1

Review Prisoner Update Processing System (PUPS) records or alerts to identify incorrectly paid IPs. Some common situations to look for while processing your prisoner cases include:

• Beneficiary was in a CI or MHI for 30 days or less, or a recipient’s confinement in a public institution was for less than one full calendar month;

• Beneficiary is confined in a CI or MHI, but not convicted of a crime or legally committed by a court order, respectively;

• PUPS misidentification of an incarcerated inmate as our beneficiary or recipient, (i.e., questionable EVS code of 2, 3, 4, A, B, E and F on the PUPS record) were not verified before we accomplished the suspension or non-payment action. (For more information about a questionable EVS code verification, see GN 02607.510.);

• We paid the IP payment to an incorrect CI or MHI (i.e., a different institution reported the inmate or, not the institution recorded on the PUPS record).

For a detailed list of reasons why we incorrectly paid an IP to a CI or MHI, see GN 02607.832A.1. in this section.

Once you identified one of these reasons, review the PUPS T2 Prisoner Status Query (P2QY), or the T16 Prisoner Status Query (T6QY) screens to determine if PUPS paid an IP for the Title II or the Title XVI prisoner report.

If PUPS paid a Title II or Title XVI IP, proceed to step 2.

If PUPS did not pay an IP, STOP, you do not need to take further action.

2

After finishing your other actions on the beneficiary’s or recipient’s prisoner issue, (e.g., reinstatement of monthly benefits or payments; annotating the Prisoner Remarks (PMRK) screen with information regarding an incorrect identity issue) prepare an SSA-L4020 for the CI or MHI that received the incorrect IP.

3

After you complete the SSA-L4020, print a copy of the completed form.

Find the CI or MHI’s address on the PUPS QPID screen and mail the completed and printed SSA-L4020.

For information to obtain the address to complete the SSA-L4020 and its mailing envelope, see GN 02607.832C.2. For information on the QPID screen, see MS PRISON 002.014

Place the CI’s or MHI’s addressed envelope in your component’s OUTGOING mailbox for delivery.

4

Hit the “SUBMIT by EMAIL” button embedded on the bottom of the SSA-L4020. This action produces two email messages that transfer the completed form to other CO components.

One email message transmits a copy of the completed SSA-L4020 to the Administrative Debt Management Team (DMT), Office of Finance (OF). This email displays the completed SSA-L4020 information, notifies the DMT about the incorrect IP amount and identifies the institution who received the incorrect IP. DMT’s receipt of the completed SSA-L4020 starts their tracking and control operation for return of the incorrectly paid IP from that specific CI or MHI.

A second email message transfers another copy of the completed SSA-L4020 to the PUPS Systems Manager (i.e., Office of Income Security Programs, Office of Representative Payee and Due Process Policy). The PUPS Systems Manager adds their copy of the completed SSA-L4020 to the universally viewable SSA-L4020 IP Recoup Forms SharePoint site.

1

Ask the CI or MHI inquirer for information located on the completed SSA-L4020 in his or her possession including:

• name of the CI or MHI (incentive payee name indicated on the first two lines of the address field of the SSA-L4020), and

• facility ID code on the SSA-L4020 form notice (the facility ID code is located underneath the date), and

• location of the CI or MHI (the name of the city and the state code abbreviation for the CI or MHI is on the last line of the address field on the SSA-L4020), and

• date on the completed and mailed SSA-L4020 form notice.

2

After you obtain the information from the inquirer, access the SSA-L4020 IP Recoup SharePoint site to locate the completed SSA-L4020.

NOTE: This SharePoint site is a “view-only” site. You can read or print the completed SSA-L4020 from this site. You cannot edit or revise the SSA-L4020 using the SSA-L4020 IP Recoup SharePoint site.

3

After accessing the SSA-L4020 IP Recoup SharePoint site, go to the tab labeled “State.” Select the appropriate State using the information from the completed SSA-L4020 provided by the inquirer.

Next, locate the completed SSA-L4020 by looking for the incentive payee’s name that you obtained from the inquirer. The incentive payee’s name is located on the first and second lines of the completed SSA-L4020.

Review the completed SSA-L4020 to locate the facility ID code. You will find the facility ID underneath the date on the completed SSA-L4020. Make sure the facility code matches the information provided by the inquirer.

Finally, to ensure you have the exact notice the inquirer is referencing, match the completed SSA-L4020’s date entry to the notice date information provided by the inquirer.

