Effective Dates: 05/10/2024 - Present Previous | Next

TN 77 (05-24)

GN 02408.635 Reclamation Documentation Request Process for Title II Reclamations - Processing Center (PC) Instructions

A. General

This policy provides information and guidance for PC technicians requesting reclamation documentation needed for the reclamation process. PSC technicians will request reclamation documentation from the Department of the Treasury's (Treasury) Bureau of the Fiscal Service (BFS). Requests to BFS for reclamation documentation must only occur if the documentation is not available in the Treasury Check Information System (TCIS) and/or Paperless.

This policy does not apply to Field Office technicians and Title XVI reclamation actions.

B. Requesting Reclamation Documents from BFS - i.e., FS-133, FS -135, Protest Letter, Abandonment of Reclamation Request

When reclamation documentation is not available in TCIS, the Social Security Administration (SSA) PSC technician will send a request to BFSs for the document. If the reclamation documentation is available in TCIS dashboard, do not request the documentation from BFS.

Before requesting a reclamation document from BFS, the technician must determine if:

  • •

    The document is available in Paperless, either in process or completed. Through the Web-Paperless Interface, Treasury now electronically provides a PDF version of the reclamation documents.

  • •

    Financial Institutions (FI) have 60 days to respond to the Notice of Reclamation (NOR). Do not request for reclamation documentation from Treasury until after 60 days have lapsed from the date of the NOR. If an FI has not responded, Treasury will debit the FI, see GN 02408.626

  • •

    The document is available on the TCIS Dashboard. The document will NOT be available on the Claims Detail tab of TCIS. Information on accessing TCIS and TCIS's Dashboard can be located on the Office of Payment and Recovery Policy's FAQ site. If the document is located on TCIS's Dashboard, BFS may not respond to a request for the document, as they have already provided it.

    EXCEPTION: If the document on TCIS Dashboard reflects the link, but the link does not load, AND the date of the reclamation request is less than three years old, then the document may need to be requested. If this exception to the process exists, technicians must indicate in the remarks field of TOFR, or in the body of the email, "Image in Dashboard will not load."

NOTE: 

The following FS-133 requests should not be submitted through TOFR or by e-mail:

  • •

    Requests stating that the FS-133 is not on the Claims Detail tab of TCIS. Reclamation documents will not appear on the claims detail tab in TCIS, but will appear in Dashboard. Please see the above statements regarding how to access TCIS Dashboard.

  • •

    Requests stating that only an FS-135 is available and that an FS-133 is needed when the FS-135 reflects an FI debit amount for the full amount due to the FI not responding within 60 days or anytime the FI returned the full amount of the funds. If the TCIS Claims Detail tab states the outstanding amount is zero, no FS-133 is needed. . See GN 02408.626 subsection C.

  • •

    Requests for documentation if it is less than 60 days since the date of the Notice of Reclamation, unless the FI has responded, and the documentation is missing from TCIS Dashboard. See GN 02408.625 subsection E.2.

  • •

    Requests to reclaim for reclamation requests that the date of the notice of reclamation is over three years old. Treasury is unable to take a reclaim action on a reclamation request if the date of the notice of reclamation is over three years old. For most situations, if more than three years have passed since the date of the notice of reclamation, there is no need to request a copy of the FS-133 with the intent to reclaim. See GN 02408.610 subsection A.6.

  • •

    Requests to "Reclaim" funds through the "FMS-133" request type in TOFR. If you are using TOFR and would like to request to reclaim funds, ensure you are selecting the correct option in TOFR to reclaim.

 

1. First Request in TOFR:

When requesting a document or action from BFSs, send a Treasury Online Forms Requestor (TOFR) application request. The TOFR application is available nationally on the KCNET's MAMPSC Data Input Page. If the TOFR application is unavailable, email the following information to the National Payment Integrity and Resolution Center (NPIRC) reclamation email address at: PFC.CustomerEngagementCenter@fiscal.treasury.gov.

a. In the subject line, input your ALC number and select and input one subject to identify with:

  • •

    FS-133 Request - Reclamation Ticket (insert #), Date of Reclamation, ALC Number,

  • •

    Protest Letter Request,

  • •

    Request for Response - Less than 60 days from 3 Year Limitation, or

  • •

    Abandonment of Reclamation Request - Reclamation Ticket (insert #), Date of Reclamation, ALC Number.

