Effective Dates: 2/28/2023 - Present

Identification Number:
GN 02408 TN 64
Intended Audience:See Transmittal Sheet
Originating Office:DCBFM OFPO
Title:Stop Payments and Reclamations
Type:POMS Full Transmittals
Program:All Programs
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM

Part GN – General

Chapter 024 – Checks

Subchapter 08 – Stop Payments and Reclamations

Transmittal No. 64, 02/28/2023

Audience

PSC: BA, CCRE, CS, DS, IES, ILPDS, IPDS, PETE, RECONR, SCPS, TSA, TST;
OCO-OEIO: BIES, BTE, CCRE, CR, FCR, PETL, RECOVR;
OCO-ODO: BTE, CCE, CR, CST, CTE, CTE TE, DSE, PAS, PETE, PETL, RCOVTA, RECOVR;
FO/TSC: CS, CS TII, CS TXVI, CSR, CTE, FR, OA, OS, RR, TA, TSC-CSR;

Originating Component

OFPO

Effective Date

Upon Receipt

Background

Updates made to GN 02408.302 and GN 02408.800 to reflect the discontinued use of form SSA-1714-OPI. Updates made to GN 02408.635 to add instructions on the use of the Treasury Online Forms Requestor (TOFR) to request reclamation documentation from the Department of the Treasury.

 

Summary of Changes

GN 02408.302 Abandon Reclamation Request Needed on a Check

Subsection C - updated abandonment of reclamation process to reflect the discontinued use of form SSA-1714-OPI and provide new procedural actions for title II and title XVI cases when a request to abandon a reclamation is necessary.

Subsection D. - Removed exhibit of the SSA-1714-OPI form and updated the subsection to be a references section to other reclamation policies.

 

GN 02408.635 Reclamation Documentation Request Process for Title II Reclamations - Payment Service Center (PSC) Instructions

Subsection B - Updated to direct SSA Title II technicians to use the Treasury Online Forms Requestor (TOFR) when requesting reclamation documentation from the Department of the Treasury.

 

GN 02408.800 Abandon Reclamation - EFT

Subsection B - Updated language in subsections 2, 3 and 4 to remove references to SSA-1714-OPI. Deleted subsection 5 which had provided instructions on sending the SSA-1714-OPI form.

Subsection C - Updated language to reflect how to request reclamation abandonment action for title II and title XVI.

GN 02408.302 Abandon Reclamation Request Needed on a Check

A. Background

Occasionally, there is a need to ask the U.S. Department of the Treasury (Treasury) to abandon (reverse) a reclamation request. This can occur when an erroneous death or erroneous date of death is posted to the beneficiary’s or recipient’s record. Although the payee was alive and actually due the payment(s), Treasury reclaims the money based on our incorrect E-stop input for each check issued after the alleged date of death.

To stop Treasury from processing the reclamation on the bank account, we send Treasury an abandon reclamation request.

If the error is realized before the money is reclaimed from the financial institution (FI), Treasury tells the FI to ignore (abandon) the reclamation request.

If the error is realized after the money is reclaimed, the abandon reclamation request authorizes Treasury to reverse the reclamation and reimburse the bank for the money improperly reclaimed.

B. Procedure for situations requiring abandon reclamations

1. Erroneous date of death

A date of death (DOD) is sometimes input in error, or the beneficiary/recipient is deceased, but the wrong DOD was input. When an incorrect DOD is input, checks may be cashed that the beneficiary or recipient was entitled to, but because of the incorrect DOD the funds were reclaimed from the presenting financial institution (FI).

EXAMPLE 1: Mr. Jones died on 03/12/22, but his date of death was incorrectly input as 01/12/22. Because E-stop death reclamations posted to his record for the February and March 2022 payments, his FI was debited for those two checks. Mr. Jones was entitled to those checks and received the funds. The FI is out the money and should be reimbursed by SSA by processing an abandon reclamation. We request an abandon reclamation for the two checks using the procedures found in this section at GN 02408.302C.

EXAMPLE 2: Mr. Smith contacted us on 03/25/22 to provide his new address. Mr. Smith's benefits were terminated with an erroneous death input. Mr. Smith received his 04/03/22 check and cashed it at his FI. Because we erroneously terminated Mr. Smith's benefits, an E-stop death reclamation posted to his record for the 04/03/22 check and Treasury reclaimed the funds from the FI. The FI, in turn, debited Mr. Smith's account. We should request an abandon reclamation for the 04/03/22 check using the procedures found in this section at GN 02408.302C. Treasury reverses the reclamation and returns the money to the FI. The FI credits the money back to Mr. Smith's account.

