Check the envelope for a forwarding address from the Post Office. If a forwarding address is found, update the MBR, re-date and re-mail the notice. Mark the outgoing envelope with a large, red “R” (for re-mail) on its lower left corner. Also, document the undeliverable mail action taken on a Report of Contact (RC) in MAPS.

For Pre-Decisional Notices, extend the pre-decisional period. To do this, enter your unit code on the Development Worksheet and click on the pre-decisional issue. Check the Decision Date field on the Pre-Decisional Period screen (DWPD). If this date has not expired, extend the Decision Date 30 days from the date shown. If the Decision date has expired, you cannot extend the date. Document on a DWRC screen in MAPS the reason for the extension or the fact that the decision date expired and cannot be extended. Also include on the DWRC the date the notice was re-mailed.

Query MAPS to obtain a better address by doing the following process:

• •

  If a forwarding address is not available, query MAPS to see if a scanned image of the application is available. On the MAPS home page, enter the SSN of the individual, click on Query and then click on “Scanned Image of Application” button. If this button is grayed out, the image is not available.

• •

  If the image is available, review the signature page of the scanned image for an address.

• •

  Also, query the Railroad Retirement Board (RRB) Address line on the “Applicant Data” section of the MAPS Query for a better address.

• •

  If a different address is found, update the MBR (if available), re-date and re-mail the notice. Mark the outgoing envelope with a large, red “R” (for re-mail) on its lower left corner. Also, document the undeliverable mail action taken on a Report of Contact (RC) in MAPS. For Pre-decisional Notices extend the pre-decisional period as explained in section HI 03090.001D.1.a.

• •

  If a more current address is not found, follow the instructions in HI 03090.001D.1.c. for checking the MBR.

If a more current address is found, re-date and re-mail the notice. Mark the outgoing envelope with a large, red “R” (for re-mail) on its lower left corner. Also, document the undeliverable mail action taken on a RC in MAPS. For Pre-Decisional Notices extend the pre-decisional period as explained in section HI 03090.001D.1.a.

If a more current address is not found, check for a SID line on the MBR. Query the SSR when a SID line is present for a more current address. If a more current address is found, update the MBR and re-mail the notice. Mark the outgoing envelope with a large, red “R” (for re-mail) on its lower left corner. Also, document the undeliverable mail action taken on a RC in MAPS. For Pre-Decisional Notices extend the pre-decisional period as explained in section HI 03090.001D.1.a.

If further SSI development is needed, refer to the servicing FO.

If a better address is not found, re-date and re-mail the notice to the same address. Place the notice in a new envelope, mark the new envelope with a large, red “R” (for re-mail) in its lower left corner and document the undeliverable mail action taken on a RC in MAPS. For Pre-Decisional notices extend the pre-decisional period as explained in section HI 03090.001D.1.a.

If the notice is returned as undeliverable a second time and the person is receiving Title II Benefits, determine whether the beneficiary receives his/her benefits by direct deposit or check, and follow GN 02605.055B.3. If the person is not receiving any benefits, document on a RC in MAPS that the notice was returned undeliverable a second time and take no further action.

Check the envelope for a forwarding address from the Post Office. If a forwarding address is found, update the MBR, reset the tickle date for 20 days on the exception screen for the Request for Information Notice or the verification screen for the Request for Information or Evidence Notice, re-date and re-mail the notice. Mark the outgoing envelope with a large, red “R” (for re-mail) on its lower left corner. Also, document the undeliverable mail action taken on a DWRC in MAPS.

If a forwarding address is not available query MAPS to obtain a current address by doing the following process:

• •

  Query MAPS to see if a scanned image of the application is available. On the MAPS home page, enter the SSN of the individual, click on Query and then click on “Scanned Image of Application” button. If this button is grayed out, the image is not available.

• •

  If the image is available, review the signature page of the scanned image for an address.

• •

  Also, query the Railroad Retirement Board (RRB) Address line on the “Applicant Data” section of the MAPS Query for a better address.

• •

  If a different address is found, update the MBR (if available), re-set the tickle date for 20 days on the exception screen for the Request for Information Notice or the verification screen for the Request for Information or Evidence Notice re-date and re-mail the notice. Mark the outgoing envelope with a large, red “R” (for re-mail) on its lower left corner. Also, document the undeliverable mail action taken on a DWRC in MAPS.

• •

  If a current address is not found, follow the instructions in HI 03090.001D.2.c. for checking the MBR.

If a more current address is found, re-set the tickle date for 20 days on the exception screen for the Request for Information Notice or the verification screen for the Request for Information or Evidence Notice re-date and re-mail the notice. Mark the outgoing envelope with a large, red “R” (for re-mail) on its lower left corner. Also, document the undeliverable mail action taken on a DWRC in MAPS.

If better address is not found, re-date, re-mail the notice to the same address and re-set the tickle date for 20 days on the exception screen for the Request for Information Notice or the verification screen for the Request for Information or Evidence Notice. Mark the outgoing envelope with a large, red “R” (for re-mail) on its lower left corner. Also, document the undeliverable mail action taken on a DWRC in MAPS.

