Effective Dates: 08/05/2024 - Present Previous | Next

TN 102 (08-24)

GN 02607.995 Processing of Title II Prisoner Systems Exclusions and Exceptions

A. Form SSA-2790 (Prisoner Fax Request)

1. When to use the Form SSA-2790 (Prisoner Fax Request)

Field offices (FOs) use the Form SSA-2790 (Prisoner Fax Request) to transmit Prisoner Update Processing System (PUPS) prisoner case information to the payment centers or program service centers (PSC/OCO-ODO) when prisoner-processing issues occur. These processing issues include:

  • •

    PUPS prisoner suspension exclusions,

  • •

    PUPS/Post-entitlement Online System (POS) reinstatement exclusions, or

  • •

    Title II Redesign (T2R) PUPS suspension exceptions.

Prepare a Form SSA-2790 (Prisoner Fax Request) to refer a Title II beneficiary’s prisoner suspension or reinstatement processing action to PSC/OCO-ODO for the associated systems issues listed on the chart.

Systems issues requiring a Form SSA-2790 (Prisoner Fax Request) POMS reference for prisoner systems issue Form SSA-2790 (Prisoner Fax Request) processing references

PUPS creates a T2R suspension exception

This type of T2R suspension exception occurs when there is no prisoner suspension on the MBR (LAF S7) or on the PUPS Prisoner Summary (PUST) screen for T2, and the T2 PRISONER UPDATE (PU02) screen changes to *PENDING and remains *PENDING for more than 15 calendar days.

or

For information on this PUPS T2R suspension exception, see GN 02607.750C.1., and for systems-related information on suspensions using PUPS, see MS PRISON 003.001D.

For FO instructions on completing the SSA-2790 Prisoner Fax Request, see GN 02607.995B. in this section.

For PSC/OCO-ODO instructions on processing PUPS T2R suspension exceptions, see GN 02607.995C.3. in this section.

No prisoner suspension occurs on the MBR or on PUPS, and a PUPS exception does not create a PSCACS Action Control Record (ACR) with a Type of Event Level (TOEL2) equal to PRISON or PRISUS and there is no control on the Transaction History Screen (THIS).

For information on this PUPS suspension exception, see GN 02607.750C.2.

For FO instructions on preparing the SSA-2790 Prisoner Fax Request, see GN 02607.995B. in this section.

For PSC/OCO-ODO instructions on processing PUPS/POS reinstatement exclusion, see GN 02607.995C.3. in this section.

PUPS/POS T2R reinstatement exclusion

The POS system cannot process the prisoner reinstatement action through PUPS/POS and it creates the message, “T2 REINSTATEMENT EXCLUSION ACTION SENT TO PSC FOR PROCESSING.”

For information on this PUPS/POS reinstatement exclusion, see GN 02607.860A.3.a., and GN 02607.860B.1.

For information on reinstatements using the PRSN Common screen, see MS COMMON 005.027.

For FO instructions on preparing the SSA-2790 (Prisoner Fax Request) for PUPS/POS T2R reinstatement exclusions, see GN 02607.995B. in this section.

For PSC/OCO-ODO instructions on processing PUPS/POS reinstatement exclusions, see GN 02607.860B.2. and GN 02607.995C.2. in this section.

PUPS suspension exclusions

Changing an incorrect suspension date to an earlier suspension date and PUPS paid an incentive payment (IP) for the incorrect prisoner S7 suspension date;

or

Changing an incorrect suspension date to a later suspension date, but the later suspension date is still in the current prisoner S7 suspension period.

For information on processing this PUPS suspension exclusion, see GN 02607.740D.1.a

For information on processing this PUPS suspension exclusion, see GN 02607.740E.3.a.

For FO instructions on preparing the SSA-2790 (Prisoner Fax Request) for PUPS suspension exclusions, see GN 02607.995B.3. and GN 02607.995 C.1. in this section.

For PSC/OCO-ODO instructions on processing PUPS suspension exclusions, see GN 02607.995C.1. in this section.

For FO instructions on preparing the Form SSA-2790 (Prisoner Fax Request) for PUPS suspension exclusions, see GN 02607.995B.3. and GN 02607.995 C.1. in this section.

