Identification Number:
RM 03803 TN 23
Intended Audience:See Transmittal Sheet
Originating Office:DCO OCO OEIO DTPS
Title:General Instructions
Type:POMS Transmittals
Program:All Programs
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part RM – Records Maintenance
Chapter 038 – Earnings Discrepancies
Subchapter 03 – General Instructions
Transmittal No. 23, 03/10/2021

Audience

Originating Component

OCO

Effective Date

03/10/2021

Background

The POMS section should be updated to improve the content for readability and tone.

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

Summary of Changes

RM 03803.083 Handling Undeliverable Earnings Discrepancy Closeout Letters

In B., revised parenthetic and last sentence for clarity.

In B.1., added "undeliverable" before "material", replaced "has been previously..." with "was", added parenthetic, replaced "process per..."mark for destruction."

In B.2., added "undeliverable" before "material", replaced "has been previously..." with "was", added parenthetic.

In B.2.a, replaced "was made in this..." with "occurred within your...", removed "have the letter retyped to show the" before "correct", inserted "the" between "correct" and "address", inserted a comma afterwards, replaced "has been" with "was".

In B.2.c., replaced "an" with "a red", removed "in red pencil".

RM 03803.083 Handling Undeliverable Earnings Discrepancy Closeout Letters

  1. A. 

    Receive undeliverable earnings discrepancy closeout letters with envelope attached.

  2. B. 

    Examine the reverse side of the envelope to determine if the material has previously been remailed to the same address. (Remailed material will display a red “X” in the lower left corner of the envelope.) Handle undeliverable closeout letters as follows:

    1. 1. 

      1. If the undeliverable material was remailed (with red "X" on the envelope), mark for destruction.

    2. 2. 

      2. If the undeliverable material was not remailed (No red "X" on the envelope):

      1. a. 

        a. Examine requests and envelopes to determine if an addressing error occurred within your office. If so, obtain the previous correspondence, correct the address, and remail the material. Where the previous correspondence folder was checked, mark the envelope with a green “X” in the lower left corner. Otherwise, handle as indicated in b. through e. below.

      2. b. 

        b. Remove the material from the original envelope and place in another envelope for remailing to the exact address.

      3. c. 

        c. Place a red “X” in the lower left corner of the reverse side of the envelope.

      4. d. 

        d. Release the material for mailing.

      5. e. 

        e. Destroy the original envelope.


RM 03803 TN 23 - General Instructions - 3/10/2021