TN 44 (12-17)

A. Introduction to CPEs

A CPE is a certified record of payments that may be used for legal purposes, including as evidence in a court of law. CPE requests may derive from local courts, private sector attorneys, or other entities seeking verification of benefit information (for example, for child support enforcement cases or fraud in the Supplemental Nutrition Assistance Program (SNAP), formerly known as Food Stamps). CPE requests are priority cases and should be processed within 20 business days of receipt.

B. Requests for payment extracts from local courts, private sector attorneys, or other entities

To prepare correspondence for a CPE, prepare the following:

• Cover memorandum (Follow the instructions in Exhibit 1 in GN 02406.147F.);

• Authorization for certification of the extract (Swear Statement) (Follow the instructions in Exhibit 5 of GN 02406.147F in this section.); and,

• CPE (follow the format shown in Exhibits 6 and 7 GN 02406.147F in this section.)

  NOTE: Exact style may vary in the different processing centers and components.

Include the following items in the correspondence:

1. A short introductory paragraph that includes the beneficiary's name and the timeframe covered by the extract;

2. The payment history including:

   • Issue date of the check;

   • Exact amount of payment;

   • Explanation of the payment and payment period;

   • Extract of data relating to negotiated checks only; and

   • An explanation of any change in Hospital Insurance and Supplemental Medical Insurance (HI/SMI)

     IMPORTANT: Do not include non-negotiated checks (such as a returned check) in the extract.

3. Annotate the check range in the “Represented Payment for” column for all prior month accruals (PMAs) and Critical Payment System (CPS) payments;

4. An explanation of any check that represented an overpayment;

5. If the beneficiary identification code (BIC) involved has a payee change, annotate the dates of the change in the opening paragraph; and

6. If a financial institution is involved, show the name and address of that institution.

Mail or fax the completed request to the regional office address listed under GN 02406.147D.

C. Processing Office of the Inspector General (OIG) requests for CPEs

OIG requests CPEs for use in prosecuting fraud cases. These extracts are acceptable as evidence at fraud hearings in lieu of certified photocopies of checks and of testimony by the SSA official identified as the keeper of record.

OIG submits requests for all CPEs from the corresponding Payment Service Center’s Regional Center for Automation, Security and Integrity (CASI). You can identify these extract requests by the CASI flag. See Exhibit 2 in GN 02406.147F. For OIG requests, CASI will:

• distribute copies of the CPE;

• provide the address of the OIG contact requesting the CPE; and

• provide a reference number, if applicable.

D. RO mailing addresses for Title II CPE requests

Mail or fax completed CPE requests to the regional office address listed in the following chart:

Mail or fax completed CPE requests for PC7 and PC8 to the address listed below.

Office of Central Operations (PC7 or PC8)

Social Security Administration

Office of Central Operations

Center for Automation, Security and Integrity

1500 Woodlawn Drive

PO Box 32921

Room 7040 SWT

Baltimore MD 21241

Fax: 410-597-0140

Email: ||OCO Integrity Branch

E. Processing Title XVI requests for CPEs

To request Title XVI payment extracts, complete the request letter as appropriate. See GN 02406.147F for an example of the request letter. Email (preferred), mail or fax the information to the regional office of jurisdiction at the following address:

F. Example of formats to use when requesting payment extracts

Use these examples as a guide to format your request for CPEs. OIG uses one form to request CPEs for both Title II and Title XVI.

1. Exhibit 1 Example of Extract Cover Note

Social Security Administration
Regional Office- __________________
Date:

Special Agent's Name
Special Agent's Title
SSA/OIG
6401 Security Boulevard
Baltimore, MD 21235

Dear (Agent's Name):

This is in reference to your letter dated ____________, about payments made to ___________(Recipient's Name), Social Security number _____________ for the period _____________ through _______________ . Please see enclosed extract.

If you have any further questions regarding this, please contact __________________, Region _____, at _________________ .

