Effective Dates: 06/29/2018 - Present Previous | Next

TN 2 (06-18)

NL 00702.150 Enclosures

A. Introduction to Enclosure Remarks

The vehicle for associating enclosures with notices is the enclosure remark that appears on the notice. This establishes a notice "trigger mark" that in turn informs automated mailing equipment or mailroom personnel to include the correct enclosure with the notice.

The enclosure remarks as displayed on the notice are formatted automatically if systems or UTI generated or generated via the Enclosure Remarks Menu. If manually typed via #ENC003, the enclosure remarks may reflect manual entry.

M/TEXT enclosure remarks are printed on the last page of the document.

B. Description of enclosure remarks

The display of enclosure remarks on the edit screen varies and depends on the method of enclosure generation. The following rules apply:

1. Object program

Enclosures generated via the object program interface may or may not produce an enclosure remark display on the work screen and may display the remarks differently. For example, enclosures generated by MCS will produce enclosure remarks preceded by #ENC003; Notices passed to M/TEXT by MADCAP, and information “shells” transmitted by other object programs, however, will not reflect enclosure remarks on the edit screen.

2. Manual

a. Manually entered UTI's

Enclosure remarks will not be displayed on the edit screen when enclosure generating UTI's (paragraphs, exhibit letters, etc.) are entered manually.

b. Manually entered enclosures

Enclosure remarks entered manually via the #ENC003 facility are displayed on the edit screen exactly as they are typed.

c. Enclosures selected via the Enclosure Menu Screen

Enclosure remarks generated via the Enclosure Menu Screen will produce a display on the edit screen after the identifier #CTENCLOSURE. The display will appear as semicolons and X(s) (the number of semicolons and X's depending on the number of enclosures selected and screen position of the enclosure(s) selected). If enclosures are selected from the first menu screen only, one #CTENCLOSURE identifier will appear on the work screen followed by semicolon(s) and X(s). (If only the first screen is accessed, it is not necessary to answer the prompt “DO YOU WANT TO SEE THE NON-STANDARD (PRINT & RETURN) ENCLOSURES”?) If enclosures are selected from the second screen, two #CTENCLOSURE identifiers will appear on the edit screen. The first #CTENCLOSURE will be followed by semicolon(s) (and X(s) if selections were made from the first screen) and an “N”; the second #CTENCLOSURE will be followed by semicolons and an X(s). The actual enclosure name will not be displayed on the work screen when the # CTENCLOSURE model is used.

C. Procedure for Adding and Deleting Enclosures

1. Adding enclosures

Normally it is not necessary to add an enclosure remark to a notice because models have enclosure information built into them. However, if the enclosure is needed because it is referred to in dictated language, the SSA-573 should show ENCLOSURE(S) followed by the enclosure number(s). If a UTI is modeled for enclosure generation, enter the requested UTI on the document edit screen (see NL 00702.120 for adding UTI's) and the correct enclosure remark will automatically be produced on the notice.

If desired enclosure remarks are not produced because no corresponding enclosure generating UTI's are used in the notice, the enclosure remarks must be entered manually via the #ENC003 or #CTENCLOSURE models.

Use #CTENCLOSURE to generate the Enclosure Remarks Menu to view the available options. The technician should check the applicable enclosure.

Use #ENC003 when an enclosure remark is manually typed not using the Enclosure Remarks Menu. Use #ENC003 by adding a line on the document edit screen, keying #ENC003 at the left margin and pressing ENTER. Then follow the prompts.

Users are encouraged to enter enclosure remarks via the #CTENCLOSURE model rather than the #ENC003 model whenever possible. Using #CTENCLOSURE ensures that the correct mailing trigger mark(s) will be printed on the document. Manual entry via #ENC003 requires that there be a “perfect match” between the entry and the M/TEXT database or a divert trigger mark will be produced requiring manual intervention of mailroom personnel.

“Enclosure - x” (x = PSC) should be added to a document only when transferring the jurisdiction of the subsequent action to another PSC. For example, in certain instances overpayments are processed by a PSC other than the PSC taking the initial action. When adding enclosures in these instances, the proper enclosure for a refund envelope is “Refund envelope - x,” not “Refund envelope.” “Refund envelope - x” will correctly cause a divert in the mail room for manual inclusion of the proper PSC envelope; “Refund envelope” will be an automatic bin load for the PSC's own envelope requiring no manual intervention.

2. Deleting enclosures

The method of enclosure deletion depends on how the enclosure was originally associated with the notice.

a. Deleting an enclosure from a systems generated notice

  • •

    MCS

    On the edit screen, delete the enclosure generating UTI and the enclosure remark and the following “;” from the appropriate model (#ENC003 for MCS).

    For example:

    BEFORE: #ENC003; Pub 05-10018; Pub 05-10153;Pub 05-10281

    AFTER: #ENC003; Pub 05-10018; Pub 05-10281

    If the enclosure to be deleted is the only enclosure, delete the #ENC003 as appropriate via the line command “D”.

  • •

    MADCAP

    On the edit screen, delete the enclosure generating UTI

b. Deleting an enclosure generated by a manually entered UTI

On the edit screen, delete the enclosure generating UTI.

c. Deleting an enclosure established manually via #ENC003

On the edit screen, locate the #ENC003 and delete the appropriate enclosure remark and the following “;”. For example:

BEFORE: #ENC003; REFUND ENVELOPE; FORM SSA-3105

AFTER: #ENC003; FORM SSA-3105

Do not attempt to delete an enclosure from the prompt screen for the model #ENC003. This may not work properly because even if the enclosure is removed, the “;” may not be removed.

If the enclosure to be deleted is the only enclosure, delete the #ENC003 via the line command “D”.

d. Deleting an enclosure established via #CTENCLOSURE

Revisit the #CTENCLOSURE Menu Screen and delete the enclosure selection (previously established via an “X”). If only one enclosure, delete the #CTENCLOSURE from the edit screen via the line command “D”.

e. Deleting an enclosure when dictated language is involved

On the edit screen, delete both the enclosure remark and the dictated language that mentions the enclosure.

To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0900702150
NL 00702.150 - Enclosures - 06/29/2018
Batch run: 06/29/2018
Rev:06/29/2018