Identification Number:
GN 02602 TN 69
Intended Audience:See Transmittal Sheet
Originating Office:ORDP OISP
Title:Continuing Eligibility
Type:POMS Transmittals
Program:All Programs
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part GN – General
Chapter 026 – Posteligibility
Subchapter 02 – Continuing Eligibility
Transmittal No. 69, 03/09/2020

Audience

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

Originating Component

OISP

Effective Date

Upon Receipt

Background

This is a Quick Action Transmittal. These revisions do not change or introduce new policy or procedure.

Summary of Changes

GN 02602.530 Unable to Locate the Centenarian

  • Removed T16 references in Section A and B

  • Replaced e8551 with Allegation Referral Intake System (ARIS) and ARIS in B and C

GN 02602.540 Death of the Centenarian

  • Updated EVID screen reference to MS 01701.003

  • Removed T16 references in #3, #5, and #6

  • Replaced e8551 with Allegation Referral Intake System (ARIS) and ARIS in #4

GN 02602.530 Unable to Locate the Centenarian

A. Appointment letter returned undeliverable

If the appointment letter is undeliverable, follow the instructions in GN 02605.055B.

B. Centenarian is not available at time of interview

Call the centenarian at the telephone number shown on the Master Beneficiary Record (MBR) and take the following steps:

  • If the centenarian answers the phone, inform him or her you are calling to conduct the scheduled telephone interview. If asked to reschedule the interview, do so and inform the centenarian that you will send a letter informing him or her of the new time and date.

    Remind the centenarian of the importance of being available at the time of the scheduled interview.

  • If you reach a voicemail, leave a detailed message that includes your name, the office you are from, that you called for the scheduled appointment, and your office phone number.

  • If the centenarian resides in a nursing home, call the nursing home before suspending benefits to verify the centenarian is alive. If the nursing home alleges the centenarian is alive, begin representative payee development, if necessary. If the nursing home alleges the centenarian is deceased, process the report of death. For instructions on how to process a death report, see GN 02602.540B.

Send a new appointment notice to the centenarian. Allow the centenarian two rescheduled appointments. Include the following language in the appointment letter when scheduling the final (third) appointment:

“We have tried to schedule an appointment with you twice. Each time we rescheduled, you were not available. It is very important that you keep this appointment. If you do not keep this appointment, we may suspend your benefits until we speak with you.”

Add a remark to the Centenarian Project Website worksheet stating the centenarian was not available for the scheduled interview; include any actions taken to contact the centenarian at the time of the interview. Remarks should also include the date and time of the rescheduled appointment.

If the centenarian fails to keep the third appointment, follow instructions in GN 02602.510B.

If you suspend benefits, immediately refer the case to OIG using the Allegation Referral Intake System (ARIS) . Provide as much information as available in ARIS . Annotate the online worksheet that you referred the case to OIG. For more information on ARIS , see GN 04124.001.

C. Centenarian fails to respond to letters

We will attempt to contact the centenarian three times.

Send the first letter and allow 2 weeks for the centenarian to respond before sending a follow-up request.

NOTE: If the centenarian resides in a nursing home, call the nursing home before suspending benefits to verify the centenarian is alive.

If the nursing home alleges the:

  • centenarian is alive, begin representative payee development, if necessary; or

  • centenarian is deceased, process the report of death. (For instructions on how to process a death report, see GN 02602.540B.).

Include the following language in the letter when sending the final (third) request:

“We have tried to contact you twice. It is very important that you respond to this letter. If you do not respond within two weeks we may suspend your benefits until we speak with you.”

Add a remark to the Centenarian Project Website documenting your attempts to contact the centenarian. Include the dates of each contact and the method of attempted contact (telephone, mail).

If the centenarian fails to respond to the third request, follow procedures in GN 02602.510B.4.

If you suspend benefits, immediately refer the case to OIG using ARIS. Provide as much information as available in ARIS . Annotate the online worksheet that you referred the case to OIG. For more information on ARIS , see GN 04124.001.

GN 02602.540 Death of the Centenarian

Procedure for centenarian death cases

Follow these instructions upon receiving a report of the centenarian’s death. These instructions apply regardless of whether the death is prior to or after the field office (FO) initiated contact.

  1. 1. 

    Obtain proof of death following regular policy guidelines. (For preferred evidence of death, see GN 00304.005.)

  2. 2. 

    Post the proof of death to the Evidence Screen (EVID) in the Shared Processes menu. (For more information, see MS 01701.003 .)

    REMINDER: Proof of death posted on the Master Beneficiary Record (MBR) or Supplementary Security Record (SSR) without proper documentation on the EVID screen is not proof of the centenarian’s death. However, you can use death data on the Numident as proof of death. For use of Numident death data, see GN 00304.100B.3.

  3. 3. 

    Terminate benefits based on the verified date of death. Terminate Title II benefits using the Post Entitlement System Death Input (POS DEAD) screen.

  4. 4. 

    If the report of death is not timely and we paid at least 2 months of benefits after the date of death, submit a referral to the Office of Inspector General (OIG) via the Allegation Referral Intake System (ARIS) . Provide as much information as possible in ARIS . For more information on ARIS , see GN 04124.001.

  5. 5. 

    Post the following special message on the MBR:

    “Centenarian Project-(Month and Year)-centenarian is deceased- (Field Office Number) and your initials or unit.”

  6. 6. 

    Document the centenarian’s death on the Centenarian Project Website and appropriate worksheet. For information on completing the worksheet, see GN 02602.560. Update the LAF code in the “Centenarian Information” section to show the centenarian’s benefits terminated.

  7. 7. 

    Update the website’s erroneous payment field to reflect any payment made after the date of death that has not been returned within the three-month period after the date of death.


GN 02602 TN 69 - Continuing Eligibility - 3/09/2020