Sincerely,
(Name)____________
(Title)____________
Regional Office ____________

Enclosure

2. Exhibit 2 OIG Payment Extract Request Format for Title II and Title XVI

Office of the Inspector General
Office of Investigations
Social Security Administration

Date:         _______

To:         Social Security Administration (Regional Offices addresses)
Fax:

From:        _______________________________________

                  _______________________________________

Subject:      Request for: ­­­­­­­­­­­­­­­­­­­­__________________________________________________

RE:            SSA OIG OI File Number (SSN) ________________________________

In conjunction with an official investigation being conducted by this office, this is a request for (if requesting payment extract, provide period of time covered):
_________________________
_________________________
_________________________

Please forward the documents identified above to _______________________ at the following address no later than ___________

                     ­­­­­­­­­­­­_________________________________________________

                     ­­­­­­­­­­­­_________________________________________________

                     ­­­­­­­­­­­­_________________________________________________

                     ­­­­­­­­­­­­_________________________________________________

                     ­­­­­­­­­­­­_________________________________________________

                     (Requester phone number: _____________________) 

3. Exhibit 3 Form to Request Title II Payment Extract

Request of Title II (SSA) Benefit Payments

Send to:

Social Security Administration

Center for Security and Integrity

(Insert the Processing Center of jurisdiction address )

Requests involving all Foreign Claims and Disability Claims under Age 55        

Please prepare:

of benefits for all payments issued to the following beneficiary (ies) under the following Social Security number(s) during the listed period:

Social Security Number (SSN):                          

Time Period for record of payments (only months/years involved in investigation)

This request is part of an investigation of a possible fraud/violation of the _______________________________________________ program(s).
Case Number: _______________
Name of Requester: _______________
Title of Requester:  _______________ 
Office of Requester: _______________         

Requester Phone NO: _______________                   

Date:  _____________              Signature _____________    

4. Exhibit 4 Cover Memorandum to the Office of Investigation

Letterhead Memorandum Paper

 (Claimant's name), Request for Certified Extract (Request dated ______) (Include reference number in the subject line)          

Attached are the authorization for certification of extract records, certified extract of benefits for payments issued to all beneficiaries on this account from _________through__________.

Payments certified for the period______through______were for payment via direct deposit to (Bank’s name and address), for deposit to checking/savings account number ______and identified by the routing and transit number
(RTN)                                                    .

  (Complete only if applicable)   

                
(Director's Signature)
  

                
(Director’s Name)

Process Division__________
Attachments

5. Exhibit 5 Authorization for Certification of Extract from Records

Baltimore, Maryland 21241
Refer to:              

 (Requesting office Name and Address)

CERTIFICATION OF EXTRACT FROM RECORDS

In accordance with provisions of Title 42, United States Code (USC), Section 904, and the authority vested in me by 42 U.S.C. 902, I hereby certify that I have legal custody of certain records, documents, other information established and maintained by the Social Security Administration, pursuant to Title 42, United States Code, Section 405, and that the annexed is a true extract from such records in my custody as aforesaid.

I further certify that all signatures of the Social Security Administration officials on the annexed document(s) are genuine and made in accordance with the signers’ official capacity

IN WITNESS WHEREOF, I have set my hand and caused the seal of the Social Security Administration to be affixed this ________day of_______.

          
(Director's Signature)
            
(Director's Name)

6. Exhibit 6 Extract Request Format

Social Security Administration
Refer to: ________

To Whom It May Concern:

The following Social Security benefits in the chart below were certified for payment to John Doe and Jane I. Doe under Social Security claim number 000-00-0000 for the period July 3, 1997 through June 3, 1998 and have not been reported as non-receipt items.

7. Exhibit 7 Request for Title XVI Payment Extract

Social Security Administration
Request for Title XVI Payment Extract

To: Social Security Administration (Regional Offices addresses)
Fax:

From:

Subject: Request for: (check one)

 ____(a) Certified extract (court date scheduled for) ______ or  ______ (b) Extract (no court date scheduled) of benefits for all payments issued to (Recipient's Name)_____________ , (Payee's Name, if appropriate)____________ , (Recipient's SSN)     ______________ for the period of ________ through (use MM/YY format).

Please forward the materials requested to the following name and address
by__________________.

_______________________________

Phone:   ___________________             

 Requester's Signature: _________________                  Date: _______________

Thank you for your assistance in this matter.

8. Exhibit 8 Example of Title XVI Payment Extract

Social Security Administration
Regional Office ______________

I, _________________________, Social Security Administration, Region ___, hereby certify that the following business system records of the Social Security Administration pertain to the record of (Recipient's Name ) ________________ , Social Security number _________________ .

I further certify that the records of the Social Security Administration show that eligibility for the Supplemental Security Income (SSI) payments as of (Date)____________ , under Section 1602 of the Social Security Act were paid to (Recipient's Name) __________________ .

Below is the record of the SSI payment(s) for the period you requested. I further certify that the current representative payee is (Representative Payee's Name, when appropriate) ___________________.

Sincerely,
  
(Name) 
   
(Title) 
   
 Regional Office _____________________