For more information on Federal Government responsibility to use public resources and programs in a more coordinated manner to meet the critically urgent needs of the homeless of the Nation refer to the McKinney-Vento Homeless Assistance Act, 42 U.S.C. §§ 11301, 11302,11311, 11312, and 11313.

For instructions on the redirection of benefit checks, see GN 00605.085C.

Central Office Center for Automation Security and Integrity (CASI) staff may ask FO managers to approve a claimant address change to the FO address. Use the FO address only if the claimant cannot provide a safe address. This change ensures that any future electronically generated notices do not inadvertently go to the abuser’s address, and thus, compromise the personal information or safety of the claimant.

For specific instructions on HALE cases, see RM 10220.200 through RM 10220.240.

IMPORTANT: Always start the address lines with “C/O SSA.”

FO manager actions when a claimant uses the FO address:

1. a. 

   Obtain and store a signed statement, Form SSA-795 (Statement of Claimant or Other Person), from the claimant in the electronic folder stating that they understands:

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     we require proper identification for personal pickup; and

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     we hold checks in the FO for no more than 7 business days.

   NOTE: If the FO receives a check because the representative payee fails to submit an accounting report (non-responder) or due to possible misuse of benefits, you will not be able to obtain the signed SSA-795. However, all of the other record-keeping requirements are the same.

2. b. 

   Even if the claimant receives electronic payment, emphasize to the claimant that we do not mail checks to another address once it is at the FO and we return all checks to Treasury after the 7th business day after the check delivery date.

3. c. 

   Create and maintain a record of all approved cases, including:

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     Claimant Name,

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     Check Number, Date, and

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     Number of checks the FO received.

   The FO may use a modified version of the Miscellaneous Money Control Record (MMRC), see exhibit GN 02401.050F in this section.

4. d. 

   Designate a controlling official to receive the checks and match them against the master list to prevent unauthorized additions or deletions. If there is an assigned person as a backup, that employee should control the checks only when the controlling official is out of the office.

5. e. 

   Establish a separate control on each check received on an MMCR. The FO may use a photocopy of the exhibit GN 02401.050E in this section, or an FO version of the form. For privacy reasons, an FO version of the form must contain information for only one claimant.

6. f. 

   Ensure that a separate control record is maintained for each beneficiary whose check is being mailed to the FO.

7. g. 

   Keep checks in a secure cabinet. The employee releasing the check to the payee must initial the MMCR and have the payee sign the MMCR.

8. h. 

   Determine if the claimant has been able to establish a new mailing address.

9. i. 

   Annotate the receipt number on the FO remittance log when returning a check to Treasury.

10. j. 

    Ensure that control records for benefit checks mailed to the field office are retained in NDRED, or in a secure holding file in the office for 3 years after distribution. Once the files are scanned into it (and verified that they have been uploaded properly), the actual paper file may be destroyed as there is no need to retain the hardcopy.

FO manager actions when releasing a check to the claimant or representative payee:

• •

  Establish special procedures in the reception area to facilitate check pickup.

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  Establish reasonable measures to ensure proper claimant and payee identification. For verifying identity of both claimants and payees, follow instructions in GN 00203.020.

• •

  Report any checks the FO did not receive or stolen checks using regular non-receipt procedures.

  For Nonreceipt1 Input (PEN1), see MS T2PE 003.027; for Nonreceipt1 Output (PEN1), see MS T2PE 003.028; and for Nonreceipt2 (PEN2), see MS T2PE 003.029.)

• •

  If the FO did not receive the check or lost the check and the claimant or payee comes into the FO to pick it up, advise him or her that you followed non-receipt procedure and Treasury will deliver a new check. If the situation involves dire need, see GN 02406.125C and GN 02406.125D. For requirements to qualify as a dire need situation, see RS 02801.010.

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  For regular monthly checks, hold the check for pickup until the 7th business day after the check delivery date, starting the day after the check delivery date. Return the check to Treasury at the conclusion of the 7th business day. For more information on unclaimed checks returned to Treasury after conclusion of the 7^th business day, see GN 02401.050E.4. in this section.

EXCEPTION: In payee accounting non-responder cases, we can hold a check up to 30 calendar days. For more information on how to handle non-responder cases, see GN 00605.085.

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  If the claimant or payee does not pick up the check, instruct the controlling official to return the check to Treasury. For more information on unclaimed checks returned to Treasury, see GN 02401.050E.3. in this section. This action puts the claimant in LAF S6 or PSY SO6 suspense, as applicable. The technician must develop for a new address.

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  Treasury regulations prohibit us from mailing checks to another address, to another FO, or to a P.O. Box.

Follow these instructions to process returned Title II and Title XVI benefit checks:

Inform the claimant timely of any notices mailed to the FO. If there is a delay in an appeal request because of untimely notification, establish good cause.