For PSC/OCO-ODO instructions on processing PUPS suspension exclusions, see GN 02607.995C.1. in this section.

2. PSC/OCO-ODO responds to SSA-2790

When the PSC/OCO-ODO technician receives the Form SSA-2790 (Prisoner Fax Request), they review the completed information on the SSA-2790, the beneficiary’s PUPS record, and the PUPS T2R systems exception. For PSC/OCO-ODO SSA-2790 exclusion and exception processing instructions, see GN 02607.995C in this section.

B. PUPS or PUPS/POS exclusions or PUPS T2R exception referrals

1. FO actions before referring PUPS exclusions or T2R exception via SSA-2790 for PSC/OCO-ODO processing

Prisoner Update Processing System (PUPS) automated exclusions and exceptions require special processing by the PSC/OCO-ODO. Process the PUPS suspension, PUP/POS reinstatement exclusions, or PUPS T2R suspension exceptions for referral to the PSC/OCO-ODO by using the information explained in the chart.

Type of exclusion or exception POMS reference for processing exclusion or exception

PUPS suspension exclusion

For steps and information on FO processing of PUPS suspension exclusions, see GN 02607.740D.

PUPS/POS T2R reinstatement exclusion

For steps and information on FO processing of PUPS/POS T2R reinstatement exclusion records, see GN 02607.860B.1.

PUPS T2R suspension exceptions

For steps and information on FO processing of PUPS T2R suspension exception records, see GN 02607.750C.

2. Other FO general prisoner exclusion or exception processing reminders

Occasionally, you may encounter other MBR or T2R prisoner exclusions or exceptions that are not mentioned in GN 02607.995B.1 in this section. For some examples of other types of prisoner exclusions or exceptions, see GN 02607.995B.2.a. in this section. These additional MBR or T2R processing exceptions or exclusions also prevent PUPS from processing and interfere with your PUPS prisoner suspensions or reinstatements.

a. FO processing of other Title II prisoner exclusions or exceptions

Use the information in the chart to process Title II LAF changes, monthly benefit amount readjustments, garnishment orders or other Title II prisoner exclusions or exceptions not mentioned in GN 02607.995B.1. in this section. Refer these types of processing exclusions or exceptions to the PSC/OCO-ODO for subsequent action.

Steps Actions on processing other general exclusions or exceptions

1

Update the PUPS record with any changes before transferring the case to the PSC/OCO-ODO for suspension or reinstatement processing. Add any information regarding your decision to suspend or reinstate benefits on the beneficiary’s PUPS record via the PUPS remarks (PMRK) screen.

2

Check the PRSNDATA line on the MBR for a STOP date if the exclusion is a PUPS/POS reinstatement action. For PUPS/POS reinstatement exclusion information, see MS T2PE 003.001J.

3

Add remarks to the PRMK screen indicating the reason for the reinstatement (you reviewed and verified the beneficiary’s official release document), add the date you faxed the release document into NDRED. End the remark with your first initial and last name, your SSA office designation code, and the current date. Close the PUPS record after updating the release information and remarks.

4

Complete the Form SSA-2790 (Prisoner Fax Request). For information on completing the SSA-2790, see GN 02607.995B.3. in this section.

5

Fax the SSA-2790 to the jurisdictional PSC/OCO-ODO at the fax numbers shown on the SSA-2790. The SSA-2790 (Prisoner Fax Request) alerts the PSC/OCO-ODO prisoner coordinator that this case needs special handling.

6

Forward any physical evidence or developmental documentation regarding your suspension or reinstatement determination into the Non-Disability Repository for Evidentiary Documents (NDRED). Do not fax this material along with the SSA-2790 (Prisoner Fax Request). Notify the PSC/OCO-ODO technician on the SSA-2790 Prisoner Fax Request form that you added the beneficiary’s physical evidence or developmental documentation regarding their suspension or reinstatement determination into NDRED.

7

Transfer the PUPS alert or record to the jurisdictional PSC/OCO-ODO for action on the prisoner processing exclusions or exceptions. For information on transferring PUPS records or alerts, see GN 02607.465.

