TN 269 (05-24)

GN 02402.340 Coding Poland Bank Data on the Master Beneficiary Record (MBR)

A. Background for coding Poland bank data

This section describes how to code bank data for international direct deposit (IDD) of Title II benefits to a financial institution (FI) in Poland. We store IDD bank data on the MBR in the same fields used for U.S. direct deposit.

Special coding identifies the bank data as a Poland direct deposit. This allows us to route benefit payments through the Federal Reserve Bank of Kansas City (FRBKC) and the processor bank in Poland to the beneficiary's local FI.

Poland (along with Hungary and Panama) requires more digits than are available in SSA’s direct deposit (RTN and DAN) fields. Full information must be on the International Treasury Services website (ITS.gov) so the Federal Reserve Bank of Kansas City (FRBKC) can add the extra digits before sending the payments to Poland’s banks. Only a small number of banks in Poland can accommodate SSA’s International Direct Deposit (IDD) payments. All IDD payments to Poland go to U.S. dollar accounts. Procedures vary according to the office that receives the IDD request. IDD enrollment forms in Polish and English are included at (GN 02402.340G) in this section.

If you receive an IDD request in a U.S. domestic (i.e, non-border) field office (FO), forward all appropriate information to the Office of Earnings and International Operations, (OEIO), Division of International Operations (DIO) to process.

For detailed instructions on IDD requests and forwarding information, see

  • GN 02402.201 Background and Policy for Direct Deposit Outside the U.S.

  • GN 02402.205, Direct Deposit Enrollment Outside the U.S.

  • GN 01010.255, Adjudication of Foreign Claims

  • GN 01702.310C Routing of Claims for U.S. Benefits Involving Totalization

B. How we receive IDD bank data

We receive requests to input bank data by mail, phone, or fax in the following formats:

  • Blank check;

  • SSA-1199-OP1 International Direct Deposit Signup Form for Poland; or

  • Any document that contains required banking information.

If you receive information with discrepancies, see the following instructions:

  • GN 00203.020 Identity of Claimants

  • GN 02402.025 Direct Deposit Post Entitlement Interview

C. Overview of IDD for Poland

IDD payments sent to Poland must be in U.S. dollar (USD) accounts at local FIs. The beneficiary must provide complete information to DIO or the Federal Benefits Unit (FBU) for input. DIO faxes incomplete forms to the FBU that serves Poland. The FBU contacts the beneficiary or FI for the additional information.

D. Description of Poland bank data

1. The IBAN code

The IDD coding for Poland bank data uses the International Bank Account Number (IBAN), which consists of 28 characters, as follows:

  • PL, the IBAN code for international payments to Poland;

  • 2 check digits;

  • An 8-digit bank and branch code (This must have all 8 digits.); and

  • A 16-digit account number. (This must have all 16 digits.)

2. Poland bank data on the MBR and ITS.gov

Because there are not enough total spaces in the Routing and Transit Number (RTN) and the Depositor Account Number (DAN) fields on the MBR, only a portion of the full IBAN code goes on the MBR. However, the full IBAN code must be on the website for the International Treasury Services (ITS.gov), a Department of the Treasury Internet-based program used by FRBKC for IDD.

E. Process for applying Poland bank data

1. Applying Poland bank data to the MBR

The FBU in Warsaw or DIO keys the complete bank data to ITS.gov. The International Treasury Service then sends a portion of the bank data to SSA through Automated Enrollment (Quick$tart). SSA's MBR doesn’t have enough spaces in the RTN and DAN fields to accept all of the IBAN code for Poland, so some of the data doesn’t go to the MBR.

When the cutoff for direct deposit is near, the FBU or DIO codes the full data for ITS.gov and the correct data for the MBR.

2. Applying the remainder of the bank data before payment

When a payment for Poland arrives, FRBKC checks the payment against the information for that beneficiary on ITS.gov. If the information matches, FRBKC adds the remaining characters to complete the IBAN. If the information doesn’t match, FRBKC sends the payment information to the FBU to resolve the discrepancy.

F. Procedures for coding routing and account numbers for International Direct Deposit (IDD) to Poland

Use this chart to determine which instructions to follow:

If you are in…

 

Follow instructions in this subsection at …

The FBU in Poland, or OEIO

GN 02402.340E.1.

An FBU outside Poland

GN 02402.340E.2.

A U.S. field office (FO) or regional office (RO).

GN 02402.340E.3.

1. Instructions for the FBU in Poland, or OEIO

If…

Then…

The cutoff date is three or fewer days from today,

  • Code the full IBAN to ITS.gov .

  • To code the bank data to the MBR, follow the steps in this section at GN 02402.340E.2.

The cutoff date is at least four days from today,

  • Code the full IBAN to ITS.gov.

  • ITS sends the information for the MBR to DIO through Automated Enrollment. You don’t need to code directly to the MBR.

2. Instructions for an FBU outside Poland

1.

 

Is the beneficiary’s address on the MBR outside the U.S.?

If yes, go to Step 2.

If no, STOP. The MBR does not accept IDD information if the beneficiary has a U.S. address.

2.

Is the beneficiary’s account a USD account at an FI in Poland?

If yes, go to Step 3.

If no, return the request. STOP. This must be a USD account in Poland.

3.

Code the Type of Account (on the SSA screen) as checking or savings. If you don’t know the type of account, code it as checking.

4.

