1

Access the Treasury Check Information System (TCIS) or Treasury Check Verification Query (TCVQ) screen to determine the claim number of the beneficiary.

See instructions on how to access the TCVQ screen MSOMQUERIES 003.022.

IMPORTANT: DO NOT write the SSN on the check.

2

Determine why the check was returned. If necessary, contact the remitter, the person who sent the check, to determine the reason for the check return.

• If yes, the check was returned for a valid reason (See Exhibit E below), go to step 3.

• If no, the check was returned in error, or you cannot determine the reason for the return, contact the remitter, to determine the return reason. If the remitter does not respond, contact the recipient or their representative payee. If the check was returned in error, mail it to the recipient or the representative payee. If you are able to determine the reason the check was returned, go to step 3

REMINDER: Do not process payments mailed to the FO for delivery to the recipient per GN 02401.050, or

Redirected checks sent to the FO in representative payee non-responder situations, per GN 00605.085

as returned checks or refunds.

3

Immediately stamp the check “NOT NEGOTIABLE” below the address on the check, if not yet stamped by mailroom personnel.

REMINDER: Do not write or stamp below the solid line, which extends the full length of the check. Doing so causes problems with Treasury's optical scanning equipment.

4

Determine if the returned check represents an emergency advanced payment (EAP) or a Treasury-issued immediate payment (IP) check, see RS 02801.010.

• If yes, go to step 5.

• If no, go to step 6.

NOTE: If the returned IP is a Third-Party Draft issued from the FO, follow instructions in GN 02403.016.

5

Annotate the check (in red) “SSI ADVANCE PAYMENT” or “IMMEDIATE PAYMENT,” followed by the FO code in the upper left corner of the check.

Go to step 7. (The Office of Finance does not need the reason for the return.)

6

Code the reason for the return (see Exhibit GN 02405.100F) and the date of the event that caused the beneficiary not to be entitled to the payment, if appropriate.

Write the date in (MM/YY) format on the lower left portion of the check to the right of the Statue of Liberty imprint and above the solid line that extends the full length of the check.

7

Recording the check:

• Enter the check information into DMS, per MSOM DMS 003.006 and MSOM DMS 003.007

• Write the automated receipt number in the blank space below the check number and above the money amount.

NOTE: Do not enter the attorney PIC in DMS.

REMINDER: Prepare an SSA-1395-BK manual receipt when DMS is not accessible.

References:

MSOM DMS 001.001 and MSOM DMS 003.001 for DMS input coding.

MSOM DMS 003.006 and MSOM DMS 003.007 for instructions on generating an automated receipt.

8

Give the remitter the remittance receipt produced by DMS.

9

Access the Payment Menu and update the payment history, per MSOM BUSSR 003.004.

10

Hand carry the coded check to the remittance clerk for safekeeping.

1

Request the FODRL at the end of the business dayy.

Reference:

MSOM DMS 004.006 and MSOM DMS 004.009 for how to obtain an FODRL.

2

Associate the returned check(s) with the other refunds contained on the FODRL.

3

Ensure that the FODRL agrees with the attached returned checks and other refunds.

4

Sign the FODRL on the remittance clerk line, and hand carry all documents to the remittance supervisor.

1

Review the FODRL against the mailroom and reception area logs completed that day. Ensure that all unendorsed returned benefit checks logged in that day have been stamped either:

• “NOT NEGOTIABLE”, or

• “ENDORSED AS REFUNDS”.

2

Resolve any differences between the checks listed on the FODRL, reception area logs, and actual checks received. See

GN 02403.004

GN 02403.006

GN 02403.021

GN 02403.065

3

Sign the FODRL on the remittance supervisor line.

4

Mail at the end of each work day all returned title XVI checks as follows:

Title XVI Checks (except EAP & IP Checks):

Title XVI EAP and IP Checks:

NOTE: Do not mail the FODRL with the Title XVI unendorsed Treasury check(s). Sign and file the listing. Retain the FODRL and destroy the form after one year.

REMINDERS:

Prepare an SSA-1395-BK receipt when issuing receipts out-of-office or during periods of emergency or when DMS is not accessible.

• GN 02403.130 for instructions on completing the SSA-1395-BK receipt.

• GN 02403.008 for instructions on how to process a refund received outside the Field Office.

AD

=

Change of Address (May also involve change of living arrangement)

CP

=

Change of Payee

DC

=

Smudged, mutilated but still legible

DR

=

Death of Representative Payee

DT

=

Death of Recipient

IR

=

Change in Income and / or Resources

LA

=

Change in Living Arrangement Only

MR

=

Change in Marital Status

MS

=

Miscellaneous

ST

=

Student Termination

WK

=

Work