Access the Treasury Check Information System (TCIS) or the Treasury Check Verification Query (TCVQ) screen to determine the claim number of the beneficiary.
See MSOM QUERIES 003.022 for instructions on how to access the TCVQ screen.
IMPORTANT: Do not write the SSN on the check.
Identify and code the reason the check was returned, see Exhibit E. If necessary, contact the remitter, the person who sent the check, to determine the return reason.
If yes, there was a valid reason for returning the check, go to step 3.
If no, the check was returned in error or you cannot determine the reason for the return, contact the remitter to determine the return reason for the check.
If the remitter does not respond, contact the beneficiary or the representative payee.
If the reason the check was returned cannot be determined, proceed to step 3 and, at step 6, use MS as the returned check code.
If the check was returned in error, mail to the beneficiary or their representative payee.
If you are able to determine the reason the check was returned, go to step 3.
REMINDER: Do not follow this policy for benefit payments mailed to the FO, for delivery to the beneficiary because the claimant does not have a permanent mailing address, as returned checks or refunds, see GN 02401.050.
Immediately stamp “NOT NEGOTIABLE” below the address on the check, if not yet stamped by mailroom personnel.
REMINDER: Do not write or stamp below the solid line, which extends the full length of the check. Doing so causes problems with Treasury's optical scanning equipment.
Determine if the check represents a Treasury-issued immediate payment (IP) check see, RS 02801.010.
If yes, go to step 5
If no, go to step 6
NOTE: If the returned IP is a Third-Party Draft issued from the FO, follow instructions in GN 02403.016.
Annotate the check (in red) “TITLE II IMMEDIATE PAYMENT,” followed by the FO code in the upper left hand corner of the check.
Go to step 7. (The Office of Finance does not need the reason for the return.)
Code the date of the event that caused the beneficiary not to be entitled to the payment in (MM/YY) format, if appropriate. Annotate the Beneficiary Identification Code (BIC), and the reason (returned check code, see Exhibit 02405.010E) for the return on the lower left portion of the check, to the right of the Statue of Liberty imprint and above the solid line which extends the full length of the check.
REMINDER: The date of event for student terminations, see RS 00205.325,will always be the first month of non-entitlement of the student benefits.
EXAMPLE: Returned Benefit Check Coded for Death that occurred in June 1996.
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Recording the check:
Enter the check information into DMS per MSOM DMS 003.006 and MSOM DMS 003.007, then
Write the automated receipt number in the blank space below the check number and above the money amount
NOTE: Do not enter the attorney Payment Identification Code (PIC) in DMS.
REMINDER: Prepare an SSA-1395-BK manual receipt when DMS is not accessible.
GN 02403.130 for instructions on how to prepare an SSA-1395-BK
MSOM DMS 003.001 for DMS input coding
MSOM DMS 003.006 and MSOM DMS 003.007 for instructions on generating an automated receipt
Give the remitter the remittance receipt produced by DMS.
Reason for the check return:
Is the check being returned due to death, work, change of address, or a suspension and life termination event (for example marriage)?
If yes, key the event directly into the Post-Entitlement Operations System (POS).
If no, send correspondence to the appropriate Processing Center (PC). Advise the PC of the return reason, unless the event has been recorded on the Master Beneficiary Record (MBR).
Hand carry the coded check to the remittance clerk for safekeeping.