Identification Number:
RM 03803 TN 28
Intended Audience:See Transmittal Sheet
Originating Office:OCO
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. 28, 04/06/2021

Audience

Originating Component

OCO

Effective Date

Upon Receipt

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 or procedure.

Summary of Changes

RM 03803.059 Followup on Field Office Development

In section title, replaced "Followup" with "Following Up", add acronym and parenthesis.

In A., replaced "Pull" with "Diary", removed "Shown", replaced "Comes Due" with "Matures".

Removed A.1 through A.3 instructions for obsolete SSA-5533-U4 form, renumbered listing.

In new A.1., replaced "Cross out...pull" with "Line through the expired diary", replaced "pull" with "diary" and "which" with "that".

In new A.2. added "the" after "in" and before "SSA-6562".

In new A.3., added "the" after "Refile" and "with", replaced "pulling" with "retrieval", added "the" before "diary", replaced "comes due" with "matures".

In new A.4., added "the diary on the electronic" after "Update", revised POMS reference.

In B., replaced "Pull" with "Diary", removed "Shown", replaced "Comes Due" with "Matures".

Removed B.1 through B.3 instructions for obsolete SSA-5533-U4 form, renumbered listing.

In B.1., replaced "Cross out...pull" with "Line through the expired diary", replaced "pull" with "diary" and "which" with "that".

In B.2., added "the" after "in" and before "SSA-6562".

In B.3., added "the" after "Refile" and "with", replaced "pulling" with "retrieval", added "the" before "diary", replaced "comes due" with "matures".

In B.4., added "the diary on the electronic" after "Update", revised POMS reference.

In C., replaced "Pull" with "Diary", removed "Shown", replaced "Comes Due" with "Matures".

Removed C.1 through C.3 instructions for obsolete SSA-5533-U4 form, renumbered listing.

In C.1., replaced "Cross out...pull" with "Line through the expired diary", replaced "pull" with "diary" and "which" with "that".

In C.2., added "the" after "in" and before "SSA-6562".

In C.3., added "the" after "Refile" and "with", replaced "pulling" with "retrieval", added "the" before "diary", replaced "comes due" with "matures".

In C.4., added "the diary on the electronic" after "Update", revised POMS reference.

In D., added "Apply", replaced "The" with "the", removed "apply", italicized "each" for emphasis, replaced "pull date comes due" with "diary matures".

In E.2., added "field office" to acronym, replaced "to redevelop" with "redevelopment, replaced "rediary" with "revise the..." added "on", replaced "to whichever pull" with "when the diary", added "and update the diary in the electronic control system".

In E.3., replaced "When" with "Redevelop", replace "we will need to...Initiate" with "initiate as...", inserted "and" after "request", removed comma, replaced "including" with "include".

In E.4., revised clarity.

In E.5., removed "by" in the first sentence. Replaced "rediary the pull..." with "Revise the associated diary maturation...", removed "in force", added "and Update...system after "provided one".

In E.6., replaced "When...been" with "If there is", removed "request for" before "development", added "request" after "status", replaced "pull" with "diary", replaced "comes due" with "matures", replaced parenthetic statement with "without FO response" , replaced "Insurance...of the RO" with "FO".

 

 

 

 

 

 

RM 03803.059 Following Up on Field Office (FO) Development

A. First Followup (Diary Date in Block 1 of SSA-6562 Matures)

  1. 1. 

    Line through the expired diary date in block 1 of SSA-6562. Enter a new diary date in block 2 that is 30 calendar days from the date the followup is sent.

  2. 2. 

    Enter in the “Remarks” block of the SSA-6562 “First followup sent to FO on xx /xx/xx.”

  3. 3. 

    Refile the folder with the SSA-6562 for future retrieval when the diary matures.

  4. 4. 

    Update the diary on the electronic control system per RM 05015.004 .

B. Second Followup (Diary Date in Block 2 of SSA-6562 Matures)

  1. 1. 

    Line through the expired diary date in block 1 of SSA-6562. Enter a new diary date in block 2 that is 30 calendar days from the date the followup is sent.

  2. 2. 

    Enter in the “Remarks” block of the SSA-6562 “Second followup sent to FO on xx/xx/xx.”

  3. 3. 

    Refile the folder with the SSA-6562 for future retrieval when the diary matures.

  4. 4. 

    Update the diary on the electronic control system per RM 05015.004.

C. Third Followup (Diary Date Shown in Block 3 of SSA-6562 Matures)

  1. 1. 

    Line through the the expired diary date in block 3 of SSA-6562. Enter a diary due date in block 4 that is 30 calendar days from the date the third followup is requested.

  2. 2. 

    Enter in the “Remarks” block of the SSA-6562 “Third followup sent to RO on xx/xx/xx.”

  3. 3. 

    Refile the folder with the SSA-6562 for future retrieval when the diary matures. (See E.6. below.)

  4. 4. 

    Update the diary on the electronic control system per RM 05015.004.

D. More Than One FO Involved

Apply the instructions in A.-C. above to each Form SSA-6562 as its diary matures.

E. Processing Incoming Material

Incoming material may result from requests for development or requests for status. The only procedural changes involve updating the Form SSA-6562 and followup sequence. Depending on the situation involved, the necessary action would be as follows:

1. DEVELOPMENT COMPLETE

Process as usual.

2. DEVELOPMENT INCOMPLETE

Request field office (FO) redevelopment as needed. Revise the diary on the case by adding 60 calendar days when the diary date block on Form SSA-6562 is in force. Enter in the “Remarks” block that the request was returned to the FO for additional development on xx/xx/xx and update the diary in the electronic control system.

3. NO RECORD

Redevelop when the FO has no record of the request, initiate as a new request and include a new Form SSA-6562.

4. FIELD OFFICE NEEDS MORE INFORMATION

Provide current additional information to the FO upon their request. Revise the diary of the case by adding 60 calendar days to the matured diary date block on Form SSA-6562. Enter in the “remarks” block that additional information was provided on xx/xx/xx and update the diary in the electronic control system.

5. FIELD OFFICE STILL DEVELOPING

When an FO responds to a request for status stating it is still developing the case, revise the diary on the SSA-6562. Revise the associated diary maturation date block by either adding 30 calendar days or entering the anticipated completion date if the FO provided one. Update the diary in the electronic control system.

6. NO RESPONSE

If there is no response to a development or status request, follow up as appropriate when the diary date matures. If the final diary date matures without FO response, supervisory personnel will follow up with the FO by telephone to determine the status of the case. Further actions will be determined by the FO reply and which of the possible conditions listed above apply.


RM 03803 TN 28 - General Instructions - 4/06/2021