Retention Date: July 27, 2019
|Intended Audience:||All RCs/ARCs/ADs/FOs|
|Originating Office:||DCBFM OFPO|
|Title:||Updates on the Social Security Electronic Remittance System (SERS) for Field Office Collections|
|Type:||EM - Emergency Messages|
|Program:||Title II (RSI); Title XVI (SSI)|
|Link To Reference:||See References at the end of this EM|
The purpose of this Emergency Message (EM) is to update the instructions for Field Offices (FO) processing remittances using the SERS application.
B. Background on SERS
We will update the SERS policies and related POMS to reflect these changes.
SERS is an automated solution to collect standard administrative fees for non-programmatic services and certain Title II and Title XVI programmatic debts in the FOs.
C. Updates and clarifications for processing certain programmatic remittances via the SERS application
SERS uses card readers and check scanners to electronically process payments paid by check, money order, debit or credit card (Visa, MasterCard, American Express, and Discover).
To minimize errors and assist with increased workloads while handling and processing SERS remittances, the following changes to the SERS procedures are effective immediately:
Direct all program-related and technical questions to your Regional Office (RO) support staff or Processing Center (PC) Operations Analysis (OA) staff. RO support staff or PC OA staff may refer questions or problems to their Central Office contacts.
· Remove the Payment Authorization Form from walk-in procedures
Removal of this form eliminates instances of erroneously using the Payment Authorization form as a receipt.
· Remove the customer signature line from SERS receipts
This action was causing issues with finalizing SERS transactions.
For all payment types (credit and debit card, check, and money order transactions), remove the customer signature line from the SERS receipt.
· Stop scanning SERS receipts into NDRed
Many individuals who mailed-in a remittance and received their receipt in the mail were inadvertently mailing the receipt to the FO with their signature.
Individuals wrongly assumed that they needed to sign the receipt and return it to the FO. Removal of the receipt signature line will alleviate this issue.
FOs should no longer scan SERS receipts into NDRed at the end of the transaction.
· Stop verifying remittances
All receipts are available in SERS and the DMS remittance file query.
To maintain consistency in instructions for retaining receipts for both SERS and DMS procedures, we are removing this step.
FOs should no longer verify remittances posted to the Master Beneficiary Record and Supplemental Security Record on the next or subsequent business day.
FO’s should continue to retain checks and money orders in a locked and secured location for up to five days (per the Treasury Financial Manual guidance), and then shred them.
· GN 02403.161 Social Security Electronic Remittance System (SERS) for Programmatic Debts
· GN 02403.014 Processing Non-Programmatic Fees Received in the Field Office Using the Social Security Electronic Remittance System
· GN 02403.000 Procedures for Handling Remittances and Premium Payments in the Field Office - Table of Contents
· SERS Programmatic User Guide
· SERS Intranet Site
· SERS@ssa.gov SERS helpdesk email
· MS 00100.000 Administrative Screens - Table of Contents
EM-19002 - Updates on the Social Security Electronic Remittance System (SERS) for Field Office Collections - 01/28/2019