Identification Number:
EM-18039
Intended Audience:All RCs/ARCs/ADs/FOs/PSCs/OCO
Originating Office:DCBFM OFPO
Title:Nonreceipt Alleged Timely and Check is over 12 Months Old
Type:EM - Emergency Messages
Program:Title II (RSI); Title XVI (SSI); Disability
Link To Reference:
 
Retention Date: March 6, 2019

A. Purpose

This emergency message (EM) provides an explanation of the policy changes affecting how SSA will react to timely nonreceipts and checks over 12 months old. This EM will remain in effect until the appropriate POMS section is updated.

B. Background

Currently, SSA has situations where a beneficiary or recipient filed nonreceipt in a timely manner (i.e., within 12 months from the check’s issue date) but the nonreceipt input into the SSA system is not completed in a timely manner or an incorrect stop code is entered.

C. Procedure

When the beneficiary or recipient filed a timely nonreceipt and follows up at any point after 12 months from the check’s issue date, we will take immediate action to determine the status of the check in question.

When a check is older than 12 months, has been cashed and there was a timely nonreceipt allegation, SSA will automatically replace the funds if the technician:

• Failed to input a timely nonreceipt allegation or

• Input an incorrect stop code to the record.

If the check is uncashed, the technician must verify eligibility and dire need in order to issue an Immediate Payment (IP). For more information on Immediate Payment (IP) criteria and process, see RS 02801.010.

      1. Procedure for verifying and processing the timely allegation of nonreceipt
          The technician should take the following steps to verify the timely allegation of nonreceipt:
      a. Analyze the beneficiary or recipient records
              Review the Payment History Update System (PHUS) for title II or the Modernized Supplemental Security Income Claims System (MSSICS) Treasury Status Query and Supplemental Security Income Detail (SSID) record for title XVI to determine if the technician input a K-stop, L-stop, or M-stop in a timely manner for the check in question. For a description of the Treasury status query, see MSOM BUSSR 00303.020.

              Review other resources such as the:

              • Modernized Development Worksheet (MDW),

              • Special message field on Master Beneficiary Record (MBR),

              • Remarks field on the Supplemental Security Income Detail (SSID),

              • Visitor Intake Process Re-write (VIPr),

              • Electronic view (eView) folder,

              • Claims file records management system (CFRMS), or

              • Paper files for an indication of a timely nonreceipt allegation.

          b. Review of record indicates timely allegation of nonreceipt
              If there is an indication of a timely nonreceipt allegation after review of the record, SSA will immediately repay the check following instructions in GN 02401.902E.

              Do not request a handwriting analysis from the Question Document Branch (QDB)

          c. Review of record shows no indication of timely nonreceipt allegation
              If there is no indication of a timely nonreceipt allegation in SSA’s records, and the check in question is not part of an existing overpayment on the record, treat the nonreceipt allegation as one not filed timely. Do not repay the check. For instructions on how to handle allegations of nonreceipt not timely filed see GN 02401.903.

              If the check in question was cashed and is a part of an existing overpayment on the record, see GN 02401.910 for requesting a Handwriting Analysis from the QDB.

              NOTE: All requests for handwriting analysis should be directed towards the following email address; PFC.HandwritingAnalysis@fiscal.treasury.gov

      2. Procedure on how to repay the check if check is not part of an existing overpayment on the record
          If the Limited Payability (LP) check is still due because the timely nonreceipt allegation was not input or an incorrect stop code was input and the check is not part of an existing overpayment on the record, we will reissue the check following the process shown below.

          a. FO Processing:

              1) Title II cases:
                  Complete the Modernized Development Worksheet (MDW) and forward case to appropriate PC for processing.
              2) Title XVI cases:
                  a) Repay the check via Automatic One-Time Payment (A-OTP). Use the original payment date of the check. Input an N-TAC on the resulting overpayment. when preparing an A-OTP,

                  b) Annotate the REMARKS field on the Supplemental Security Record (SSR) with “LimPay Case; N/R for MOP MM/YYYY Timely Filed with wrong code or not input; replacement paid via A-OTP”

                  c) Send a notice to the beneficiary, recipient or representative payee with the explanation of when they will receive the payment due per NL 03001.025.

          b. PC Processing
              1) Title XVI cases:
                  Route case to FO for processing per step 2 above.
              2) Title II cases:
                  a) Reissue the check via Single Payment System (SPS) or the Manual Adjustment Credit and Award Data Entry, MACADE), using the original payment date of the check

                  b) Annotate the special message (SPC MSG) field on the Master Beneficiary Record (MBR) “LimPay Case; N/R for MOP MM/YYYY Timely Filed with wrong code or not input; replacement paid via SPS or MACADE”;

                  c) Send a notice to the beneficiary, recipient or representative payee with the explanation of when they will receive the payment due per
                  NL 03001.025.

      3. Procedure on how to apply the check if it is part of an existing overpayment on the record
          a. If the technician determines the check is part of an existing overpayment on the record:

            1) Reduce or recover the overpayment on the record.

            2) Annotate the DMS Remarks for Title II or REMARKS field for Title XVI with “Limited Payability Check MM/DD/YYYY used to reduce or recover O/P; and

            3) Send a manual notice with the explanation of how we used the payment to reduce or recover the overpayment.


          NOTE: Because the beneficiary, recipient or representative payee reported the nonreceipt of payment timely, we will not submit this case for a handwriting analysis. Instead, we will reduce or recover the overpayment by the amount of the missing check and send the beneficiary, recipient or representative payee a manual notice explaining the action.

          b. If the check is not due and is not part of an overpayment on the record, send the beneficiary, recipient or representative payee a notice per NL 03001.025 and select choice 7 as the reason. No further action is required.

          c. If the check is not due and an overpayment is on the record, follow the current overpayment procedures found in GN 02200.000.

Direct all program–related and technical questions to your Regional Office (RO) support staff or Payment Service Center (PSC) OA staff. RO support staff or PSC OA staff may refer questions or problems to their Central Office contacts.
EM-18039 - Nonreceipt Alleged Timely and Check is over 12 Months Old - 09/07/2018