8

Diary a Modernized Development Worksheet (MDW) for 15 days after the date you faxed the SSA-2790 (Prisoner Fax Request) to the jurisdictional PSC. When the diary matures, review the beneficiary’s PUPS record and their MBR to determine if the beneficiary’s suspension or reinstatement action processed. No further action is necessary if the beneficiary’s suspension or reinstatement action processed. If the suspension or reinstatement action did not work, for processing, see GN 02607.995B.4. in this section.

b. FO actions on Title II and Title XVI (concurrent) pending PUPS alerts

Do not transfer concurrent Title II and Title XVI pending PUPS alerts or records to a PSC/OCO-ODO. PSCs/OCO-ODO do not work Title XVI PUPS alerts or records. Process the Title XVI PUPS pending alert or record according to the processing instructions in GN 02607.705. After closing the Title XVI PUPS alert, transfer the Title II PUPS pending alert to the jurisdictional PSC/OCO-ODO.

3. Completing the Form SSA-2790 (Prisoner Fax Request)

Instructions for completing the SSA-2790:

Click on the link on the inForm website to obtain the SSA-2790 (Prisoner Fax Request) .

Coding the SSA-2790 (Prisoner Fax Request):

a. Destination

Check the box for the jurisdictional PSC/OCO-ODO to which you are sending the fax.

b. Inmate identification

Add to the SSA-2790 (Prisoner Fax Request) the beneficiary’s identifying information:

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    CAN: enter the wage earner's social security number (SSN);

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    BIC: enter the beneficiary identification code (A, B2, C1) of the person who you are suspending or reinstating;

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    BOAN: enter the beneficiary's own SSN; and

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    NAME: enter the first name, middle initial, and last name of the beneficiary subject to suspension or reinstatement.

c. Suspension data

  1. 1. 

    Suspending monthly benefits

    Provide the PSC/OCO-ODO technician with the beneficiary’s prisoner suspension information. Code these entries as applicable:

    Date of:

    Suspension: enter the beneficiary’s first month of prisoner suspension in MM/YY format. For information on suspending benefits as a prisoner, see GN 02607.160A and for information on suspending benefits as a not-guilty-by-reason of insanity (NGRI) person, see GN 02607.310B. For suspension information on an incompetent to stand trial (IST) person, see GN 02607.330 and for suspension information for a sexually dangerous person (SDP), see GN 02607.350.

    NOTE: A beneficiary must serve more than 30 continuous days in an institution after conviction or commitment and confinement in an institution before we can suspend monthly benefits.

    Confinement: enter the beneficiary’s first month of confinement to the correctional or mental health institution, and

    Conviction: enter the date the beneficiary’s conviction and sentencing for a criminal offense occurred.

    NOTE: If a court orders a beneficiary confined as an NGRI, IST, or SDP, under an official order of commitment, line out the word, “Conviction” and replace it with “Commitment.” Enter the date the beneficiary’s official commitment began based on the court’s order.

    Suspense Type:

    Check one label in this category, “PRISON,” “MENTAL” (NGRI or IST), or “PREDTR” (SDP), as appropriate.

  2. 2. 

    Reinstating monthly benefits

    Provide the PSC/OCO-ODO technician with the beneficiary’s prisoner suspension information and their release date (MM/DD/YYYY):

    • •

      Date of: For information on coding the entries under this category, see GN 02607.995B.3.c.1. in this section.

      Suspension:

      Confinement:

      Conviction:

    • •

      Suspense Type: For information on coding the entries under this category, see GN 02607.995B.3.c.1. in this section.

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      Release:enter the date of the beneficiary’s official release from the correctional or mental health institution. For information on prisoner releases, see GN 02607.840A, and for an NGRI persons official release, see GN 02607.850. For information on an IST persons release, see GN 02607.852 and for an SDP person, see GN 02607.854.

d. Due process

Provide the following due process information for a prisoner suspension action, if you prepared an advance notice of proposed suspension:

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    Due Process Notice Date: Enter the date you sent the due process notice in MM/DD/YYYY format;

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    Due Process Period: Check the due process period (10-day or 30-day) for the due process notice; and

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    Notice Not Required: Check this block if a first-party report caused the suspension, the beneficiary is in non-pay status, or it is a closed period of suspension.

e. Exclusion category

Check the appropriate prisoner processing suspension or PUPS/POS reinstatement exclusion, PUPS T2R suspension exception, or other systems related category:

  1. 1. 

