1
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If the SSN or claim number is unknown, access the Treasury Check Information System
(TCIS) or the Treasury Check Verification Query (TCVQ) screen in PCOM to determine
the claim number of the beneficiary.
See MS 05203.022 for instructions on how to access the TCVQ screen.
IMPORTANT: Do not write the SSN on the check.
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2
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Identify and code the reason the check was returned, see Section E.
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If you can determine the reason for returning the check, go to step 3.
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If the check was returned in error or you cannot determine the reason for the return,
contact the remitter to determine the return reason for the check.
If the remitter does not respond, contact the beneficiary or the representative payee.
If the reason the check was returned cannot be determined, proceed to step 3 and,
at step 6, use MS as the returned check code.
If the check was returned in error, mail to the beneficiary or their representative
payee.
REMINDERS: Do not follow this policy for benefit payments mailed to the FO, for delivery to
the beneficiary because the claimant does not have a permanent mailing address, as
returned checks or refunds, see GN 02401.050.
If the person returning the check also reports the beneficiary’s whereabouts are unknown,
see GN 02602.320.
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3
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Immediately stamp “NOT NEGOTIABLE” below the address on the check, if not yet stamped
by mailroom personnel.
REMINDER: Do not write or stamp below the solid line, which extends the full length of the
check. Doing so causes problems with Treasury's optical scanning equipment.
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4
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Determine if the check represents a Treasury-issued immediate payment (IP) check see,
RS 02801.010.
NOTE: If the returned IP is a Third-Party Draft issued from the FO, follow instructions
in GN 02403.016.
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5
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Annotate the check (in red) “TITLE II IMMEDIATE PAYMENT,” followed by the FO code
in the upper left hand corner of the check.
Go to step 7. (The Office of Finance does not need the reason for the return.)
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6
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Code the date of the event that caused the beneficiary not to be entitled to the payment
in (MM/YY) format, if appropriate. Annotate the Beneficiary Identification Code (BIC),
and the reason (returned check code, see Exhibit 02405.010E) for the return on the
lower left portion of the check, to the right of the Statue of Liberty imprint and
above the solid line which extends the full length of the check.
REMINDER: The date of event for student terminations, see RS 00205.325,will always be the first month of non-entitlement of the student benefits.
EXAMPLE: Returned Benefit Check Coded for Death that occurred in February 2020.
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7
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Recording the check:
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Enter the check information into DMS per MSOM DMS 003.006 and MSOM DMS 003.007, then
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Write the automated receipt number in the blank space below the check number and above
the money amount
NOTE: Do not enter the attorney Payment Identification Code (PIC) in DMS.
REMINDER: Prepare an SSA-1395-BK manual receipt when DMS is not accessible.
References:
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GN 02403.130 for instructions on how to prepare an SSA-1395-BK
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MSOM DMS 003.001 for DMS input coding
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MSOM DMS 003.006 and MSOM DMS 003.007 for instructions on generating an automated
receipt
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8
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Give, or mail the remitter the remittance receipt produced by DMS.
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9
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Is the check being returned due to death, work, change of address, or a suspension
and life termination event (for example marriage)?
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If yes, input the event directly into the Post-Entitlement Operations System (POS).
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If no, send an MDW to the Processing Center (PC). Advise the PC of the return reason, unless
the event has been recorded on the Master Beneficiary Record (MBR).
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10
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Turn over the coded check and DMS print out to the remittance clerk for the next step.
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