TN 56 (12-15)
GN 02602.051 Processing Reports of Death Using the Death Information Processing System (DIPS)
As part of the Death Processing Redesign effort, the Numident will become the agency’s official source of death information. You must use the Death Information Processing System (DIPS) to add death information to the Numident, change death information already on the Numident, or remove death information from the Numident. In most cases, a DIPS entry will automatically post the death information to an individual’s payment records if payment records exist. DIPS entries process overnight; you must control and monitor the individual’s record to ensure correct posting both to the Numident and to the payment records. See Section G in this POMS section for known exceptions.
NOTE: For guidance on how to use DIPS, refer to the DIPS User Guide.
B. Add transactions
Completing an Add transaction in DIPS will add date of death information in a new iteration on the Numident. You must have an individual’s SSN to process a transaction through DIPS. If you do not have an SSN for the individual, go to G in this section.
C. Change transactions
Completing a Change transaction in DIPS will change the death information on the last iteration on the Numident.
D. EDR Change transactions
Completing an Electronic Death Registration (EDR) Change transaction is the same as completing a Change transaction in section (C), except that changing the death information on the Numident when the source is EDR requires 2-PIN clearance. You must alert your management to complete the EDR change transaction. If you do not obtain 2-PIN clearance for your EDR Change transaction on the same day then the record will not process and you will have to resubmit the entry into DIPS.
E. Delete transactions
Completing a Delete transaction in DIPS will remove the death iteration from the Numident and from the Title 2 payment system. To remove death from the T16 system, see paragraph G2 in this section. See GN 02602.055 for additional information.
F. EDR Delete transactions
Completing an EDR Delete transaction is the same as completing a Delete transaction in section (E), except that deleting the death information on the Numident when the source is EDR requires 2-PIN clearance. You must alert your management that their action is required to complete the EDR Delete transaction. If you do not obtain a 2-PIN clearance for your EDR Delete transaction on the same day, the record will not process and you will have to resubmit the entry into DIPS.
G. Exceptions to death entries through DIPS
A DIPS input relies on the SSN to post death to the Numident and payment records. You will not be able to process death reports for individuals who do not have an SSN.
1. No SSN
a. No Beneficiary’s Own Account Number (BOAN)
If you receive a report of death for an individual who is a beneficiary that does not have his or her own BOAN, determine if he or she is required to have a BOAN based on GN 05002.009C, Missing or Incorrect Social Security Number.
If the individual has been enumerated, update the T2 record with the beneficiary’s SSN per SM 03003.015, Matching the Numident Record and the MBR and TC 31007.060, Correcting the Beneficiary’s Own Account Number (BOAN).
If the individual is required to have a BOAN but has not been enumerated, create a Numident record per RM 10225.085, Field Office (FO) Procedure for Handling Request for an Original Social Security Number (SSN) for a Deceased Person. You must wait for the Numident to be established before you can post the death using DIPS. All transactions for individuals with SSNs or those required to have an SSN must be input through DIPS.
If the individual is not required to have a BOAN, take appropriate action in the T2 system to terminate payments, reinstate payments, or begin development for survivor’s benefits, if applicable. You will not be able to post the death using DIPS for beneficiaries exempted from needing a BOAN.
NOTE: Be aware of situations where a beneficiary is receiving benefits under another number holder’s SSN but the payment record does not include the beneficiary’s BOAN.
b. Enumeration action in process
If an enumeration action is in process to assign an individual an SSN or correct a Numident entry, you must wait for the Numident to be established or corrected before making your death entry through DIPS.
2. T16 death removals and death reinstatements
A DIPS Delete or DIPS EDR Delete action will not automatically remove the date of death from a T16 record. In cases involving T16, you must first take the delete action in DIPS to remove the death from the Numident. After the delete action has been taken in DIPS, you MUST take corrective action according to SI 02301.250, Death of a Recipient (T01).
GN 05002.009C Missing or Incorrect Social Security Number
GN 02602.055 Erroneous Death Cases
RM 10225.085 Field Office (FO) Procedure for Handling Requests for an Original Social Security Number (SSN) for a Deceased Person
SI 02301.250 Death of a Recipient (T01)
SM 03003.015 Matching the Numident Record and the MBR
TC 31007.060 Correcting the Beneficiary’s Own Account Number (BOAN)
DIPS User Guide