If the check is still outstanding, the technician should input a non-receipt action
to have Treasury issue a courtesy disbursement check, if the check is less than 12
months old. If check is more than 12 months old, follow limited payability procedures
in GN 02401.905.
Treasury will credit the amount of payment back into the SSA trust fund when the beneficiary
or recipient returns a payment. Treasury reclaims the money from the death of beneficiary
or payee. When the technician exhausts all efforts to locate the credit for the physical
check, call Fiscal Service at (855) 868-0151 for assistance. This includes examination
of all queries and document in the processing centers or field offices. Treasury will
not supply information based upon the SSN. You must have the check symbol and check
number available prior to making the call.
If the investigation was within the last year, Treasury may provide the information
Example of follow up for an outstanding check:
You receive an inquiry for an outstanding check dated 1/3/16 and you have exhausted
all efforts to locate the credit. Access the Treasury Check Information System (TCIS)
to obtain the necessary information concerning the credit. If you cannot access TCIS,
call Treasury at (855) 868-0151 for assistance.
TCIS or the Treasury contact will provide you with status and credit information.
Take the following actions:
Use the information to post the credit via the SSA-4208 (Limited Payability Determination)..
If Treasury does not provide a document number for the SSA-4208, input all sevens
(7) in this field.
If Treasury states the credit is still outstanding, determine if the accounts receivable
system (ARS) still has a control for the credit. If so, note no action necessary (NAN)
for the inquiry.
If the investigation is older, Treasury may have to recreate the record. When first
contacting Treasury on older cases, Treasury may advise they have no record on their
system. However, if payment history update screen (PHUS) shows the stop payment successfully
processed (the Treasury department status code (TDSC) is not an exception code), explain
the case is old and the record may have to be recreated. You must allow Treasury three
workdays to recreate the record before calling back. Treasury will not contact you,
recreated records stay online about two weeks, so it is important for you to follow
up with Treasury after that three-day timeframe.
If a physical, document is required (such as a photocopy of check), call Treasury
and request that they mail the document directly to you, and expect the document within
10 to 15 workdays. Request Treasury to place your name and module number on the outside
of the envelope to ensure timely delivery, establish a 30-day diary.
NOTE: It is never appropriate to use direct input as a method of follow-up on any successfully
processed investigation. Contact Treasury at (855-868-0151) for assistance.