EXAMPLE: The location of the CI’s or MHI’s completed SSA-L4020 on the SharePoint site is:

• State Tab = Maryland (This tab is the name of the state belonging to the state abbreviation that is part of the FID code for the facility, e.g., MD0000 = Maryland)

• Incentive payee name = Department of Corrections and Hygiene for Maryland

• Facility ID = MD0000

• Date = January 02, 2016

4

Once you locate and review the CI’s or MHI’s mailed SSA-L4020 from the SSA-L4020 IP Recoup Forms SharePoint site, respond to the CI’s or MHI’s inquiry. For instructions on answering inquiries on completed SSA-L4020s, see GN 02607.832.B.2.b. in this section.

Field Entries for the Top Right Portion of the SSA-L4020 Form

Field Office Address or PC/OCO-ODO (Street Address, City State and Zip Code)

Add your FO or PC/OCO-ODO address under the Social Security Administration line on the right-hand side of the form above the Facility ID No.

Facility ID No.

Add the six-position FID code for the incorrectly paid IP facility. Obtain the FACILITY ID code from the T16 PRISONER STATUS QUERY (P6QY) screen or the T2 PRISONER STATUS QUERY screen.

Date

Add five calendar days to the current date to allow for mailing time (the date entry = current date plus 5 calendar days for mailing time)

Field Entries for the Top Left Portion of the SSA-L4020 Form

Name of Incorrectly Paid Incentive Payee from the IPID Screen

Go to the Incarceration Report and Controls Systems (IRCS) Incentive Payment Identification Query (QPID) screen to add the CI’s or MHI’s mailing address to the SSA-L4020. Use the INCENTIVE PAYMENT DATA section of the QPID screen to obtain the Incentive Payee name and address to mail the SSA-L4020.

First and second lines of the address are the INCENTIVE PAYEE entry that is on the QPID screen. Add the Incentive Payee name to the SSA-L4020.

Use the QPID’s INCENTIVE PAYMENT DATA payee and address information to mail the SSA-L4020 because the CI or MHI provided the information contained in this section for an IP. This section also provides identification and contact information on the staff who have knowledge of the banking information for payment and receipt of a CI’s or MHI’s IPs.

Street Address

City, State, Zip Code from the IPID screen

Third address line begins with the address data under the INCENTIVE PAYEE field. Add in the entire address including street number, street, city, state abbreviation, and zip code.

Body of SSA-L4020 Notice

Paragraph 2

Description of the fill-ins

F1-1

MM/DD/YY (date printed on the correctional institution’s incentive payment (IP) notice that contains the incorrect IP we must recoup). NOTE: We place a copy of each correctional institution’s IP notice on the Online Retrieval System (ORS) when we pay an institution an IP. The IP notice provides the institution with information on the total IP deposit and it includes detailed information about each IP included in the deposit.

F2-1

$xxxx.00 (Dollar amount) (Total dollar amount of entire deposit made to the CI’s or MHI’s bank account for the month/year that we paid the incorrect IP.)

F3-1

$xxxx.00 (Dollar amount) (Amount of the incorrect IP)

F4 (1-5) Select one choice and add as the fill-in for this field

1--your institution confined our beneficiary for 30 continuous days or less

2--your public institution confined our recipient for less than one full calendar month

3--the prisoner in your institution was not our beneficiary

4--the prisoner in your institution was not our recipient

5--the incentive payment belongs to another correctional institution

F5 (1-4) Select one choice

1--our beneficiary’s early release from your institution

2--our recipient’s early release from your institution

3--the inmate’s actual identity

4--the other correctional institution’s misrouted incentive payment

F6 (Incorrectly paid IP information)

We will extract information for F6 for the incorrectly paid IP from the correctional institution’s IP notice.

Social Security Number: SSN on which we paid the incorrectly paid IP

Include only the last four digits of the SSN: XXX-XX-9999

Inmate ID: XXXXXXXXXX 10 numeric digits) If the inmate ID is less than 10 digits, add only the inmate ID information posted to the beneficiary’s or recipient’s PUPS record, or the inmate ID that is shown on the CI’s or MHI’s original incentive payment letter that is posted to ORS.