If the notice comes back as undeliverable the second time, process as “Failure to Cooperate” when the tickle matures.

Check the envelope for a forwarding address from the Post Office. If a forwarding address is found, update the MBR, extend the tickle date for an extra 30 days on the Subsidy Continuation screen (DWSC), for the SSA-1026 SCE, SSA-1026-OCR-SM-REDE (there is no tickle date for the SSA-L1026, re-date the cover letter and re-mail it with the SSA-1026SCE, SSA-1026-OCR-SM-REDE or the SSA-L1026. Mark the outgoing envelope with a large, red “R” (for re-mail) on its lower left corner. Also, document the undeliverable mail action taken on a DWRC in MAPS using “Other” as the contact method and contact subject.

If a forwarding address is not available query MAPS to obtain a current address by doing the following process:

• •

  Query MAPS to see if a scanned image of the application is available. On the MAPS home page, enter the SSN of the individual, click on Query and then click on “Scanned Image of Application” button. If this button is grayed out, the image is not available.

• •

  If the image is available, review the signature page of the scanned image for an address.

• •

  Also, query the RRB Address line on the “Applicant Data” section of the MAPS Query for a better address.

• •

  If a different address is found, update the MBR (if available), extend the tickle date for an extra 30 days on the Subsidy Continuation Screen (DWSC) for the SSA-1026SCE, SSA-1026-OCR-SM-REDE (there is no tickle date for the SSA-L1026, re-date the cover letter and re-mail it with the SSA-1026SCE, SSA-1026-OCR-SM-REDE or the SSA-L1026. Mark the outgoing envelope with a large, red “R” (for re-mail) on its lower left corner. Also, document the undeliverable mail action taken on a DWRC in MAPS.

• •

  If a current address is not found, follow the instructions in HI 03090.001D.3.c. for checking the MBR.

Review the EDA field on the PAYMENT line of the MBR. If the date on the EDA reflects a more current address is found, extend the tickle date for an extra 30 days on the DWSC for the SSA-1026SCE, SSA-1026-OCR-SM-REDE (there is no tickle date for the SSA-L1026), re-date the cover letter and re-mail it with the SSA-1026SCE, SSA-1026-OCR-SM-REDE or the SSA-L1026. Mark the outgoing envelope with a large, red “R” (for re-mail) on its lower left corner. Also, document the undeliverable mail action taken on a DWRC in MAPS.

If a more current address is not found, check for a SID line on the MBR. Query the SSR when a SID line is present for a more current address. Check the ACD field on the ADDR line of the SSR. If the ACD date indicates a more current address is found, update the MBR, extend the tickle date for an extra 30 days on the DWSC for the SSA-1026SCE, SSA-1026-OCR-SM-REDE (there is no tickle date for the SSA-L1026), re-date the cover letter and re-mail it with the SSA-1026SCE, SSA-1026-OCR-SM-REDE or the SSA-L1026. Mark the outgoing envelope with a large, red “R” (for re-mail) on its lower left corner. Also, document the undeliverable mail action taken on a DWRC in MAPS.

If better address is not found, re-date the cover letter and re-mail it with the SSA-1026SCE, SSA-1026-OCR-SM-REDE or the SSA-L1026 to the same address. Also, extend the tickle date for an extra 30 days on the DWSC for the SSA-1026SCE, SSA-1026-OCR-SM-REDE (there is no tickle date for the SSA-L1026). Mark the outgoing envelope with a large, red “R” (for re-mail) on its lower left corner. Also, document the undeliverable mail action taken on a RC in MAPS.

If the notice comes back as undeliverable the second time, no further action is needed. Subsidy will be automatically terminated when the tickle matures for the SSA-1026SCE, SSA-1026-OCR-SM-REDE.

If you are preparing an award notice, access the “Medicare Subsidy Award Notice” which is under the “General” menu category in DPS. Use the income, resource, household and determination data in MAPS to produce a detailed notice as shown in HI 03094.201.

DPS has no resource or income computation sheets so it will not be necessary to provide these on the manual notices.

If you are preparing a denial notice, access the “Medicare Subsidy Denial Notice” which is also under the “General” menu category in DPS. Again use the income, resource household and determination data in MAPS to produce a notice as shown in HI 03094.210.

If the Part D subsidy terminated (most of the time this occurs as a result of a redetermination processing) and you are preparing a termination notice, access the “Medicare Subsidy - Notice of Termination” which is under the “General” menu category in DPS. Use the income, resource, household and determination data in MAPS to produce a detailed notice as shown in HI 03094.310.

Information on the contents of the specific award, denial and termination notice paragraphs is provided in HI 03092.005.

The notice should:

• •

  Contain the Manager’s signature of the office sending the notice;

• •

  The Beneficiary’s own SSN;

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  Be placed on the Online Notice Retrieval System unless a systems limitation prevents that; and

• •

  Contain the current address available on our records.