2. Preventing erroneous underpayment release when correcting Title XVI erroneous date of death

When a Title XVI erroneous date of death causes payments the recipient is due to be reclaimed incorrectly, the payments may or may not post to the SSR by the time we realize the error.

Before we ask Treasury to abandon reclamation, we review the SSR carefully to determine if the credit for the reclamation is posted. Credits for the reclaimed funds are posted in PMTH in payflag 3 as an “S” and in payflag 5 as an “R”.

a. When the credit is posted for improperly reclaimed funds, prevent the release of an erroneous underpayment.

  • •

    Post a “U TAC” on the recipient’s SSR, see SM 01311.355.

  • •

    Process an abandon reclamation request per GN 02408.302C in this section.

NOTE: 

Posting the “U TAC” prevents the release of an erroneous underpayment to the recipient after Treasury processes the abandon reclamation. When the “U TAC” is not posted, an erroneous underpayment is released to the recipient making him or her overpaid.

b. When the credit is not posted, process an abandon reclamation request per GN 02408.302C in this section.

3. Checks cashed that were issued after death of the beneficiary/recipient

When an incorrect payment has been issued after death, occasionally Treasury reclaims the funds from the FI and the family member who cashed/deposited the check(s), thinking the deceased was due the money, also returns the money to SSA. The following scenarios occur:

  • •

    The FI debits the account for the amount reclaimed, sometimes causing checks to be returned for insufficient funds.

    NOTE: 

    Although penalties or overdraft fees may be assessed to the account because of insufficient funds, SSA is unable to reimburse for these fees. Often the bank waives the fees if we call and explain what happened.

  • •

    A family member protests stating he or she has repaid the amount to SSA.

  • •

    The bank does not debit the account, but calls SSA and requests that we return the amount reclaimed because we have already received the money back from the family member.

Request an abandon reclamation by using the procedures found in this section at GN 02408.302C.

IMPORTANT: 

Treasury asks that we return the funds by completing and emailing the abandon reclamation form to them. Treasury prefers that the funds return through the same channel in which they were initially obtained. In normal abandon reclamation scenarios, Treasury does not want us to issue a special payment to the FI.

C. Procedure for abandoning a reclamation request

See GN 02408.800 to abandon a reclamation request for Title II or Title XVI payments made by direct deposit.

1. Abandoning a reclamation request for a title XVI case

Title XVI abandonment actions are completed by Central Office's Office of Benefit Accounting and Systems Analysis. If the field office determines that a title XVI abandonment action is needed the technician should e-mail the request to OBASA.TOB@ssa.gov. No further action is needed after the e-mail is sent. Be sure to include in the e-mail your office information, and information about you, the requester. Also include:

  • •

    the check number and symbol;

  • •

    the name and SSN of the beneficiary/recipient;

  • •

    the date and amount of the check; and

  • •

    the reason for abandoning the reclamation.

2. Abandoning a reclamation request for a title II case

Title II abandonment actions are completed by the Program Service Centers. To complete the title II abandonment request, follow instructions found in GN 02408.635.B.1 to input an abandonment request using the Treasury Online Forms Requestor (TOFR) application request. The TOFR application is available nationally on the KCNET's MAMPSC Data Input Page.

After making the abandon reclamation request, code the SSA-4208 to update the Accounts Receivable System (ARS). For SSA-4208 instructions, see SM 00609.875.

D. References

  • •

    GN 02408.800 Abandon Reclamation - EFT

  • •

    GN 02408.635 Reclamation Documentation Request Process for Title II Reclamations - PSC Instructions

  • •

    SM 00609.875 How to Complete Form SSA-4208 for Corrections

 

GN 02408.635 Reclamation Documentation Request Process for Title II Reclamations - Payment Service Center (PSC) Instructions

A. General

This policy provides information and guidance for PSC technicians requesting reclamation documentation needed for the reclamation process. PSC technicians will request reclamation documentation from the U.S. Department of the Treasury's (Treasury) Bureau of the Fiscal Service (Fiscal Service). Requests to Fiscal Services for reclamation documentation must only occur if the documentation is not available in the Treasury Check Information System (TCIS) and/or Paperless.

This policy does not apply to Field Office technicians and Title XVI reclamation actions.

B. Requesting Reclamation Documents from the Bureau of the Fiscal Service - i.e., FS-133, 135, Protest Letter, Abandonment of Reclamation Request

When reclamation documentation is not available in TCIS, the Social Security Administration (SSA) PSC technician will send a request to Fiscal Services for the document. If the reclamation documentation is available in TCIS dashboard, do not request the documentation from Fiscal Service.

