepancy. This will helpful to the CSI when it receives the final alert. For example, if the alerted remittance was processed and/or posted to ROAR or the SSR, enter the following information:
Block and item number from the remittance file query display; or
The date posted to ROAR from the history field for TC 31; or
The date posted to the OPDR field with a TR 1 of HU or HUU.
If none of the above, record that lost check procedures were implemented or other action taken and date. The RMKI screen can be used to enter remarks about the action taken.
Query the receipt numbers contained on the Unverified Listing by entering the Receipt Number on the Receipt File Query request screen (RCFR). This screen shows what the FO input into DMS. Print the queries for later research.
Look at the check number entered for the remittance. Does the check number begin with 4 digits that represent a Regional Finance Center? The remittance could have been a returned benefit check (REASON = B) incorrectly entered as a regular remittance (REASON = O). These remittances should have been forwarded to Treasury for processing, not to MATPSC.
If the check was really an unendorsed returned benefit check, then go to step 8 to clear the unverified alert. If the check was accidentally misdirected to MATPSC, they will have forwarded the check to Treasury. Otherwise, go to Step 2.
If it can be verified that the remittance was processed by reviewing REQD, and posted to the correct record(s) by reviewing the MBR/ROAR and/or SSID, then go to Step 8 to clear the unverified alert.
Otherwise, go to Step 3.
Query some of the other receipts input on the same Julian date using REQR. You can locate other receipts input on the same day by using RFQR and querying by FO code and date. (See MSOM DMS 004.003 , C and D for more information.) If other items were processed/verified by MATPSC, did their Remittance Amounts match those keyed on the Receipt File (RCFR)? It is possible that the unverified receipt's remittance was deposited but was accidentally included as part of another remittance transaction.
If none of the receipts input on that day were verified by MATPSC then go to Step 9 to begin Lost in Transit procedures (GN 02403.155).
If the investigation concludes that the remittance was processed but was credited to the wrong account according to the MBR/ROAR, RECOOP and /or SSID, then go to Step 7 to instruct the PSC to take corrective action.
If you can verify that the remittance was processed by reviewing REQR and posted to the correct record(s) by reviewing the MBR/ROAR, RECOOP and /or SSID, then go to Step 8 to clear the unverified alert.
Otherwise, go to Step 4.
Query the Receipt File using RFQR to determine the Number of Accounts originally input. It is possible that the Number of Accounts as input by the FO is different than that keyed by the MATPSC. This could happen if one or more of the FO coupons was misplaced or lost either in the FO or once it arrived in MATPSC. This could mean that MATPSC credited the remittance to only one account rather than dividing it among multiple accounts.
If you find that the remittance was not credited to all of original accounts, then go to Step 7 and instruct the jurisdictional PSC to take corrective action on the accounts that were not credited and to reduce the balance of the account that received credit for the whole remittance.
If it is verified that the remittance was processed by reviewing REQR and posted to the correct records by reviewing MBR/ROAR, RECOOP and /or SSID, then go to Step 8 to clear the unverified alert.
Otherwise, go to Step 5.
Determine if the remittance was suspended. Query the Remittance File again by SSN, Name, and receipt Number using the Remittance File Query Request screen (REQR). (See MSOM DMS 003.023 ) If the Process code is “S” then the remittance was suspended; i.e., the remittance is on the Suspense File. If the remittance was suspended, it was not posted to the programmatic record and it will not be shown of the Unverified Field Office Receipt Alert Listing unless it was received with an incorrect receipt number.
If the remittance is found on the Suspense File, then go to Step 8 to clear the unverified alert, if necessary. The alert can be cleared even though the PSC has not yet removed the item from the Suspense File.
Also, contact the MATPSC with the receipt information so that they can take action to remove/correct the remittance from the Suspense File.
Otherwise, go to Step 6.
Query the MBR/ROAR or SSR or RECOOP (as appropriate) to determine if the remittance was posted. The remittance could have been posted manually by the PSC.
If the remittance was posted to the correct account, then go to Step 8 to clear the unverified alert.
Otherwise, go to Step 9 to begin the Lost in Transit procedures (See GN 02403.155).
Query the MBR, ROAR, RECOOP and/or SSID to determine exactly what happened to the remittance.
If you can determine what happened to the remittance, then contact the jurisdictional PSC's Debt Management Section through an Administrative Message (AM) to take corrective action to manually post the remittance(s) and correct the balance of the account(s) that incorrectly received credit for the remittance. (See GN 01070.420 and MSOM ADMIN 002.001 .)
If the original account number entered on RFOR is found to be incorrect and does not match an existing record on ROAR or the SSID, then the remittance transaction will have created a remittance exception to MATPSC. For these items, contact the MATPSC Debt Management section rather the jurisdictional PSC.
An SSA-666, Adjustment in Trust Fund Accounts, will also need to be prepared by the PSC if the error involved a combination of title II and title XVI accounts.
Go to Step 8
Mark the receipt as verified by the FO Manager through an input to the Manager Clear Unverified FO Receipt (RMUR). (See MSOM DMS 004.012 .) Any queries reviewed should be printed as documentation for the investigation.
Once the receipt is marked as verified through RMUR, the receipt will no longer appear on the Unverified FO Receipt Alert Listing.
If the remittance is not found by any of the above steps, the FO should start Lost in Transit Procedures to determine if the check was ever negotiated. (See GN 02403.155.)
E. MATPSC contacts
In most cases, the FO should be able to resolve an Unverified Alert through the use of queries. MATPSC will only be able to help if you require an image of the check to resolve the alert. Also, remember that MATPSC can only help with remittances that have an RCN that begins with a 2 or 7.
Send an e-mail request to ^PH PA MATPSC Unverified Alerts. When making a request, give MATPSC as much information about the remittance as possible. The request should always include the account number, receipt number (if applicable) amount of the remittance and the date the FO entered the remittance into DMS. If unable to resolve the problem immediately, MATPSC will prepare a PCACS ACR (Action Control Record) with the TOELs of OPMT REMIT and the location of PC2 DMS CSC PROC. This will let you know that the problem has been received and is in process.
If MATPSC does not respond after two weeks, the problem is not resolved, and the ACR has been cleared, have the technician re-contact MATPSC's Remittance Unit via e-mail; clearly identify the contact as a first follow-up.
If after another week the MATPSC still does not respond, have the technician's manager contact MATPSC's Remittance Unit manager at the number found in DOORS. This should rarely be necessary.