Complete the following process if the MAPS determination is an incorrect award:

• •

  If the MAPS determination is an incorrect award as the individual is not eligible for Medicare or within 3 months of Medicare eligibility, release the denial notice and document the reason for the denial and the date of the notice on a DWRC in MAPS. Also, post the following result to the New York Medicare Follow-up website: INCORRECT AWARD NO MEDICARE-DENIAL NOTICE SENT: [Notice Date].

• •

  If the MAPS determination is an incorrect award as the SSN is incorrect, post the following result to the New York Medicare Follow-up website: NO NOTICE SENT-INCORRECT SSN AWARD-

If the determination is a correct denial:

• •

  If the SSN is correct on MAPS, issue the denial notice based on the MAPS determination. Post the following result to the New York Medicare Follow-up website: CORRECT DETERMINATION-DENIAL NOTICE SENT: [Notice Date].

• •

  If the SSN is incorrect on MAPS and your review identified the correct SSN (e.g., on application image), use the manual correction process to correct the SSN. Using the manual correction process will result in a new application being established under the correct SSN in MAPS. On the MAPS development worksheet main (DWMP), review the determination effective date, which appears below the development issues. If the date is not the proper date, click on the edit button. You will be taken to the edit determination dates-initial application (DEDI) screen. On the DEDI screen you can edit the protective filing date, which will affect the determination effective date. The system should release a notice with the proper award or denial determination but may not have the proper application date. Post the following result to the New York Medicare Follow-up website: NO NOTICE SENT-NEW APPLICATION ESTABLISHED.

• •

  If the SSN is incorrect on MAPS and your review did not identify the correct SSN, follow HI 03010.040 procedures for requesting evidence to obtain the SSN from the individual.

• •

  If you obtain the correct SSN from the individual, follow instructions in HI 03050.045 to use the manual correction process, and to address any protective filing involved. The system should release a notice with the proper award or denial determination but may not have the proper application date. Post the following result to the New York Medicare Follow-up: NO NOTICE SENT-NEW APPLICATION ESTABLISHED.

• •

  If the individual fails to provide the correct SSN, issue a denial notice based on failure to cooperate. Document the reason for denial on a DWRC on MAPS. Do not include the incorrect SSN on the denial notice. Post the following result to the New York Medicare Follow-up website: CORRECT DETERMINATION-DENIAL NOTICE SENT: [Notice Date].

If the determination is an incorrect denial (e.g., income or resource amount used was incorrect):

• •

  If you are able to determine the correct information from reviewing the records follow instructions in HI 03090.001G.3.b. to use the manual correction process, and to address any protective filing involved. Document on a DWRC on MAPS the reason for using the manual correction process. The system should release a notice with the proper award or denial determination but may not have the proper application date. Post the following result to the New York Medicare Follow-up website: NO NOTICE SENT-NEW APPLICATION ESTABLISHED.

• •

  If you are unable to determine the correct information from reviewing the records, post the following result to the New York Medicare Follow-up website: NO NOTICE SENT-INCORRECT DENIAL. Take no further action.

If the SSN is correct on MAPS, issue the award notice based on the MAPS determination. Post the following result to the New York Medicare Follow-up website: CORRECT DETERMINATION-AWARD NOTICE SENT: [Notice Date].

If the MAPS Query Display did not pick up any of the following:

• •

  Title II Claim number in the Applicant Data,

• •

  Medicare Data on Applicant/Spouse Enrollment History,

• •

  SSA benefit amount under Current Agency Data benefit.

Determine the claim number under which benefits are paid (if not shown on the spouse’s record). Usually the problem exists for older MBRs that involve widow/widowers.

Ask the person for his/her Medicare Number on their Medicare card. (Follow HI 03010.040 procedures for requesting evidence to obtain the SSN from the individual.)

If the individual provides the Medicare Number:

• •

  Check the MBR using the SSN under which Medicare benefits are paid.

• •

  Look for the BENREF line right after the BENEFIT line on the MBR for the individual.

• •

  If there is no BENREF listed on the MBR or the SSN listed is incorrect, it must be corrected to show the beneficiary’s own SSN.

• •

  MAPS cannot produce the correct data for a determination unless the SSN of the applicant is on the record where they receive benefits.

To correct the BOAN on the MBR, do the following:

• •

  On the SSA Main Menu, select #2, Title II/PE

• •

  On the Title II PE Menu select #2, MONET

• •

  On the NSEL screen, enter the claim number under which benefits are paid

• •

  On the IMAM screen, select #10, Beneficiary Reference Data for the correct beneficiary

• •

  On the BREF enter the beneficiary’s own account number (BOAN)

• •

  Follow instructions in HI 03050.045 to use the manual correct process, and to address any protective filing involved. Document on a DWRC in MAPS the reason for using the manual correction process. The system should release a notice with the proper award or denial determination.