In performing the review, the manager will ensure that procedures are being followed
by:
Checking that entries on all remittance-related forms and listings are properly completed.
Verifying that:
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Systems input has been made when checks are returned for death, change of address,
work, or other reasons;
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Non-cash refunds received at the reception desk and mailroom are immediately stamped
“For Deposit Only, SSA”, or logged by employee receiving the remittance.
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Medicare premium payments are stamped “For Deposit Only, CMS”, and forwarded to CMS.
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Remittances, including unendorsed returned benefit checks, are mailed the same day.
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Remittances are secured after being received in the office.
Ensuring timely follow-ups and consistency between:
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SSA-1395-BK receipt books,
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Refund Transmittal Register,
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Master Control Roster and
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Reviewing:
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Unverified FO Receipt Alert Listings, ensuring the unverified item(s) are being resolved.
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FO Daily Receipt Listing, ensuring each was signed by the remittance clerk and the
remittance supervisor, and when appropriate, the money order numbers are written under
the receipt numbers for each cash remittance listed, and the forms are maintained
for one year.
If the SSA-1395-BK and /or SSA-414-U3 procedures were used during the period:
Reviewing:
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Form SSA-3944 (Master Control Roster), verifying, for example, that serial numbers
are properly recorded, names to whom the receipt books are issued are shown, with
the issue dates, and that the books are issued in serial number order.
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SSA-414-U3 (Fee Transmittal Register), ensuring there are no fees waiting acknowledgement
from the Office of Finance (OF) for more than 45 days (60 days for OEO), and that
no fees were sent to the PSCs, and
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Comparing the completed SSA-1395-BK receipts with the FO automated receipts.
The FO management will determine the size of the review, and whether more than once
a year is necessary, taking into consideration, for example, the experience of office
staff, the volume of remittances received, and past problems of which management is
aware.
A report on the results of the annual review should be documented and retained in
the FO for 3 years. CSI personnel will review the report when they conduct their periodic
security reviews. Managers should not destroy the 3 most recent reviews when they
move from the office or retire. Leave the reports for the use of the new manager.
The format for the report is shown in the Exhibit.