TN 14 (04-00)
GN 02406.200 Failure to Receive a Courtesy Disbursement Or Replacement Check -- Title II (Normal, Dire Need, and Abuse Situations)
A. Policy - iInitial followup
When a request for status on an initial nonreceipt claim is received, SSA will obtain queries and attempt to respond immediately. If an immediate reply is not possible, SSA will make every effort to provide the information within one week. SSA will not refer the requestor to DT. This section provides instructions on how to conduct a followup on most checks.
B. Procedure - nonreceipt reported -- courtesy disbursement or replacement check - not issued
Obtain a PHUS query to confirm that the action on the original check was transmitted to DT and that the appropriate event (nonreceipt - 069) was created on PHUS.
Check to see if the original nonreceipt action was received by DT by reviewing the disposition code posted in either the interim disposition field (TDDC) or the final disposition field (TDSC) on the PHUS query for the nonreceipt in question.
The TDDC field represents codes received from the RFC and the TDSC field represents codes received from FMS in Philadelphia, PA. An entry in either field indicates the condition which caused the code to be generated and what action should be taken by the technician. See SM 00609.610B. (Treasury RFC and CSD Disposition Codes).
Take appropriate action based upon the disposition code. If the code indicates PC action needed, the FO/TSC will notify the PC via MDW for processing.
If reinput of the original nonreceipt was necessary, inform the beneficiary that the check should be received in 7 to 10 days.
Query the nonreceipt input in 4-9 days to ensure that it transmitted properly.
If the delay is causing a hardship or a public relations problem, see GN 02406.200D. for specific instructions.
C. Procedure - second follow-up
The beneficiary/recipient may inquire for a second time concerning the status of the initial nonreceipt claim.
Obtain a PHUS to determine, based on DT disposition codes, whether the corrective action taken after the first inquiry transmitted properly.
If the nonreceipt input was transmitted properly but the courtesy disbursement, replacement check, or settlement check was issued but not received, follow instructions in GN 02406.200D to correct the specific problem. Follow this section also if the delay is causing a hardship or a public relations problem.
D. Procedure - courtesy disbursement or replacement check issued - not received
If queries indicate payment processed and was issued, make sure 10 calendar days have elapsed before considering nonreceipt. EXCEPTION: Mass Loss. See GN 02406.700.
|1||Determine if dire need exists. See criteria in RS 02801.010.|
|2||If no, issue a replacement through CPS for the full amount of the missing check. In the NPF field enter, “INPUT STOP PMT SFT-F FOR ORIG PMT DTD MM/DD/YY. REPLCMT PMT MADE BY CPS IN LIEU OF N/R. WHEN DISP REC'D FOLLOW GN 02408.020B and GN 02408.020C. ” MSOM CPS 001.005.|
|3||Input the TPT (type of payment) code of C43 to identify this as a Robinson case (more specifically, to identify the CPS payment in response to Robinson policy of replacing a missing payment quickly in a nonreceipt situation).|
| ||TSC: Refer the case to the FO via PRIORITY MDW.|
Issue an IP for up to $400 ($999 effective 8/21/99). Explain that the balance, if any, between the IP and the CPS payment will arrive in 7-10 days.
Record the IP and pay the BALANCE of the missing check using the CPS PAY 2 screen by inputting the full amount of the missing check in the RETROACTIVE AMOUNT field and the IP in the IMMEDIATE PAYMENT AMOUNT field. (The system will automatically make the calculation to pay the balance of the missing check as a CPS payment.)
Input a TPT of C43 in the TPT code field.
In the NPF (nature of problem) field enter, “INPUT STOP PMT SFT-F FOR ORIG PMT DTD MM/DD/YY. REPLCMT PMT MADE BY IP/CPS IN LIEU OF N/R. WHEN DISP REC'D FOLLOW GN 02408.020B and GN 02408.020C.” MSOM CPS 001.005M.
Refer the case to the PC via PRIORITY MDW to input the F-stop on the courtesy disbursement/replacement check.
|5||Process the CPS payment, if needed, alert and transmit an F-stop on the missing courtesy disbursement/replacement check.|
For TPT C43, the remark, “Robinson/Reyf Case” will be printed on folder documents. MSOM CPS 001.004 will include this when it is revised.
|6||If DT determines that the check was not cashed, DT returns a credit to SSA.|
|7||If DT determines that either the original and/or replacement checks were cashed, a claims package(s) will be sent to the servicing PC for the beneficiary to complete and return to SSA for a forgery determination by DT. If DT determines that forgery is involved, they will reclaim the money from the presenting financial institution and issue the credit to SSA. No overpayment exists.|
|8||If DT determines there is no forgery, the beneficiary is notified that an overpayment exists (beneficiary received CPS payment and original/replacement check have been cashed for same benefit month). Follow overpayment procedures in GN 02210.000 ff.|
If claimant cashed both the original and replacement checks and was issued an IP and/or CPS, the overpayment amount is twice his monthly benefit amount since he was paid all checks issued to him in the same month.
|9||If a double check negotiation overpayment exists and claimant protests the overpayment, see GN 02406.310.|
E. Procedure - abuse
If a claimant who has a history of abusing the nonreceipt reporting system (see GN 02406.150) alleges nonreceipt of a title II courtesy disbursement or replacement check:
1. Determine whether dire need is involved (see criteria in RS 02801.010).
The TSC will:
The FO will:
Issue an IP for up to $400 ($999 effective 8/21/99). For title II, this is a legally defined overpayment and the PC would apply due process rather than immediate adjustment against current benefits due.
Do not issue a CPS payment.
Input an F-Stop for the missing check. Replacement of the missing check will depend on the status determined by DT.
2. If no:
The TSC/FO/PC will:
Input a C-Stop for the missing recurring check. Replacement of the original check will be dependent upon the status determined by DT.