Effective Dates: 11/23/2020 - Present

Identification Number:
RM 03851 TN 5
Intended Audience:See Transmittal Sheet
Originating Office:DCO OCO OEIO DTPS
Title:Processing Congressional and Other Special Inquiries
Type:POMS Transmittals
Program:All Programs
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part RM – Records Maintenance
Chapter 038 – Earnings Discrepancies
Subchapter 51 – Processing Congressional and Other Special Inquiries
Transmittal No. 5, 11/23/2020

Audience

Originating Component

OCO

Effective Date

Upon Receipt

Background

The POMS section should be updated to improve the content for readability and tone.

Summary of Changes

RM 03851.003 Receiving, Assigning and Processing Congressional Inquiries Involving Earnings Discrepancy Cases

Revised A. as opening background statement. Replaced "cases will be.." with "cases are received". Replaced "Office of Public Inquiries (OPI)" with "Office of Legislation and Congressional Affairs (OLCA)". Replaced "OCRO" with "OCO via component controls". Removed 2nd sentence. added "earnings discrepancies" before "ED"

Revised B. as second paragraph of opening background statement. Replaced "which will require" with "that require" before "a reply".

Revised the former C. as the lead in sentence before the listing with "When the inquiry is assigned, take the following actions:"

Revised 1., replaced "Establish control of the inquiry on the ADCAR." with "Retrieve the inquiry from the component control mailbox."

Revised 1. a., replaced "OCRO" with "OCO" and removed "add the...ADCAR.". Replaced "OPI" with "OLCA". Revised sentence to remove ADCAR instruction.

In.1. b., revised sentence with OLCA instruction and replaced ADCAR instructions with component control instructions.

In 2., replaced "Query the electronic control system to" with "The operating component will review and".

In 2. a., replaced "on the electronic control system" with "as a duplicate request".

In 2. b., removed RM 03851.010 and hyperlinked RM 03851.009.

In 2. c., replaced "OCRO" with "OCO", replaced "...as in 3-5..." with "...with the steps..."

In 3., replaced "Pull" with "Retrieve".

In 4., replaced scouting instruction with "Take all necessary action..." and new NOTE.

In 5., replaced "Take all necessary action to expedite..." with "Prepare a closeout letter. and removed NOTE.

Added 6., "Release the congressional..."

Added 7., "Close the case via controls."

 

RM 03851.003 Receiving, Assigning and Processing Congressional Inquiries Involving Earnings Discrepancy Cases

Congressional inquiries/sensitive cases are received either from the Office of Legislation and Congressional Affairs (OLCA) or directly in OCO via component controls.

Individuals designated by the branch will process all inquiries from Congressmen and others, requesting preferential handling of sensitive cases involving earnings discrepancies (ED), coverage questions, etc. that require a reply.

A. When the inquiry is assigned, take the following actions:

  1. 1. 

    Retrieve the inquiry from the component control mailbox. If the inquiry was sent:

    1. a. 

      Directly to OCO, send a copy of the inquiry to OLCA advising that the case was received.

    2. b. 

      By OLCA to OCO, retain a copy of the request in the component control mailbox and forward to the operating component for processing.

  2. 2. 

    The operating component will review and determine the location of a related ED case. If:

    1. a. 

      An ED case is not reflected as a duplicate request, control the inquiry as a sensitive inquiry (SI).

    2. b. 

      The control system reflects an ED case is assigned to a field office, apply the procedures in RM 03851.009.

    3. c. 

      The control system reflects an ED case is assigned within OCO, continue with the steps below.

  3. 3. 

    Retrieve and associate all related material.

  4. 4. 

    Take all necessary action to expedite the case. NOTE: A review of the request must be completed by a lead or a manager.

  5. 5. 

    Prepare a closeout letter.

  6. 6. 

    Release the congressional reply in accordance with existing OLCA instructions.

  7. 7. 

    Close the case via controls.

RM 03851 TN 5 - Processing Congressional and Other Special Inquiries - 11/23/2020