When the post office returns a claimant's notice of decision and decision to the hearing office as “undeliverable” (e.g., the claimant moved and left no forwarding address), the lead case technician, senior case technician, case technician, or other designated person will:

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  Check for a new address in both the Case Processing and Management System (CPMS) and Personal Communications (PCOM) system queries, including the Modernized Development Worksheet (MDW) for either title, the Full Master Beneficiary Record (FACT) for title II cases, the Supplemental Security Income Display (SSID) for title XVI cases, the Customer Service Record (CSR) for either title, and the Prisoner Update Processing System (PUPS) for either title;

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  Determine whether any newly submitted correspondence or evidence, including newly submitted medical evidence, contains a new address for the claimant;

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  Telephone the claimant's representative, if any, requesting a new address for the claimant; and

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  Telephone or send a brief memorandum to the field office servicing the claimant's last known address requesting a new address for the claimant.

If the hearing office staff successfully obtains an updated address, staff will:

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  Prepare a new Notice of Decision with the updated address, using the date the new decision is issued and including language that informs the claimant the decision previously was undeliverable and that the time period for appeal begins with receipt of the new notice; and

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  Transmit the new notice of decision and decision following usual procedures.

If all attempts to obtain the claimant's new address are unsuccessful, hearing office staff will take the following actions:

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  For an electronic claim(s) file, document all attempts to obtain a new address on a Form SSA-5002 and associate the form and any related documents (e.g., copies of correspondence and other reports of telephone contacts) with the file. Additionally, staff will associate a copy of the undelivered envelope with the claim(s) file.

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  For a paper claim(s) file, document all attempts to obtain a new address on a Form SSA-5002. If the file is still in the hearing office, staff will associate the Form SSA-5002, any related documents (e.g., copies of correspondence and other reports of telephone contacts), and the original undelivered envelope, notice of decision, and decision with the claim(s) file. If the claim(s) file is no longer in the office, staff will forward the Form SSA-5002, any related documents, and the original undelivered envelope, notice of decision, and decision to the appropriate location for association with the claim(s) file.

It is important that hearing office staff document all attempts to obtain a new address. If the claimant appeals the action taken by the administrative law judge or later inquires about the case, the information may be needed to determine the appropriate course of action.