Effective Dates: 06/15/2018 - Present Previous | Next

TN 35 (06-18)

GN 02401.913 Social Security Administration Review of the Handwriting Analysis Letter (HAL) from Treasury’s Questioned Documents Branch (QDB)

A. Program Service Center (PSC) and Field Office (FO) actions upon receipt of the HAL

Treasury sends a HAL to the Social Security Administration (SSA) based on the address of the individual who initiated the request.

The QDB examiner provides one of four determinations on the HAL. When the PSC or FO receives the letter from the document analyst, process the responses following these instructions:

NOTE: The responses from QDB are in quotes and SSA’s interpretations are in parenthesis.

1. “Indications may have written” (forgery is not involved)

The QDB examiner uses this statement to inform SSA that the author of the standard writing samples appears to be the author of the endorsement on the questioned check. SSA concludes that the signatures are the same and forgery is not involved. Do not adjust the overpayment. Send the beneficiary or recipient the notice found in NL 03001.025 using choice number 3, in fill-in 4, which states Treasury found that they signed the check.

2. “Indications may not have written” (forgery is involved)

The QDB examiner uses this statement to inform SSA that the author of the standard writing samples does not appear to be the author of the endorsement on the questioned check. SSA concludes that the signature on the endorsed check is a forgery and reviews the overpayment on the record for adjustment. See the instructions in GN 02401.913B in this section.

NOTE: Apply the adjustment to the overpayment representing the check we sent for handwriting analysis. If we have already recovered the related overpayment, release the underpayment to the beneficiary or recipient.

3. “No Conclusion”

The QDB examiner uses this statement to inform SSA that QDB could not reach a definitive conclusion on the signature based on the documentation submitted along with the request.

For example, the questioned document image quality is inadequate for examination.

Do not adjust the beneficiary’s or recipient’s overpayment when QDB cannot reach a definitive conclusion on the signature. Send the beneficiary, recipient, or the representative payee a notice per NL 03001.025. Provide the explanation that Treasury cannot verify the signature on the check.

4. “Note” (QDB needs more information)

This means that the QDB examiner requires additional information before making a decision. The note will specifically outline the information needed. Upon receipt, resubmit the entire package with the requested information to the QDB examiner for a determination on the inquiry per GN 02401.912D.

B. When the HAL states “indications may not have written” (forgery involved)

1. Check(s) in question is part of a Title II overpayment

When QDB determines the check in question shows indications that the beneficiary or representative payee may not have written the endorsement, and the check remains part of an overpayment with a balance on the record, the technicians take the following actions to adjust the overpayment:

a. FO action

FOs take the following actions:

  • •

    Send a Modernized Development Worksheet (MDW) to the PC requesting adjustment of the overpayment as described in GN 02210.006; and

  • •

    Instruct the PC in your MDW request to send a manual notice.

b. PSC action

PSCs take the following actions:

  • •

    Adjust the overpayment as described in GN 02210.006; and

  • •

    Send a manual notice.

NOTE: The PSC applies the check to the overpayment representing the check we sent for handwriting analysis. If we have already recovered the related overpayment, repay the amount of the check as an underpayment to the beneficiary.

2. Check(s) in question part of a Title XVI overpayment

The FO technician adjusts the overpayment as described in SM 01311.280. Input an N-TAC for the check amount and send a manual notice.

NOTE: If we have already recovered the related overpayment, the N-TAC will cause an excess. Release the excess to the recipient.

3. Check(s) in question not part of a Title II or Title XVI overpayment

Follow the instructions in GN 02401.903F.2.a.

C. When beneficiary, recipient, or representative payee protests the “Indications may have written” QDB determination

If the beneficiary, recipient, or representative payee protests the original QDB determination of “indications may have written,” the beneficiary, recipient or representative payee must contact QDB directly. If the beneficiary, recipient, or representative payee contacts SSA for assistance, process the protest per GN 02406.310F.3.

To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0202401913
GN 02401.913 - Social Security Administration Review of the Handwriting Analysis Letter (HAL) from Treasury’s Questioned Documents Branch (QDB) - 06/15/2018
Batch run: 01/19/2024
Rev:06/15/2018