Identification Number:
GN 02408 TN 55
Intended Audience:
Originating Office:DCBFM OFPO
Title:Stop Payments and Reclamations
Type:POMS 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. 55, 06/29/2021

Originating Component

OFPO

Effective Date

Upon Receipt

Background

Quick Action Transmittal to update references to pfc.reclamations@fiscal.treasury.gov to PFC.CustomerEngagementCenter@fiscal.treasury.gov. Technicians are incorrectly requesting reclamation documentation when it is already available in TCIS. Updated policy to add clarification that SSA should not request reclamation documentation that is already available in TCIS.

Summary of Changes

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

Updated all references to pfc.reclamations@fiscal.treasury.gov to PFC.CustomerEngagementCenter@fiscal.treasury.gov.

Subsection B - Added emphasis for technicians to understand that there is no need to request reclamation documentation from Fiscal if the documentation is already available in TCIS.

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., FMS-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, 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:

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

  • FMS-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 FMS-133 image, the reason for the request.

For Title II requests, 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 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: FMS-133 Request - Reclamation Ticket (insert #), Date of Reclamation, ALC Number,

  • Second Request: FMS-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 FMS-133 image, the reason for the request.

For Title II requests, 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 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 (FMS-133) and the Request for Debit of the FI's Account (FMS-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 TN 55 - Stop Payments and Reclamations - 6/29/2021