Effective Dates: 03/03/2026 - Present

Identification Number:
EM-26008
Intended Audience:Field Ops: Head of Direct Services/FOs/TSCs/Risk & Quality
Originating Office:Finance and Management
Title:Administrative Payments – New Process for Ordering Vital Records
Type:EM - Emergency Messages
Program:Title II (RSI); Title XVI (SSI); Disability
Link To Reference:See Reference at the end of this EM
 
Retention Date: 7/9/2026

    A. Purpose

      This emergency message notifies offices with active Third Party Payment Accounts who purchase vital records, that effective February 9, 2026, the option to purchase these records with a paper check through the Third Party Payment System (TPPS) has been eliminated.

    B. Background

      At times, the agency may need to purchase certified copies of documentary evidence to determine eligibility for benefits. In the past, a paper check was issued through TPPS and was sent along with the proper completed form to the custodian of the record needed (e.g. birth certificates, death certificates, marriage licenses, etc.). Executive Orders (EO)14247 Modernizing Payments To and From America's Bank Account and 14249 Protecting America's Bank Account Against Fraud, Waste, and Abuse issued March 25, 2025, enforce existing regulation that federal payments must be issued via electronic funds transfer (EFT) and should not be issued outside of the Department of the Treasury (Treasury). As a result of these executive orders and existing regulations, the process of ordering vital records has been updated.

      NOTE: The procedures outlined below ONLY apply if an office does not have authority or access to use a Government Smart Pay Purchase Card (Purchase Card). If a state allows for the purchase of vital records using a credit card, and the requesting office has access to a Purchase Card, then that is the preferred method of payment. The procedure below will be used when the Purchase Card is not an option.


    C. Procedural Changes
        a. Collection of Required Documentation
        b. Submitting a Records Request
            i. SSA staff will access the Vital Records Request application.

            ii. Click “New” to submit a new records request form.

                1. The form will capture all necessary information including:
                    a. Beneficiary or Recipient details

                    b. Document type and purpose of request

                    c. Proof of Identification as required by the custodial state to receive the record

                    d. State vital records agency information - name, address, etc.

        c. Processing the Request – Travel Team will:
            i. Review submissions to ensure they are complete and accurate.

            ii. Determine the appropriate payment method:

                1. Purchase card, in instances where the state accepts credit cards

                2. Treasury Check requested by the Internal Control Payment Team when all other payment avenues are not an option. The Treasury Check will be mailed to the Travel Team to send with the records request.

            iii. Submit electronically or mail all supporting documentation, along with the selected payment method to the relevant state or local records office.

        d. Tracking and Confirmation
            i. The status of records requests will be maintained by the Travel Team and viewable by requesting SSA offices within the Vital Records Request application.

            ii. Requests will display in one of three stages: Requested, Ordered, or Received.


        e. Receipt of Vital Records
            i. The Travel Team will direct the custodian of the records to send the requested document(s) directly to the SSA office requesting the evidence.

            ii. Upon receiving the document(s), the requesting SSA office will notify the Travel Team at ^FM IntCtrl Travel Relocation confirming their receipt.



        f. Records Requests Documentation Storage
            i. All forms, supporting documentation, payment records, and correspondence will be centrally stored on the Vital Records Request site in accordance with agency recordkeeping policies.

    D. Additional Information E. References
EM-26008 - Administrative Payments – New Process for Ordering Vital Records - 03/03/2026