TN 14 (04-00)

GN 02406.207 Nonreceipt of Courtesy Disbursement or Replacement Check/ Type 9 Payment -- Field Office and Teleservice Center Instructions -- Title XVI

IMPORTANT: Specific notations are made for action the TSC should take and when; however, for simplification, once 10 calendar days have passed since the nonreceipt was input, the TSR should input an A-stop and send an MDW to the FO requesting that an AOTP be issued, unless abuse of the nonreceipt reporting system is a factor. If abuse is present, see GN 02406.207B. Refer to the TSCOG if there are further questions.

A. PROCEDURE

Follow these procedures to resolve nonreceipt of a title XVI courtesy disbursement or replacement check (type 9 payment):

1. Does the Q query for the original check show an interim reply code 01?

  • If no, go to Step 2.

  • If yes, go to Step 3.

2. Have at least 10 days passed since the nonreceipt was input?

  • If no, advise the claimant to contact after 10 days have passed. STOP.

  • If yes, go to Step 3.

3. Is an F-Stop reflected on the Q query for the replacement (courtesy) check (this would indicate that the original check was cashed)?

The TSC/FO will:

  • If no, input an A-Stop on the replacement and go to Step 4.

  • If yes, go to Step 5.

4. Is this a dire need situation (see criteria in SI 02004.100)?

If no:

  • The TSC will: Forward via MDW to FO to issue AOTP for full amount of the missing check.

The FO will: Issue an AOTP for the full amount of the original check.

When the system computes an overpayment, a B-3 diary will be established.

  • Input an N-TAC on the AOTP to temporarily resolve the overpayment.

  • Enter “AOTP for MMDDYYYY CK” (original check) in the SSR RMKS segment.

  • Stop.

If yes:

The TSC will: Refer the case to the FO via MDW.

The FO will:

  • Issue an immediate payment (IP) for the amount of the check not to exceed $400 ($999 effective 8/21/99). (The IP is an advance against future payments. Depending on systems cutoff dates, the full amount will be recovered from the first or second check.)

  • Issue an AOTP for the full amount of the missing check (to satisfy immediate replacement requirement).

  • Input an N-TAC on the AOTP to temporarily resolve the overpayment.

  • Enter “Dire need $    IP issued; AOTP of $    also issued for MMDDYY CK” in the SSR RMKS segment.

5. If an F-Stop is reflected on the Q query:

  • Remove the N-TAC.

  • Release the overpayment letter.

  • Do not issue an AOTP.

  • Go to step 6.

6. Does claimant allege forgery? (See also GN 02406.310.)

If yes:

The TSC will: Refer case to FO via MDW.

The FO will:

  • Obtain a signed SSA-561-U2.

  • Input an L-TAC (after receiving the completed 561) to stop overpayment recovery.

  • Have recipient complete an FMS-1133 claims package.

  • Photocopy the claims package and keep for 1 year.

  • Forward claims package and check photocopy to DT. Go to step 7.

If no:

  • Begin recovery process.

7. Was the check forged? (See IMPORTANT below)

If yes:

  • Issue an AOTP for the full amount of the missing check.

  • Annotate SSR RMKS segment.

If no:

  • Delete the L-TAC.

  • Begin recovery process. Stop

IMPORTANT: EXAMINE THE SITUATION BEFORE TAKING ACTION. There are 4 scenarios that may occur in this process:

  • The claimant may have cashed the original and not the replacement, in which case the claimant is not due any further money and there is no overpayment.

  • The claimant may not have cashed the original but did cash the replacement, in which case the claimant is not due any further money and there is no overpayment.

  • The claimant may not have cashed either check, in which case the claimant is due a payment and there is no overpayment.

  • The claimant may have cashed both checks, in which case there is a DCN overpayment. (See GN 02406.310, SI 02220.000 ff., GN 02210.000 ff.)

When credits are received from DT, either because checks were not cashed or because of reclamation causing an excess decision, delete the N- or L-TAC on the overpayment.

B. PROCEDURE HISTORY OF ABUSE (See criteria in GN 02406.150A.2 - GN 02406.150A.3.)

When a known abuser of the nonreceipt reporting system alleges nonreceipt of the original check, a C-Stop is input to obtain status of the original check before a replacement (type 9 payment) is issued. Therefore, it may take 3-5 weeks for status of the original check to show on the Q query, for the replacement to be issued if the original was not cashed, and for the replacement check to be considered a nonreceipt.

IMPORTANT: The following instructions do NOT pertain to nonreceipt of a settlement check (check issued after DT determines original was cashed over a forged signature). For nonreceipt of a settlement check, see GN 02406.202.

1. Status of C-stop input

Check the Q query to determine the status of the C-Stop nonreceipt input and whether a replacement check has been issued.

If dire need is alleged:

  • FO: Issue an IP for up to $400 ($999 effective 8/21/99) and annotate the SSR RMKS segment.

  • TSC: Forward case to FO via priority MDW.

2. “01” Interim Reply on Q query

If the Q query shows a C-Stop was input and an “01” interim reply code, DT is investigating the status of the original . No replacement has been issued yet. Continue to monitor the Q query for status. Go to step 3.

3. CP&R Code “31”

In addition to the C-Stop and the 01 status code, if there is a CP&R reply code of 31, the replacement check was issued, probably about 5 days after the date of the CP&R code, signifying that the original check was NOT cashed. If sufficient mail time has elapsed (about 5 days), go to step 5; otherwise, go to step 4.

4. CP&R Code “11”

If the CP&R code is 11, the original check was cashed; DT will send a claims package directly to the recipient. No settlement check will be issued unless DT determines forgery was involved. Go to step 9.

5. Is an F-Stop reflected on the Q query for the replacement check?

If yes:

  • Go to step 10.

If no:

  • Input an A-Stop and go to step 6.

6. Do not issue an AOTP at this point.

Tell the recipient that status of the missing check has to be obtained before a replacement can be made. Go to step 7.

7. Diary

Diary for 2-3 weeks for return of status code as a result of the A-Stop on the replacement check. Go to step 8.

8. Was type 9 check cashed?

If no:

  • The FO will: Issue an AOTP for the full amount of the missing check.

  • The TSC will: Forward case to FO via priority MDW.

If yes:

  • Go to step 9.

9. F-stop on Q query?

If the Q query shows an F-stop on the replacement check, this indicates the original was cashed after DT determined that it was not cashed and issued the replacement check.

  • Release the overpayment letter.

  • Do not issue an AOTP.

  • Go to step 10.

10. Does claimant protest the overpayment? (See also GN 02406.310.)

If yes:

The TSC will: Forward case to FO via MDW.

The FO will:

  • Have claimant complete an SSA-561-U2 and FMS-1133 claims package.

  • Input an L-TAC once a completed, signed SSA-561-U2 is received.

  • Photocopy completed claims package and forward original to DT. Go to step 11.

If no:

  • Begin overpayment recovery.

11. Was check forged?

If yes:

  • DT will issue a settlement check, if appropriate.

If no:

  • Remove the L-TAC.

  • Begin overpayment recovery.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0202406207
GN 02406.207 - Nonreceipt of Courtesy Disbursement or Replacement Check/ Type 9 Payment -- Field Office and Teleservice Center Instructions -- Title XVI - 03/28/2000
Batch run: 01/27/2009
Rev:03/28/2000