Identification Number:
GN 02403 TN 36
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:All Programs
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. 36, 11/27/2019

Audience

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;
FO/TSC: CS, CS TII, CS TXVI, CSR, CTE, FR, OA, OS, RR, TA, TSC-CSR;

Originating Component

OFPO

Effective Date

Upon Receipt

Background

This section explains SSA operating policy for remittances submitted for payment to SSA that have been lost. This transmittal updates the Investigating Lost Remittances-Field Office Procedures and gives detailed instructions depending on the type of remittance submitted.

Summary of Changes

GN 02403.150 Policy for Lost Remittances

All acronyms are spelled out for clarification and capitalization’s inserted where appropriate. The language is updated and clarifies procedure.

 

 

GN 02403.150 Policy for Lost Remittances

A. Introduction to lost remittances

This section explains SSA operating policy when remittances are lost after they are submitted to SSA. Section B.3, Investigating non-cash lost remittances gives detailed field office (FO) instructions depending on the type of remittance submitted.

B. Policy for lost remittances

1. SSA receives money

When an SSA employee receives money under their authority of his or her position, SSA has effectively received payment. Once payment is established, the debtor's account is credited. The processing timeframe is based on the Remittance and Accounting Unit (RAU). The money is deposited when the remittance is received with the coupon and scanned in the RAU.

2. Proof of Payment

a. Cash remittances

For cash remittances, acceptable proof of payment is an automated Debt Management System (DMS) receipt or SSA-1395-BK manual receipt.

The FO must purchase a money order or cashier's check for the cash before forwarding the remittance to the Mid Atlantic Program Service Center (MATPSC) see GN 02403.009. The loss of cash, check or money order in this situation does not alter the fact that the person has remitted the money to SSA and has terminated responsibility for repayment of that part of the overpayment. With proper proof of payment, the individual's overpayment may be credited; however, the trust fund will not be credited until it has been established that SSA negotiated the check or money order with the assigned receipt number. If the check does not process with the receipt, the FO receives an unverified alert. If the money order or check purchased by the FO has been lost, follow the lost remittance procedures in GN 02403.155.

b. Noncash remittances

SSA accepts noncash remittances of checks, bank drafts, cashier's checks, and money orders. For non-cash remittances, acceptable proof of payment is an automated DMS receipt or SSA-1395-BK receipt and the copy (front and back) of a cancelled check, bank draft, cashier's check, or money order.

For noncash remittances, the remittance may not be applied to the overpayment until the confirmed deposit ticket containing the check, money order, bank draft, or cashier's check, has been received by the MATPSC. The trust fund will not be credited until it has been established that SSA negotiated the check, bank draft, cashier's check, or money order with the assigned receipt number.

 

See related instructions:

  • GN 02405.300 Returned benefit checks voided under limited payability

  • GN 02403.155 Investigating lost remittances FO procedure

  • GN 02403.050 Unverified Alert Process - Remittances

  • GN 02403.155 Investigating Lost Remittances-FO Procedure

3. Investigating lost remittances

The first step in the investigation of the loss of noncash remittances is to determine if the check, bank draft, cashier's check or money order was presented for payment and, if negotiated, who endorsed it. In most cases, it is expected that development will resolve the problem by establishing that the remittance was not lost or by securing a second remittance from the individual. In such cases, the MATPSC will be advised of the results of the development and requested to take the necessary action to credit the refund to the overpayment. MATPSC can be contacted via e-mail if the check was negotiated at: ||PHI ARC PCO RDDB DMS. Once the MATPSC is notified, the FO requires no further action. For more information about investigating lost remittances see, GN 02403.155-Investigating Lost Remittances-FO Procedure.

If the check, bank draft, money order or cashier's check is lost a replacement should be requested. If investigation of the lost remittance neither establishes payment to the Administration nor results in a second remittance from the individual it does not permit crediting the overpayment with the remittance, the matter will not be referred to the MATPSC.

If the check, bank draft, cashier's check or money order does not process with the receipt, the FO receives an unverified alert. An SSA-1395 BK or automated FO receipt showing remitance os a check, bank draft, cashier's check, or money order payable to SSA wit the assigned receipt number does not establish that the amount written on the receipt was actually credited to SS. If the money order or cashier's check purchased by the FO has been lost, follow the lost remittance procedures in GN 02403.155.

NOTE: These instructions will also apply if a remittance instrument is received, but has been destroyed.


GN 02403 TN 36 - Procedures for Handling Remittances and Premium Payments in the Field Office - 11/27/2019