To begin coding the Routing and Transit Number (RTN) field (nine digits total), start with 70, the multi-country prefix that SSA and FRBKC have designated for Polish IDD. (NOTE: Poland has the same contractor code as the Caribbean countries.)

5.

Skip the first four characters of the IBAN, which consist of PL and two check digits. Code the next six digits of the IBAN (the first six digits of the eight-digit bank-branch code).

6.

Code the U.S. check digit. Obtain the check digit from Title II Interactive Comps.

7.

Code the Depositor Account Number (DAN) field, starting with E, the country code for Poland for the multi-country contractor that uses the 70 prefix.

8.

Code the next 16 digits of the IBAN (the last 2 digits of the bank/branch number and the first 14 digits of the account number).

9.

Are you certified to enter data on ITS.gov?

If yes, input the full IBAN information to ITS.gov , and fax the enrollment form to the FBU in Warsaw for review.

If no, fax the completed form to the Warsaw FBU (at the fax number on DOORS). STOP.

3. Instructions if you are in an FO or RO in the U.S.

1.

Print and complete the English version of the enrollment form for Poland, SSA-1199-PO-OP1. If the beneficiary reads Polish, allow the beneficiary to use the Polish version, SSA-1199-PO.

2.

Fax the completed form to OEIO’s paperless fax number at 877-385-0645 STOP.

G. Examples of coding Polish direct deposit to the MBR

1. Example 1

Five days before the direct deposit cutoff, the FBU in Warsaw receives a completed enrollment form for a USD checking account at a bank in Poland that is on the acceptable list. The IBAN is as follows:

PL 12 1240 1125 1787 0000 1234 5678

The FBU technician codes the full information on ITS.gov , but does not need to code directly to the MBR because it isn’t within three days of the cutoff. In three days, the following information appears on the MBR:

RTN: 701240114

DAN: CE2517870000123456

(The system has placed the C in the DAN field because the FBU selected “Checking” in “Type of Account.” The technician must never code a C or S for checking or savings at the beginning of the DAN field.)

2. Example 2

Three days before the cutoff date for direct deposit, OEIO receives an enrollment form for an individual in Poland. The form, from one of the banks the FBU has approved for IDD to Poland, contains the following information:

Poland

Code

Two Check Digits

Bank-Branch Code

Account Number

P

L

1

2

1

2

4

0

1

0

3

7

1

2

3

4

5

6

7

8

9

0

1

2

3

4

5

6

The DIO technician codes the full IBAN information to ITS.gov and then begins the coding on SSA's direct deposit screens. They begin the RTN field with 70, skips PL and the two check digits (12), then codes the first six digits of the Bank-Branch Code (124010). Adds the U.S. check digit (1) at the end, making the RTN 701240101.

The technician then begins the DAN field with E, the country code for Poland with the contractor bank that uses 70 as the prefix at the front of the RTN field. Next adds the final two digits of the Bank-Branch Code (37), and finishes with the first 14 digits of the Account Number (12345678901234).

The DAN is now E3712345678901234.

3. Example 3

DIO receives a letter from a beneficiary in Poland asking to have their direct deposit changed to a USD account at Bank PEKAO SA. The IBAN is given as the following:

PL 23 1240 1024 1787 0010 1234 5678.

DIO notes that it is very near the cutoff date for direct deposit. The technician begins with the SSA direct deposit screens, so the IDD information will be on the MBR in time for the cutoff.

  • RTN: The technician begins the RTN with 70, the contractor's prefix for Poland, then he skips over the first four characters of the IBAN (PL23), and follows the 70 with the next six digits (124010). This makes the RTN 70124010, so far. The technician adds the check digit of 1, so the full RTN is 701240101.

  • DAN: The technician places an E at the start of the DAN field, to show this is for Poland and skips over PL (23) and the digits already coded. Codes the next 16 digits (2417870010123456). The DAN is now E2417870010123456.

After transmitting the information to the MBR, he codes the full information on ITS.gov .

4. Example 4

DIO receives an enrollment request from an individual to have IDD to a zloty account at a bank in Poland. DIO returns the enrollment form with an explanation indicating that we are sending payments only to USD accounts in Poland. DIO includes a new form and informs the individual to send a completed form to the FBU in Warsaw if they have a USD account.

5. Example 5

An individual who lives in Poland, is visiting their sister in the U.S. The sister talks into requesting direct deposit to his U.S. dollar bank account in Poland. She takes him to the servicing FO in Huntington Park, California, where the service representative checks the bank data and sees that this is an approved bank for IDD. The service representative asks if they can read English, and they say it would prefer the form in Polish, if possible. She prints both form SSA-1199-PO and form SSA-1199-PO-OP1, so she can use the English translation to assist, if necessary. Mr. V completes and signs the Polish language form. After reviewing it to be sure it has all the necessary information, the service representative faxes the completed form to OEIO’s paperless fax number.

H. References

  • GN 00203.020 Identity of Claimants

  • GN 01010.255 Adjudication of Foreign Claims

  • GN 01702.310C Routing of Claims for U.S. Benefits Involving Totalization

  • GN 02402.025 Direct Deposit Post Entitlement Interview

  • GN 02402.201 Background and Policy for Direct Deposit Outside the U.S.

  • GN 02402.205 Direct Deposit Enrollment Outside the U.S.

  • ITS.gov International Treasury Services (U.S. Treasury system)


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0202402340
GN 02402.340 - Coding Poland Bank Data on the Master Beneficiary Record (MBR) - 05/03/2024
Batch run: 05/03/2024
Rev:05/03/2024