Identification Number:
GN 02403 TN 27
Intended Audience:See Transmittal Sheet
Originating Office:DCBFM OFPO
Title:Procedures for Handling Remittances and Premium Payments in the Field Office
Type:POMS Transmittals
Program:Title II (RSI),Title VIII (SVB),Title XVI (SSI),Disability
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part GN – General
Chapter 024 – Checks
Subchapter 03 – Procedures for Handling Remittances and Premium Payments in the Field Office
Transmittal No. 27, 11/08/2018

Audience

FO/TSC: CS, CS TII, CS TXVI, CSR, CTE, FR, OA, OS, RR, TA, TSC-CSR;
PSC: DS, IES, LDS;
OCO-OEIO: BIES, BTE, CCRE, CR, CTE, FCR, PETL, RECOVR;
OCO-ODO: BTE, CCE, CR, CST, CTE, CTE TE, DSE, PAS, PETE, PETL, RC, RCOVTA, RECOVR;

Originating Component

OFPO

Effective Date

Upon Receipt

Background

The Office of Financial Policy and Operations (OFPO) reviewed this document. All cash remittances received in the FO must be converted to money orders or cashier checks. A cash log must be completed by three individuals: the interviewer, the remittance clerk, and the person designated to convert the money. This transmittal also provides instructions for handling several special situations that can arise under this program.

Summary of Changes

GN 02403.010 Completing the Cash Log

I changed any passive voice to active voice, incorporated suggested changes to some wording for clarity, and made the font consistent throughout.

GN 02403.010 Completing the Cash Log

A. Policy - Cash Log

All cash remittances received in the FO must be converted to money orders or cashier's checks. Local management will decide who purchases the money orders. A cash log must be completed for the protection of the interviewer, for the protection of the remittance clerk if he/she is not designated to purchase the money order, and for the protection of the designated person.

IMPORTANT: Each person who receives or handles the cash remittance will prepare an entry on the Cash Log. The person who first receives the cash remittance (typically the interviewer) will always prepare the cash log. There will usually be three line entries in the cash log for the same cash receipt.

• The first line will record the cash received by the interviewer,

• the second line will record the cash received by the remittance clerk, and

• the third line will record the cash received from the remittance clerk by the person designated to purchase money orders or cashier’s checks.

Retain the form until the subsequent year's management review has been completed. This will assure that the log is maintained long enough to help resolve questions regarding a cash remittance.

B. Exhibit - Cash Log

The following log should be locally reproduced as required.

CASH LOG
UNITED STATES AND FOREIGN CURRENCY

REC'T NO. PC CODE DATE REC'D AMOUNT OF CASH REC'D TYPE OF CASH REC'D CASH REC'D BY (SIGNATURE) CONVERSION VALUE MONEY ORDER NO. DATE M.O. REC'D INTERVIEWER/REMIT CLERK SIGNATURE
 
 
 
 
 
 
 
 
 
 
 
 
 

C. Procedure - Cash Log

Use the following chart to complete the cash log.

1. Rec't No.

Enter the automated receipt number or the SSA-1395-BK receipt number when the system cannot produce an automated receipt.

2. PC Code

Enter “2”, the code for MATPSC.

3. Date Rec'd

Enter the date the interviewer receives the cash from the debtor or the date the remittance clerk gives the cash to the designated person obtaining the money order. There should be an entry in the Cash Log to receipt each time the money is transferred to a different person.

4. Amount Of Cash Rec'd

Enter the amount of cash received.

5. Type Of Cash Rec'd

Enter the type of foreign currency received; e.g., Mexican pesos, Canadian dollars, etc.

NOTE: Leave this column blank when U.S. dollars are received.

6. Cash Rec'd By (Signature)

Sign here (person obtaining the money order).

7. Conversion Value

Enter the U.S. dollar amount when foreign currency is converted.

NOTE: Leave this column blank when U.S. dollars are received.

8. Money Order No.

Enter the number of the money order obtained for the cash.

9. Date Money Order Rec'd

Enter the date the money order is received from the designated person.

10. Interviewer/Remt. Clerk Signature

Enter signature of interviewer when cash received from the interviewee. Enter the signature of remittance clerk when money order or cashier's check is received.

NOTE: The person designated to purchase the money orders or cashier's checks starts a new line of the cash log, filling in the “date received” and “amount received” and signing the “cash received by” column.


GN 02403 TN 27 - Procedures for Handling Remittances and Premium Payments in the Field Office - 11/08/2018