Before requesting a reclamation document from Fiscal Services, the technician must:

  • •

    Review Treasury Check Information System (TCIS) and TCIS's Dashboard for availability of the document. Information on accessing TCIS and TCIS's Dashboard can be located on the Office of Payment and Recovery Policy's FAQ site. If the document is located on TCIS's Dashboard, Fiscal Service may not respond to a request for the document, as they have already provided it.

  • •

    Review the In Process and Completed sides of the Paperless System to determine if SSA has already received the document.

1. First Request:

When requesting a document or action from Fiscal Services, send a Treasury Online Forms Requestor (TOFR) application request. The TOFR application is available nationally on the KCNET's MAMPSC Data Input Page. If the TOFR application is unavailable, email the following information to the National Payment Integrity and Resolution Center (NPIRC) reclamation email address at: PFC.CustomerEngagementCenter@fiscal.treasury.gov.

a. In the subject line, input your ALC number and select and input one subject to identify with:

  • •

    FS-133 Request - Reclamation Ticket (insert #), Date of Reclamation, ALC Number,

  • •

    FS-135 Request,

  • •

    Protest Letter Request,

  • •

    Request for Response - Less than 60 days from 3 Year Limitation, or

  • •

    Abandonment of Reclamation Request - Reclamation Ticket (insert #), Date of Reclamation, ALC Number.

NOTE: 

The Reclamation Ticket number can be found on the TCIS Claims Detail tab.

b. The body of the email should include the following information in the following order:

  • •

    payee ID/SSN including BIC,

  • •

    payee name,

  • •

    if abandonment request, the reason for the abandonment,

  • •

    if a request for a FS-133 image, the reason for the request.

For Title II requests, comment on the Action Control Record (ACR) that a TOFR request has been input. If an e-mail has been sent, attach a copy of your email into a "Generic" form in the Action Control Record (ACR) in the Paperless System. Send the ACR to the Development Hold File (DHF) for 30 days to control for the receipt of the document or action requested.

2. Second Request:

If the requested documentation has not been provided in 30 days in the Paperless System for Title II or in TCIS Dashboard, send a Treasury Online Forms Requestor (TOFR) application request. The TOFR application is available nationally on the KCNET's MAMPSC Data Input Page. If the TOFR application is unavailable, send your second request for the document or action to the NPIRC reclamation email address at: PFC.CustomerEngagementCenter@fiscal.treasury.gov :

a. In the subject line, input your ALC number and select and input one subject line to identify with:

  • •

    Second Request: FS-133 Request - Reclamation Ticket (insert #), Date of Reclamation, ALC Number,

  • •

    Second Request: FS-135 Request,

  • •

    Second Request: Protest Letter Request,

  • •

    Request for Response - Less than 60 days from 3 Year Limitation, or

  • •

    Second Request: Abandonment of Reclamation Request - Reclamation Ticket (insert #), Date of Reclamation, ALC Number.

b. Body of email should include the following information in the following order:

  • •

    payee ID/SSN including BIC,

  • •

    payee name,

  • •

    if abandonment request, the reason for the abandonment,

  • •

    if a request for a FS-133 image, the reason for the request.

For Title II requests, comment on the ACR that a second TOFR request has been input. If an e-mail has been sent, attach a copy of your second email into a "Generic" form in the ACR. Send the ACR to DHF for 30 days to control for the receipt of the document or action requested.

3. No Response to Second Request

If after the diary matures from the second TOFR or email request and there is no response from Treasury in the Paperless System or in TCIS Dashboard, send the ACR to your technical lead (ex. MOD PETE, LCSR). The ACR must have copies of both emails to the NPIRC.

The technical lead will then call Treasury for assistance.

The technical lead will call NPIRC Customer Service Help Desk at (855) 868-0151 to request the document.

The technical lead should request the document to be faxed into Paperless and TCIS’s dashboard.

Attach a “Telephone Contact” to the ACR documenting the phone contact with the NPIRC Customer Service Helpdesk. Send the ACR to the Development Hold File (DHF) for 3 days to control for receipt of the document.

If after 3 days, the document is received, forward for the next action to the originating technician. If the document or response for action is not received in 3 days, the technical lead should make a second call to NPIRC Customer Service Helpdesk to request the document or action needed. The technical lead should request that the document be faxed into Paperless and TCIS’s dashboard. Attach a “Telephone Contact” to the ACR to document the second phone call contact with the NIPRC Customer Service Helpdesk. Send the ACH to the Development Hold File (DHF) for 3 days to control for receipt of the document.

If after 3 days, the technical lead receives no response to the second phone call attempt, the technical lead should seek assistance from their PSC/OAS Treasury Analyst.