    PUPS and PUPS/POS automated processing exclusions

    1. a. 

      PUPS suspension exclusions:

      Two PUPS suspension automated processing exclusions require special handling. These exclusions include correcting the current prisoner suspension month and year to an earlier date of prisoner suspension, or to a later date. Explain in the “Remarks” on the SSA-2790, the reason you are referring the PUPS alert or record to the PSC/OCO-ODO for further processing action. For information on processing these two exclusions, see GN 02607.740.

    2. b. 

      PUPS (PUPS/POS) reinstatement exclusion:

      Online messages states, “T2 REINSTATEMENT EXCLUSION ACTION SENT TO PSC FOR PROCESSING.” Explain in the “Remarks” on the SSA-2790, the reason you are referring the PUPS alert or record to the PSC/OCO-ODO for further processing action. For information on this PUPS/POS processing exclusion, see GN 02607.860B.1.

  2. 2. 

    PUPS T2R suspension exceptions

    PUPS T2R suspension exception cases occur when a PUPS suspension action does not properly process a prisoner suspension (LAF S7) on the MBR. Explain in the “Remarks” on the SSA-2790, the reason you are referring the PUPS alert or record to the PSC/OCO-ODO for further processing action. For information on PUPS T2R exceptions (*PENDING cases), see GN 02607.750.

  3. 3. 

    OTHER (Explain in Remarks)

    Use the OTHER category only after consultation with your Regional Prisoner Coordinator (RPSC) or regional systems staff. If you check “OTHER,” explain the processing exclusion, exception, or system-related reason for referral in the “Remarks” section of the SSA-2790. For additional information on this category of system-related processing problems, see GN 02607.995B.2. in this section.

  4. 4. 

    Remarks

    Add information in this section to explain to the PSC/OCO-ODO technician the reasons why your PUPS suspension or reinstatement processing did not or could not work. Provide information in this section to assist the PSC/OCO-ODO technician in completing their actions to suspend or reinstate the beneficiary’s monthly benefits. For example, you may want to add remarks to explain that the beneficiary’s was incorrectly suspended and the beneficiary requests reinstatement, or notify the technician that you placed a copy of the beneficiary’s official release document in NDRED.

f. FO preparer of the Form SSA-2790 (Prisoner Fax Request)

Enter information in this section to identify who completed the SSA-2790 (Prisoner Fax Request).

  • •

    Prepared by: Add your name in this field as the preparer of the form.

  • •

    Date: Annotate the date you prepared the SSA-2790 (Prisoner Fax Request) for referral to the PSC/OCO-ODO.

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    FO Code: Indicate your SSA FO code in this field.

  • •

    Telephone: Provide your SSA work number in this field.

  • •

    Ext: Add your SSA work telephone number extension, if required.

4. FO follow-up on the SSA-2790 (Prisoner Fax Request) referral

If the beneficiary’s suspension or reinstatement processed, no further action is necessary. If the beneficiary’s suspension or reinstatement action is pending, call the jurisdictional PSC/OCO-ODO prisoner coordinator contact to inquire about your SSA-2790 referral. For the prisoner contact information for PSCs/OCO-ODO, see GN 02607.990B.

 

C. PSC/OCO-ODO processing of SSA-2790 (Prisoner Fax Request)

1. PUPS suspension or PUPS/POS suspension or reinstatement exclusion processing

Upon receipt of a Form SSA-2790 (Prisoner Fax Request), the PSC/OCO-ODO will take these steps to process the SSA-2790 (Prisoner Fax Request) for a PUPS/POS suspension or reinstatement exclusion:

Steps Actions on PUPS/POS suspension or reinstatement exclusions

1

Review the FO completed SSA-2790 (Prisoner Fax Request). Specifically, review type of PUPS exclusion under the EXCLUSION CATEGORY on the SSA-2790 (Prisoner Fax Request). The FO marks the block next to the “PUPS Automated Processing Exclusion” caption. The FO also adds a remark in the REMARKS section of the form to explain the type of PUPS exclusion the FO encountered during processing of a beneficiary’s new prisoner information.

