TN 29 (01-12)

GN 02406.260 FMS-1199 (Schedule of Courtesy Check Disbursements) -- Possible Duplicate Payment

A. General information about the FMS 1199 (Schedule of Courtesy Check Disbursements)

The FMS-1199 is a Regional Financial Center (RFC) multi-purpose debit form that initiates payment retrieval of incorrect credits and serves as an avenue to reverse credits for cancelled checks.

The following examples demonstrate scenarios resulting in Processing Center’s (PC) FMS-1199 receipts:

  • The RFC fails to locate check cancellation listing items even though the check is cancelled. The Department of Treasury (Treasury) issues a replacement check based on the non-receipt procedures.

  • Treasury reverses erroneous cancelled check issuances and notifies the RFC responsible for the cancellation. The RFC prepares a FMS – 1199 form and submits it to the Debt Management Branch; Accounting Technicians receives this information and completes the SF-224 Form (Statement of Transactions) for courtesy check disbursements.

There is a possibility of duplicate payments existing for items appearing on the FMS-1199 form. Treasury issues a replacement check when the original payment is cancelled; however, the PC may also issue another check for the original cancelled check.

B. Procedure for processing the FMS 1199 in Title II cases

Debt Management personnel will send a photocopy of the Form FMS-1199 to the Check, Claims and Recovery Examiners (CCRE), Benefit Earnings Technician (BET), or Disability Service Examiner (DSE) for processing as follows.

  1. Examine the beneficiary’s Master Beneficiary Record (MBR) and payment history update system (PHUS) records for indications of original check status (i.e. held, returned, or cancelled). If any of these indications exist, annotate the MBR with the remark “VOID--FMS-1199 RECEIVED FOR CANCELLED CK--(MO/YR).”

    Any PC action resulting in a beneficiary’s held, returned, and cancelled check action is erroneous due to Treasury's reversal of the check cancellation (reflected by Form FMS-1199).

  2. Submit cases with erroneous actions to the benefit authorizer via Form SSA-559 (Transmittal Slip for Claims Folder) (indicate pertinent data); return folder to files when incorrect actions are nonexistent.

C. Process the FMS- 1199 in Title XVI cases

The Office of Benefit Accounting Systems Analysis (OBASA), Payment Certification Branch (PCB) compiles documents to include into the SF-224 for Agency Location Code 28-04-0004 SSI. They send copies of this form to Treasury Operations Branch (TOB) for review/processing. The analysts in TOB review the Supplemental Security Record (SSR) and the Treasury Status Query Control Record for check status information and any subsequent actions related to that payment month. After reviewing and collecting the information, TOB updates the SSR or initiates field contact for case resolution.

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GN 02406.260 - FMS-1199 (Schedule of Courtesy Check Disbursements) -- Possible Duplicate Payment - 01/10/2012
Batch run: 01/10/2012