Identification Number:
GN 02406 TN 65
Intended Audience:See Transmittal Sheet
Originating Office:DCBFM OFPO
Title:Failure to Receive a Check/Payment - Title II, Title XVI
Type:POMS Transmittals
Program:Records Maintenance (Earnings & Enumeration)
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part GN – General
Chapter 024 – Checks
Subchapter 06 – Failure to Receive a Check/Payment - Title II, Title XVI
Transmittal No. 65, 08/27/2019

Audience

PSC: BA, CCRE, IEBA, PETE, SPIKE, TSA, TST;
OCO-OEIO: BET, BIES, BTE, CCRE, CR, EIE, FCR, PETL, RECOVR;
OCO-ODO: BET, BTE, CCE, CR, CST, CTE, CTE TE, DSE, PAS, PETE, PETL, RCOVTA, RECOVR;
OCO-OEO: CST, LCST;
FO/TSC: CS, CS TII, CS TXVI, CSR, CTE, DRT, FR, OA, OS, RR, TA, TSC-CSR;

Originating Component

OFPO

Effective Date

Upon Receipt

Background

The Office of Payment and Recovery Policy (OPRP) is completing a three-year review of all OPRP owned policies. We reviewed and revised the instructions for GN 02406.805 and GN 02406.810 to remove repetitious instructions, used plain language guidelines to clarify instructions, updated the RRB contact information, and provided the link to a policy with RRB email and phone numbers. We also made some grammatical and formatting changes to help with readability.

 

Summary of Changes

GN 02406.805 Railroad Retirement Board (RRB) Certification Cases Nonreceipt of Payment Procedures

Updated title to be consistent with GN 02406.810

Added Citation at beginning

Subsection B – Moved title of Subheading 1. up to Subsection B title, clarified information on RRB certification and other LAF codes, and updated RRB contact information

Subsection B.3. – Removed reference to SSA 409

Subsection C – Changed to format to help with readability

Subsection D – Separated last bullet from previous line and made minor changes to clarify instructions

Subsection E – Updated RRB contact information, clarified instructions, and added NOTE.

Subsection F - Added reference to GN 02406.810.

 

GN 02406.810 Processing Center (PC) Nonreceipt of Payment Action for Railroad Retirement Board (RRB) Cases

Subsection A – Added intro statement, removed duplicate instructions, and added reference to GN 02406.805 for RRB contact information

Subsection B – Removed duplicate instructions, updated RRB address, and added a new bullet with link to policy for RRB E-mail and telephone numbers

GN 02406.805 Field Office (FO) Nonreceipt of Payment Action for Railroad Retirement Board (RRB) Cases

Citation: P.L. 93-445

A. What is certification to RRB?

The Railroad Retirement Act of 1974 (Public Law 93-445), effective January 1, 1975, required the Social Security Administration (SSA) to certify certain Retirement, Survivors, Disability Insurance (RSDI) payment claims to the RRB rather than to Treasury. For purposes of these instructions, “certification to RRB” means SSA certifies to the RRB for payment of the benefit amount to which the claimant is entitled under the Social Security Act. For details, see RS 01601.200, Highlights of the Railroad Retirement Act.

RRB determines the total benefit amount under the combined provisions of the Social Security and Railroad Acts and certifies the amount to Treasury for payment. Since SSA does not certify these payments to Treasury, follow the instructions in this section to coordinate inquires received from individuals reporting RRB nonreceipt of payment.

B. Initial Claims

If a beneficiary reports nonreceipt of an initial payment, confirm RRB certification data and its proper transmission. Check the MBR BENEFIT data line for Railroad Indicator Codes (RRIC) of “R.” If present, RRB has certification responsibility. If the field is blank, SSA is responsible for payment. A LAF code of 'E' in these cases indicates SSA has requested RRB to establish current pay status; however, all other LAF codes remain the same (e.g., work suspension with LAF S2). See SM 00510.175 for additional information.

1. RRB received certification

If you determine the RRB should have received certification from SSA, advise the claimant to contact the RRB. The claimant may call the RRB toll-free number at (877) 772-5772 or they may write to the RRB at this address:

U.S. Railroad Retirement Board
Retirement and Survivor Benefits Division
844 North Rush Street
Chicago, IL 60611-1275

Provide the claimant with the approximate date SSA certified payment to RRB. Use the RAIL Data on the MBR (SM 00510.515) and the date MCS or MACADE processed the award (see TRANS Data, SM 00510.590) to find the approximate date of certification. Advise claimant to notify RRB of this date with the railroad employee's name, claim number, and SSN. If the railroad employee differs from the Social Security beneficiary alleging nonreceipt, advise the claimant to include the beneficiary's name and SSN in addition to the railroad employee's corresponding information when communicating with the RRB.

If you assist with RRB correspondence, avoid agency specific acronyms and abbreviations. See RS 01602.405 for more information on inquiries to the RRB.

Tell the claimant RRB will not provide notifications about the claimant’s case to SSA as the RRB has responsibility for any necessary actions with the claimant’s case.

If the claimant’s current LAF status is not 'E' (e.g., S2) and retroactive benefits are not due, provide the claimant reasons for the nonpayment before directing the inquiry to RRB .