Payment: $XXX.XX (either $400.00 or $200.00)

Report Date: MM/DD/YY (e.g., 09/01/14)

Receipt Date: MM/DD/YY (e.g., 09/30/14)

Date Confined: MM/DD/YY (e.g., 08/02/14)

NOTE: Due to personally identifiable information (PII) requirements, only include the last four digits of the beneficiary’s or recipient’s SSN on the SSA-L4020 for the Inmate ID data entry.

Paragraph 4, bullet #2

Description of the fill-in

F7 Employer Identification Number (EIN)

XX-XXXXXXX (9 numeric digits) EIN for facility/reporter (We obtain this information from IRCS on the Incentive Payment Identification Query (QPID) Screen.)

1

Check for a recent address change on the IRCS Incentive Payment Identification Query Screen (QPID), specifically on the INCENTIVE PAYMENT DATA section. Review the screen and compare it against the contact information posted to the address on the SSA-L4020. If there was a recent change, follow the instructions in Step 6.

If the mailing address on the SSA-L4020 and the QPID screen Incentive Payee address are the same, follow the instructions in Step 3.

2

If the USPS returns the SSA-L4020 with a forwarding address label on the envelope, follow the instructions in Step 3.

3

If no new address is on the QPID screen or you receive a forwarding address from the USPS, contact the INCENTIVE PAYMENT DATA CI’s or MHI’s contact person listed on the QPID screen. Use the daytime phone number on the QPID screen below the CONTACT NAME. Properly identify the CI or MHI’s contact person from the facility’s QPID screen before asking for or verifying a current address to re-mail the SSA-L4020. If you obtain a current address, follow the instructions in Step 6.

If direct contact with the INCENTIVE PAYEE is not successful, and you cannot obtain a new address for the CI or MHI, go to Step 4.

4

If direct contact with the CI or MHI’s QPID’s contact is not successful, query the CI’s or MHI’s Internet website to find a better mailing address, or a telephone number to call and request a better mailing address.

Once you obtain a better mailing address for the SSA-L4020, re-mail the notice with the current date to the address provided by your CI or MHI contact and continue to follow the instructions in Step 6.

If the contact information on the QPID screen requires changes, email your RPC to update the PUPS IPID to include the facility’s most current IP address and contact information that you obtained.

Send a courtesy copy of your email message to the RPC to ^IP Refunds, and OF.Debt.Management.Team@ssa.gov to notify these components of the change in the CI or MHI’s SSA-L4020 mailing address.

If you cannot locate a new address for the CI or MHI using the Internet, follow the instructions in Step 5.

5

If querying the CI’s or MHI’s Internet website is unsuccessful, send an SSA-L2001 (Address Information Request) to the USPS servicing the address of record.

If the USPS provides you with a new mailing address for the CI or MHI, follow the instructions in Step 6.

If USPS cannot provide you a new mailing address, follow the instructions in Step 7.

6

Re-mail the notice with the current date plus five mailing days to the address provided by the QPID screen IP Contact.

Email your Regional Prisoner Coordinator (RPC) to update the PUPS Incentive Payment Identification Data screen (IPID) to include the most current IP address for the CI’s or MHI’s IP address and contact staff information, if required. For instructions on emailing your RPC for the contact information, see GN 02607.990.

Send a courtesy copy of your email message to the RPC to ^IP Refunds, and Management.Team@ssa.gov to notify these components of the mailing address change on the SSA-L4020. Add the SSA-L4020 re-mailed date to your email. This date change will inform the Debt Management Team to revise their date for follow-up recontact of the incorrectly paid CI or MHI because of the re-mailing of the SSA-L4020 to the CI’s or MHI’s new address.

7

If all alternatives for locating a current mailing for a CI or MHI fails after pursuing steps 1 through 5 in this chart, email your RPC, ^IP Refunds, and OF.Debt.Management.Team@ssa.gov to notify these components that you could not re-mail the SSA-L4020 to the CI or MHI. Explain what steps you took to locate a new mailing address for the CI or MHI and the outcome of your search for a better mailing address.

In your email message state, “Stop tracking the collection of the incorrectly paid IP until we can obtain a valid address for the CI or MHI (add the actual name of the incorrectly paid CI or MHI here).”

EXAMPLE:

“Stop tracking the collection of the incorrectly paid IP until we can obtain a valid address for ABC Jail.”

The Debt Management Team will stop pursuing recoupment of the incorrectly paid IP from the CI or MHI until we can locate a valid mailing address for the CI or MHI.