NOTE: 

The Reclamation Ticket number can be found on the TCIS Claims Detail tab.

b. The body of the email should include the following information in the following order:

  • •

    payee ID/SSN including BIC,

  • •

    payee name,

  • •

    if abandonment request, the reason for the abandonment,

  • •

    if a request for a FS-133 image, the reason for the request.

For Title II requests, comment on the Action Control Record (ACR) that a TOFR request has been input. If an e-mail has been sent, attach a copy of your email into a "Generic" form in the Action Control Record (ACR) in the Paperless System. Send the ACR to the Development Hold File (DHF) for 30 days to control for the receipt of the document or action requested.

NOTE: 

A request for an FS-135 may only be sent to Treasury for certain limited situations, see GN 02408.626. A request for reclamation documentation should not be sent if it has been less than 60 days from the date Treasury sent the NOR to the FI or if the situation would never result in an FS-135. If the situation requires an inquiry to Treasury to request the FS-135, please see regional instructions.

2. Second Request in TOFR:

If the requested documentation has not been provided in 30 days in the Paperless System for Title II or in TCIS Dashboard, send a Treasury Online Forms Requestor (TOFR) application request. The TOFR application is available nationally on the KCNET's MAMPSC Data Input Page. If the TOFR application is unavailable, send your second request for the document or action to the NPIRC reclamation email address at: PFC.CustomerEngagementCenter@fiscal.treasury.gov :

a. In the subject line, input your ALC number and select and input one subject line to identify with:

  • •

    Second Request: FS-133 Request - Reclamation Ticket (insert #), Date of Reclamation, ALC Number,

  • •

    Second Request: Protest Letter Request,

  • •

    Request for Response - Less than 60 days from 3 Year Limitation, or

  • •

    Second Request: Abandonment of Reclamation Request - Reclamation Ticket (insert #), Date of Reclamation, ALC Number.

b. Body of email should include the following information in the following order:

  • •

    payee ID/SSN including BIC,

  • •

    payee name,

  • •

    if abandonment request, the reason for the abandonment,

  • •

    if a request for a FS-133 image, the reason for the request.

For Title II requests, comment on the ACR that a second TOFR request has been input. If an e-mail has been sent, attach a copy of your second email into a "Generic" form in the ACR. Send the ACR to DHF for 30 days to control for the receipt of the document or action requested.

3. No Response to Second Request

If after the diary matures from the second TOFR or email request and there is no response from Treasury in the Paperless System or in TCIS Dashboard, send the ACR to your technical lead (ex. MOD PETE, LCSR). The ACR must have copies of both emails to the NPIRC.

The technical lead will then call Treasury for assistance.

The technical lead will call NPIRC Customer Service Help Desk at (855) 868-0151 to request the document.

The technical lead should request the document to be faxed into Paperless and TCIS’s dashboard.

Attach a “Telephone Contact” to the ACR documenting the phone contact with the NPIRC Customer Service Helpdesk. Send the ACR to the Development Hold File (DHF) for 3 days to control for receipt of the document.

If after 3 days, the document is received, forward for the next action to the originating technician. If the document or response for action is not received in 3 days, the technical lead should make a second call to NPIRC Customer Service Helpdesk to request the document or action needed. The technical lead should request that the document be faxed into Paperless and TCIS’s dashboard. Attach a “Telephone Contact” to the ACR to document the second phone call contact with the NIPRC Customer Service Helpdesk. Send the ACH to the Development Hold File (DHF) for 3 days to control for receipt of the document.

If after 3 days, the technical lead receives no response to the second phone call attempt, the technical lead should seek assistance from their PSC/OAS Treasury Analyst.

C. References

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    GN 02408.302 Abandon Reclamation Request Needed on a Check

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    GN 02408.600 General Overview of EFT Reclamations

  • •

    GN 02408.610 Overview of the Reclamation Process for Title II and Title XVI EFT Payments

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    GN 02408.615 Automated EFT Reclamation Requests and Exclusions

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    GN 02408.620 Manual EFT Reclamation Requests and Exclusions

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    GN 02408.626 Processing the Notice of Reclamation (FS-133) and the Request for Debit of the FI's Account (FS-135) for Title II EFT Payments

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    GN 02408.645 Debiting the FI's Account for EFT Reclamations

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    GN 02408.800 Abandon Reclamation - EFT

To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0202408635
GN 02408.635 - Reclamation Documentation Request Process for Title II Reclamations - Processing Center (PC) Instructions - 05/10/2024
Batch run: 11/12/2024
Rev:05/10/2024