C. References

  • •

    GN 02408.302 Abandon Reclamation Request Needed on a Check

  • •

    GN 02408.600 General Overview of EFT Reclamations

  • •

    GN 02408.610 Overview of the Reclamation Process for Title II and Title XVI EFT Payments

  • •

    GN 02408.615 Automated EFT Reclamation Requests and Exclusions

  • •

    GN 02408.620 Manual EFT Reclamation Requests and Exclusions

  • •

    GN 02408.626 Processing the Notice of Reclamation (FS-133) and the Request for Debit of the FI's Account (FS-135) for Title II EFT Payments

  • •

    GN 02408.645 Debiting the FI's Account for EFT Reclamations

  • •

    GN 02408.800 Abandon Reclamation - EFT

GN 02408.800 Abandon Reclamation - EFT

A. Policy

SSA sends a request to the Department of the Treasury (Treasury) to abandon the reclamation of all or some of the EFT payments listed on a previously sent request for reclamation when:

  • •

    The payments were sent to an account at a U.S. bank, and

  • •

    SSA has determined that the beneficiary/recipient is alive; or

  • •

    The date of death previously applied to the record was incorrect, so that SSA requested reclamations on payments that were not made after death; or

  • •

    The estate or withdrawer has already repaid all the money to SSA.

IMPORTANT: In direct deposit cases in which SSA has already received the funds from the reclamation action (via EFT return or FS-133/135 credit), an abandon reclamation will not prompt Treasury to return the funds to the bank. If we have already received the reclaimed funds through Treasury, it is up to SSA to refund the amount. Follow the instructions in GN 02408.720, Dual Recovery, if SSA has received the money twice (from any combination of sources). For reclamation of International Direct Deposit (IDD) payments, see GN 02408.900.

B. Procedure – Title II or Title XVI

1. Correct all SSA records

  1. a. 

    Remove the death information if the beneficiary is alive.

  2. b. 

    Show the correct date of death, if an incorrect date is currently on the records.

  3. c. 

    Show all payments that have been returned.

    If... Then...

    It has been determined that the person is alive,

    Go to GN 02408.800B.2.

    All of the payments on the request for reclamation have already been repaid directly to SSA by the estate or a withdrawer,

    Go to GN 02408.800B.2.

    The estate, a withdrawer, or a family member has repaid some but not all of the payments,

    Go to GN 02408.800B.3.

    The date of death is later than the MBR or SSR showed when the request for reclamation went to the Department of the Treasury,

    Go to GN 02408.800B.4.

2. If No Payments Should be Reclaimed

If you have determined that the person is alive, or if you find that all of the payments on the request for reclamation have already been repaid directly to SSA by the estate or withdrawer, do the following:

  • •

    Complete the abandonment actions in GN 02408.800C.

  • •

    Show the correct reason and list all payments for which reclamation was requested. For Title II, this information should be on the PHUS query as SF-1184 event 070. For Title XVI, this information should be on the Q query.

  • •

    Be sure to complete the form with your office information, and information about you, the requester.

  • •

    Go to GN 02408.800B.5.

3. If all of the payments have been repaid

If the estate, a withdrawer, or a family member has repaid all of the payments, do the following:

4. Date of Death is Later Than the MBR Shows for a Title II record

When the actual date of death is later than the MBR shows, do the following:

  • •

    Correct the death information in the PC.

  • •

    Complete the abandonment action in GN 02408.800C. List all of the payments that should not be reclaimed.

  • •

    Go to GN 02408.800B.5.

C. Procedure for abandoning a reclamation request

See GN 02408.302 to abandon a reclamation request for Title II or Title XVI payments made by paper check(s). 

1. Abandoning a reclamation request for a title XVI case

Title XVI abandonment actions are completed by Central Office's Office of Benefit Accounting and Systems Analysis. If the field office determines that a title XVI abandonment action is needed the technician should e-mail the request to OBASA.TOB@ssa.gov. No further action is needed after the e-mail is sent. Be sure to include in the e-mail your office information, and information about you, the requester. Also include:

  • •

    the name and SSN of the beneficiary/recipient;

  • •

    the date and amount of the check; and

  • •

    the reason for abandoning the reclamation.

2. Abandoning a reclamation request for a title II case

Title II abandonment actions are completed by the Program Service Centers. To complete the title II abandonment request, follow instructions found in GN 02408.635.B.1 to input an abandonment request using the Treasury Online Forms Requestor (TOFR) application request. The TOFR application is available nationally on the KCNET's MAMPSC Data Input Page.

D. References

1. Title XVI:

  • •

    Reclamation – money recovered twice, SM 01315.142

  • •

    How to process an FS-133 (Notice of Reclamation), SM 01315.144

2. Title II:

GN 02408 TN 64 - Stop Payments and Reclamations - 2/28/2023