USPS sends an SEP enrollment package to all eligible United States Postal Service
annuitants and their family members starting on March 15, 2024 to inform them of the
one-time Special Enrollment Period that will run April 1, 2024 through September 30,
2024. The enrollment package will include the following items:
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A notice with instructions on how to apply for the USPS SEP; and
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A return envelope addressed to the following address:
Social Security Administration
Wilkes-Barre Direct Operations
Center
PO Box 67650
Wilkes-Barre PA 18767-7650
The return envelope will have an indicator on the envelope “USPS PSHB PSRA”.
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A pre-filled CMS-40B form (Application for Enrollment in Medicare Part B (Medical
Insurance) that the applicant needs to complete.
USPS will pre-fill questions #6 and #8 (remarks) on the CMS-40B form and input the
following remarks “PSRA Special Enrollment Period”.
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An extra copy of the notice, along with the CMS-40B form for the applicant to submit
to SSA.
WBDOC receives the USPS SEP Enrollment and Notice
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WBDOC reviews the CMS-40B form and verifies the proof (copy of the original USPS notice)
and scans it into Evidence Portal (EP).
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WBDOC processes the enrollment request via the Post Entitlement Online System (POS)
and completes the Special Enrollment Period (SEP) Webpage for the USPS SEP enrollment
request.
If the beneficiary has Medicare through the Railroad, route the enrollment to the
Field Office.
Field Office (FO) receives a CMS-40B form and notice for the USPS SEP
Enrollment
The FO scans the CMS-40B form and proof (notification letter) into Evidence Portal
(EP) or if received via WorkTrack, uploads the notice from WorkTrack into EP.
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The FO reviews the CMS-40B form and verifies the proof (a copy of the original USPS
notice).
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The FO completes the enrollment process via POS and completes the SEP Webpage for
the USPS SEP enrollment request.
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The FO sends the CMS-40B form and notice (proof) from WorkTrack to EP.
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If the beneficiary is vested with the Railroad, refer the beneficiary to the Railroad.
Do not route the enrollment form (CMS-40B) or proof (notification letter) to the WBDOC.
If the FO receives these enrollments, the FO is responsible for the development and
processing.
Missing Documents - Development
WBDOC Instructions
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If the WBDOC receives only the CMS-40B form, the intake automation file will be instructed
to look for the proof via the “data file” that will serve as secondary proof of eligibility
prior to processing the enrollment request.
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If the “data file” is unable to verify the applicant, WBDOC will route the CMS-40B
form, via WorkTrack, to the FO of jurisdiction for development of proof of eligibility.
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If the WBDOC receives only the proof of notice and not the CMS-40B form, they will
route the proof to the jurisdictional FO for development via WorkTrack.
The jurisdictional FO maintains responsibility for developing the CMS-40B and processing
the USPS SEP enrollment. The FO should not route the enrollment request or documents
back to the WBDOC.
Field Office Instructions
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If the FO receives only the CMS-40B form, the technician will be instructed to access
SSA’s Online Retrieval System (ORS) for secondary proof of USPS SEP eligibility prior
to processing the enrollment request. The secondary proof will be listed under the
beneficiaries’ own SSN and Name titled “PSRA eligibility Notice.”
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If the FO is not able to verify the proof via ORS, the FO will be responsible to contact
the applicant to develop for proof of eligibility.
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If the FO only receives proof of eligibility, they will be responsible to contact
the applicant and develop for the CMS-40B form.
After the development is completed, the FO of jurisdiction will be responsible for
processing the USPS SEP enrollment request.
Equitable Relief - Field Office Instructions
If the annuitant/family member claims they never received the SEP enrollment package
from USPS or received the notice package postmarked after September 30, 2024:
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USPS will provide a letter indicating there was a delay in communication to the annuitant/family
member.
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The USPS letter will serve as proof of equitable relief.
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The FO technician will need to complete Form SSA-5002 (Report of Contact) to indicate
why we are granting equitable relief to the individual.
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The FO will review the CMS-40B form and proof of eligibility and take the necessary
action via POS to process the enrollment request. Scan the SSA-5002, CMS-40B and the
USPS letter into EP.
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The SSA FO technician will add “Equitable Relief- USPS” as a Special Message on the
MBR.
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The WBDOC will route all enrollment requests postmarked after September 30, 2024 to
the FO.
Reference: See POMS HI 00830.000 for information on processing Equitable Relief inquiries.