TN 35 (06-18)

Request a handwriting analysis for a cashed check older than 12 months old only if the beneficiary, recipient, or representative payee did not file nonreceipt timely, and the missing payment is a part of an overpayment on the record.

A. Assembling the handwriting analysis package

When we need a handwriting analysis on a check older than 12 months, manually prepare the Check Information and Payee Signature (CIPS) letter and the handwriting analysis cover letter. Attach additional signature standards currently in SSA records (signed SSA-795) for each handwriting analysis request.

The handwriting analysis cover letter located in section NL 03001.060 consists of five sections:

1. Agency Case Contact Information;

2. Payee Name and Account or ID Number;

3. Questioned Items (i.e., check number);

4. Standard (signature); and

5. Any other instructions to assist Treasury with its determination.

B. Retrieve photocopies for Title II cases

Check copies containing the beneficiary’s signature must accompany the documentation for a handwriting analysis.

Take the following actions to obtain Title II check copies:

1. Field Office (FO) actions

FOs take the following actions:

1. Access the Treasury Check Information System (TCIS) to obtain check copies, if available;

2. Contact Treasury at (855) 868-0151 to request an original photocopy of the check if the photocopies of the check(s) are missing, cannot be located or are not available on TCIS;

3. Set a 30-day control for return of original photocopies; and

4. Follow up with Treasury at (855) 868-0151 if they do not send the photocopies.

2. Program Service Center (PSC) actions

PSCs take the following actions:

1. Access TCIS to obtain check copies, if available;

2. Search eView, NDRED, Read Only Query System (ROQS) or paperless to see if the check photocopy is available if the check is not available in TCIS;

3. Contact Treasury at (855) 868-0151 to request an original photocopy of the check if TCIS is unavailable or there are no check copies available;

4. Set a 30-day control for return of original photocopies; and

5. Follow up with Treasury at (855) 868-0151 if they do not send the photocopies.

C. Retrieve photocopies for Title XVI cases

The FOs take the following actions:

1. Access TCIS to obtain check copies, if available;

2. Contact Treasury at (855) 868-0151 to request an original photocopy of the check if TCIS is unavailable or there are no check copies available;

3. Set a 30-day control for return of original photocopies; and

4. Follow up with Treasury at (855) 868-0151 if they do not send the photocopies.

D. Obtain completed Request for Check Information and Payee Signature (CIPS) letter

The CIPS letter is the only letter the Treasury QDB accepts to request a handwriting analysis.

If the beneficiary returns the completed CIPS letter to SSA, see instructions for reviewing the letter prior to forwarding it to Treasury for a handwriting analysis in GN 02401.912.

1. PSC actions

The PSC takes the following actions:

1. Prepare a separate request for CIPS letter for each check submitted for handwriting analysis;

2. Scan a photocopy of the check(s), and the request for CIPS letter into Paperless as non-actionable;

3. Mail the documents (check photocopy and CIPS letter) to the beneficiary for examination and completion, per NL 03001.055;

4. Include a self-addressed envelope for return of the documents to the PC and set a 60-day control for return of the forms;

5. If the request for CIPS Letter is not returned within 60 days, resend material to the beneficiary;

6. Upon receipt of a completed CIPS Letter, review the letter to ensure the beneficiary completed the form and signed all six boxes;

7. After examining the check copy, if the beneficiary does not wish to pursue the nonreceipt allegation (e.g., he or she recognizes his or her own signature), scan the completed form into paperless as non-actionable. The responses to the questions on the signed form provide the necessary information to make this determination; and

8. For additional information on reviewing the form prior to a handwriting analysis, see instructions in GN 02401.912.

2. FO actions

The FOs take the following actions:

1. After obtaining photocopy(ies) from TCIS, eView or the PC, mail a photocopy of the check(s), and the request for CIPS letter to the beneficiary or recipient for examination and completion.

   NOTE: These are the only letters we will use to request a signature for a handwriting analysis. To view the request for CIPS letter, see NL 03001.055.

2. Provide assistance when necessary if the beneficiary or recipient visits the FO directly.

3. Prepare a separate request for CIPS letter for each check submitted for handwriting analysis.

4. Scan a photocopy of the check(s), and the request for CIPS letter into Paperless as non-actionable.

5. Include a self-addressed envelope for return of the documents to the FO and set a 60-day control for return of forms. Upon receipt, retain a copy of the CIPS letter in an electronic file.

6. If the beneficiary or recipient does not return the request for CIPS letter within 60 days, resend the material to the beneficiary.

7. Upon receipt of a completed CIPS letter, review the letter to ensure the recipient completed the form and signed all six boxes.

8. After examining the check copy and you determine based on the responses on the form that the beneficiary or recipient does not wish to pursue the nonreceipt allegation (e.g., he or she recognizes his or her own signature), scan the completed form into paperless as non-actionable. The responses to the questions on the signed form provide the necessary information to make this determination.

9. Retain a copy of the completed CIPS letter in the electronic file.

10. For additional information on reviewing the form prior to submitting it for a handwriting analysis, see instructions in GN 02401.912.

E. Check Information and Payee Signature Letter (CIPS) returned incomplete

If the beneficiary or recipient returns an incomplete CIPS Letter (questions left unanswered, signature examples are missing) take the following actions:

NOTE: Do not direct the beneficiary, representative payee, or recipient to contact Treasury. Only SSA technicians will coordinate with Treasury.

1. PSC actions for Title II cases

PSCs take the following actions:

1. Re-mail the incomplete CIPS letter to the check payee informing him or her to complete the incomplete items on the form to expedite processing. Control for 30 days;

2. If the PC does not receive the completed CIPS letter in 30 days, attempt to contact the beneficiary via phone;

   1. If no response to phone contact, forward the material to the FO for follow-up. The FO will contact the beneficiary to come in and complete the CIPS letter; and

   2. If no response to FO contact, the FO technician will scan material into an electronic file.

3. If the beneficiary returns the completed CIPS letter to SSA, see instructions for reviewing the letter prior to forwarding it to Treasury for a handwriting analysis in GN 02401.912.

2. Office of Financial Policy and Operations, Division of Benefit Certification and Systems Analysis (DBCSA) responsibility for Title XVI cases

If the DBCSA receives a Title XVI CIPS letter, the technician will forward it with a transmittal to the FO for completion.

3. FO responsibility for Title XVI cases

If the FO technician receives an incomplete CIPS letter, contact the recipient to complete the letter.

For PC referrals forward completed materials back to the PC.

For DBCSA referrals, the FO retains an electronic file copy of the completed materials and processes original documents per GN 02401.912.

If the recipient returns the completed CIPS letter to SSA, see instructions on reviewing the letter prior to forwarding it to Treasury for a handwriting analysis in GN 02401.912.

NOTE: Do not direct the beneficiary, representative payee, or recipient to contact Treasury. Only SSA technicians will coordinate with Treasury.