2

Review the SSA-2790 (Prisoner Fax Request) for any additional information that the FO gathered that could affect your action.

3

Check the PRSNDATA line on the MBR to determine if a beneficiary’s recorded PRSNDATA prisoner suspension periods correctly match their actual periods of prisoner suspension. If not, annotate the correct the PRSNDATA information to include all prisoner suspension periods.

4

Process your action based upon the remark that the FO annotated in the SSA-2790 (Prisoner Fax Request) REMARKS section, your review of the PUPS record, and MBR. If the SSA-2790 (Prisoner Fax Request) remark indicates:

PUPS suspension exclusion remarks:

Continuous Period of Suspension—PUPS Exclusion. For PSC/OCO-ODO processing information, see GN 02607.740D.1.b.

PUPS Earlier DOC (Conviction/Confinement) Exclusion—Continuous Period of Suspension. For PSC/OCO-ODO processing information, see GN 02607.740D.3.b.

PUPS Later DOC (Date of Conviction/Confinement) Exclusion—Date of Confinement/Conviction MM/DD/YY changed to MM/DD/YY based on new report. For PSC/OCO-ODO processing information, see GN 02607.740E.3.b.

Go to Step 5 in this chart to continue to process PUPS suspension exclusion alerts.

PUPS/POS reinstatement exclusion remark

T2 Reinstatement Exclusion Action Sent To PSC For Processing. For PSC/OCO-ODO processing information for this reinstatement alert, see GN 02607.860A.3. Continue processing this exclusion per the steps in GN 02607.995C.2. in this section.

5

Review the PUPS record to determine if the FO requested a manual incentive payment on the PUPS suspension exclusion case, if necessary. For information on instances where you must request a manual incentive payment, see GN 02607.820A.

6

The FO should annotate a remark on the Prisoner Remarks (PRMK) screen if they requested a manual incentive payment. If there is no indication on the PUPS record that the FO requested a manual incentive payment and one is payable, forward the request to the PSC Coordinator. For information on referring a case for a manual incentive payment, see GN 02607.820B.

7

If a PUPS record requires a manual incentive payment, the PSC/OCO-ODO will annotate the PUPS PRMK screen with the remark, “Manual incentive payment necessary. Case referred to PSC coordinator on MM/DD/YYYY for manual incentive payment.” Prepare an email message that includes the manual incentive payment information and send the email to your PSC prisoner coordinator. For a list of PSC/OCO-ODO Prisoner Coordinators and contact information, see GN 02607.990B.

8

If you are suspending the beneficiary’s benefits based on a PUPS suspension exclusion, send them a notice explaining our decision to stop their monthly benefits. For additional information of the beneficiary suspension or overpayment notice, see GN 02607.995C.3.b. in this section.

2. PSC/OCO-ODO PUPS/POS reinstatement exclusion processing

Upon receipt of a SSA-2790 (Prisoner Fax Request), the PSC/OCO-ODO will take these steps to process the SSA-2790 (Prisoner Fax Request) for a PUPS/POS reinstatement exclusion record.

Steps Actions for processing PUPS/POS reinstatement exclusions

1

Process the beneficiary’s reinstatement using Manual Adjustment, Credit and Award Processes (MADCAP)/ Manual Adjustment Credit and Award Data Entry System (MACADE). For information on PUPS/POS processing reinstatement exclusions, see GN 02607.860B.2.

2

Other PUPS/POS reinstatement exclusion processing reminders when reviewing the FO referred SSA-2790 (Prisoner Fax Request) include:

Query Processing Center Action Control System (PSCACS) or the Evidence Portal (EP) to see if the T2R processing action (ACR) is pending, or query the Transaction History Query (THIS). For information on THIS, see MS QUERIES 003.012. Assume there is a T2R processing action (ACR) if PSCACS shows an ACR (TOEL2 of PRISON or PRISUS).