2. RRB did not receive certification

If you determine RRB did not receive SSA certification, contact the payment center (PC) to request claim status.

C. Reinstatements

If you receive a nonreceipt of payment input alert 'RAILROAD CASE' or you determine from the claimant interview the involvement of RRB benefit certification and the beneficiary previously reported a reinstatement event, examine the MBR. If the MBR reflects:

  1. 1. 

    Nonreceipt for known reasons (e.g., work suspension with LAF S2), and

  2. 2. 

    Indicates these benefits should resume, then

  3. 3. 

    Send an MDW referral to the PC.

NOTE: If nonreceipt of payment exclusion exists, see GN 02406.175. The Office of the General Counsel (OGC) opinion prevents RRB from making determinations with SSA post-adjudicative issues.

D. Delayed or interrupted payment

Review the accuracy of the MBR’s current payment status during beneficiary contact, and identify the following information:

  • Beneficiary reports nonreceipt of monthly payment,

  • Status of a monthly check normally due,

  • Nonreceipt payment input alerts of 'RAILROAD CASE,' and

  • Involvement of Railroad Retirement Board certification benefits.

If the MBR reflects current RRB payment (LAF E), advise the claimant to contact the RRB. Assist the claimant in directing the inquiry as outlined in GN 02406.805B.1. in this section. Inform the beneficiary that RRB will take any further action

E. Congressional inquiries

When you receive a congressional inquiry, handle it under current procedures subject to the following exceptions:

1. Written inquiries where RRB received certification

Transfer written congressional inquiries to the RRB Chicago Office when the RRB has received SSA certification (LAF E). Advise the congressional office that sent the inquiry of your action. If the RRB Certification case is still pending in the PC, follow current procedures and no control is necessary.

Address congressional inquiries to:

U.S. Railroad Retirement Board
Office of Public Affairs
844 North Rush Street
Chicago, IL 60611-1275

NOTE: Before transferring the inquiry to RRB, verify that the certification transfer was proper

2. Congressional telephone inquiries

When responding to a congressional telephone inquiry for SSA benefits certified to the RRB, provide congressional staff pertinent SSA information (FO MBR query reply, etc.) and RRB contact information.

Congressional staff may contact RRB's Director of Public Affairs by phone at (312) 751-4736, by email at OPA@rrb.gov, or by mail at the address in GN 02406.805.E.1 in this section.

For processing Congressional and other special inquiries regarding earnings discrepancy cases, see RM 03851.000.

F. Situation meets critical case definition

The PC contacts RRB if the beneficiary alleges dire need or the FO identifies a public relations problem meeting the critical case criteria in RS 02809.015. RRB has agreed to process critical cases within 7 to 10 working days after notification by SSA. GN 02406.810 outlines procedures for handling RRB nonreceipt inquiries in the PC.

The PC provides updates to the FO of actions taken throughout the process. If the case meets the critical definition, the FO must first contact the PC as outlined in RS 02809.001.

GN 02406.810 Processing Center (PC) Nonreceipt of Payment Action for Railroad Retirement Board (RRB) Cases

A. Handling claimant inquiries in the PC

When you reply to claimant inquiries:

  • Assign priority status to non-adjudicated claims.

  • Inform the claimant of the status of the claim if the PC receives the inquiry directly from the claimant.

  • Answer SSA related questions and inform beneficiary that future notifications and correspondences will come from the RRB.

  • Instruct individuals to contact RRB for inquiries with initial claims. See GN 02406.805B.1. for RRB contact information. However, once the payee begins to receive payments from RRB, the payee may direct inquiries to either RRB or SSA.

  • Complete the SSA-3103 (SSA Certification of Title II Monthly Benefits to RRB for Payment or Adjustment), attach a copy of the inquiry, a copy of the PC reply, and forward to RRB. Annotate the railroad employee's name, railroad claim number, and SSN on all correspondence.

B. Handling field office (FO) inquiries and post adjudicative actions in the PC

When you reply to FO inquiries:

  • Send a reply to the FO. Include the status of the claim, the date SSA transmitted the certification data to RRB, the action taken, and any other information to assist the FO.

  • Complete the SSA-3103 (SSA Certification of Title II Monthly Benefits to RRB for Payment or Adjustment), attach a copy of the inquiry, a copy of the PC reply sent to the FO, and forward to RRB. Annotate the railroad employee's name, railroad claim number, and SSN on all correspondence.

  • File a paperless copy of the inquiry in NDRED.

  • Refer identified critical cases to the appropriate Inquiry and Expediting (IE) Staff in the PC, Office of Earnings and International Operations (OEIO), or the Inquiry and Expediting (IE) Staff or Module Processing in the Office of Disability Operations (ODO).

  • Do not certify any payments to Treasury for a beneficiary whose payment is or will be certified by RRB.

  • Send material concerning initial claim cases and post-adjudicative actions to:


    U.S. Railroad Retirement Board
    Retirement and Survivor Benefits Division
    844 North Rush Street
    Chicago, IL 60611-1275
  • See also RS 01602.520 for PC E-mail and Telephone Contacts with the RRB


GN 02406 TN 65 - Failure to Receive a Check/Payment - Title II, Title XVI - 8/27/2019