Reinstate benefits from LAF S7 on the MBR via MADCAP/

MACADE with the month after the release date on the PUPS record.

Update the PUPS report with TYPE OF ACTION 6 - CHANGE INFORMATION ONLY if *PENDING is showing on the PUPS record. Make sure the PUPS record contains a RELEASED DATE entry.

If there are no remarks on the beneficiary’s PUPS PRMK screen, add remarks to show your review of the beneficiary’s official release documents. Add the date you faxed the release document into NDRED. End the remark with your first initial and last name, your SSA office designation code, and the current date. Close the PUPS record after updating the release information and remarks. For instructions on processing PUPS/POS reinstatement exclusions, see GN 02607.860B.2.

NOTE: If we incorrectly suspended the beneficiary as a prisoner and you are reinstating their monthly benefits, review the beneficiary’s PUPS record to determine if we incorrectly paid the correctional institution an incentive payment. Review the PUPS T2 Prisoner Status Query (P2QY), to determine if PUPS paid an IP for the Title II prisoner report. If PUPS paid an incentive payment, we must request the correctional institution to return the $400 or $200 payment. For information on requesting return of incorrectly paid incentive payments, see GN 02607.832.

3. PSC/OCO-ODO processing for PUPS T2R suspension exceptions

Upon receipt of a Form SSA-2790 (Prisoner Request Fax), the PSC/OCO-ODO will take these steps to process the SSA-2790 (Prisoner Fax Request) for a PUPS T2R suspension exception:

a. PUPS T2R suspension exception processing

The instructions in the chart provides steps for processing PUPS T2R suspension exceptions.

Steps Actions necessary to process PUPS T2R exceptions

1

Query PCACS or EP to see if the T2R processing action ACR is pending, or query the THIS. Assume there is an ACR if PCACS or EP shows a prisoner ACR (the ACR shows a TOEL2 of PRISON or PRISUS).

2

Review the PUPS T2 Prisoner Status Query (P2QY) screen prior to taking a suspension action to ensure the beneficiary’s due process period expired.

3

Process the suspension via MACADE/MADCAP based on the information shown on the T2R exception output and on the beneficiary’s PUPS record.

4

If you are placing the beneficiary into suspension (LAF S7), leave the PUPS record *PENDING. The feedback from the PRSN line on the MBR will close the PUPS record.

5

If you are not placing the beneficiary in continuing prisoner suspension, close the *PENDING PUPS record. Check to see if you must manually request a manual incentive payment. For information on requesting manual incentive payments, see GN 02607.820.

6

Suspend the benefits S7 on the MBR via MADCAP/MACADE for the appropriate period of suspension. Add the RFST of “PRISON” for a prisoner, “MENTAL” for an NGRI or “PREDTR” for a sexually dangerous person.

7

Send the beneficiary a notice explaining our decision to stop their monthly benefits For additional information of the beneficiary suspension or overpayment notice, see GN 02607.995C.3.b. in this section.

b. PSC/OCO-ODO suspension and overpayment notices

Prepare and send a suspension notice or a suspension and overpayment notice to the beneficiary to explain our stopping their benefits for prisoner suspension. In your notice, provide information on their prisoner suspension, and provide appeals language. Include overpayment information if their benefits did not stop timely. For notice information, see GN 02607.972.

D. Exhibit of Form SSA-2790 (Prisoner Fax Request)

1. Form SSA-2790 (Prisoner Fax Request) location

Obtain the Form SSA-2790 (Prisoner Fax Request) via the inForm website. Included is a link to obtain the SSA-2790 directly from this website.

Exhibit of Form

Form Completion of the Form SSA-2790 (Prisoner Fax Request)

For instructions on completing the Form SSA-2790 (Prisoner Fax Request), see GN 02607.995B.3. in this section.

To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0202607995
GN 02607.995 - Processing of Title II Prisoner Systems Exclusions and Exceptions - 08/05/2024
Batch run: 11/06/2024
Rev:08/05/2024