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GN 02406: Failure to Receive a Check/Payment - Title II, Title XVI

Effective Dates: 09/29/2017 - Present

TN 41 (09-17)

A. General information regarding CPS

We pay continuing or one-time payments through CPS when:

  • a Title II beneficiary cannot receive his or her regular payment, or

  • a Title II beneficiary is receiving his or her payments, but we owe additional benefits, and the situation meets the definition of a critical case.

Delivery dates for continuing CPS checks vary slightly from the regular monthly checks and payment cycling does not apply to CPS payments.

NOTE: For information concerning when we do not permit a CPS payment see SM 00635.001H.3.

For more information on one time immediate payment criteria, see RS 02801.010.

B. Field office (FO) process for CPS nonreceipt reports

A Title II beneficiary may report nonreceipt of a CPS payment when the Master Beneficiary Record (MBR) and Payment History Update System (PHUS) indicates we issued the payment. If the appropriate delivery time elapsed (approximately seven days), the field office (FO) reviews the check status symbol (CSS) on the CPS record to determine the type of CPS payment. The FO also reviews the Record Activity Indicator (RAI) on the CPS record to determine whether the record is active or inactive.

If the circumstances warrant, the FO can reissue the missing check by CPS when the RAI is “I” (inactive). However, the processing center (PC) must reissue the payment if:

  • the CPS record is in continuing payment status; or

  • we issued a one-time payment (OTP) less than 10 days ago and the RAI is “A” (CPS does not deactivate an OTP until 10 days have passed).

NOTE: You can record an immediate payment (IP) on CPS regardless of the RAI. For more information on IPs, see RS 02801.010.

C. FO procedure to issue IPs for nonreceipt of CPS payment

Use the PEN1 to determine the type of CPS payment issued. The PEN1 screen indicates either a CPS Monthly Payment (CPSM) or CPS One-Time Payment (CPSO). Use the following FO instructions chart in this section to process the payments.

NOTE: You are unable to input CPSO payments via the Post Entitlement Online System (POS) nonreceipt process.

IF

THEN

CPSM, PHUS event code 044, and RAI = I or A

Seven days after the run date, input nonreceipt (B- or C-stop) using the POS screen. The screen shows blanks in the check range and check issue date fields. To obtain the check range and check issue dates:

  • Complete a Payee Query in TCIS’s Integrated View and locate the missing Check payment in the “Payment Listing.”

  • Review the “Payment Details” tab to obtain the “Paid Date” and the “Check Number.”

  • For “CHECK ISSUE DATE” on the PEN2 Input the “Paid Date” as MMDDYY.

  • For “CHECK RANGE”: input the last eight digits of the “Check Number.”

CPSM, Dire Need, and RAI =I

  • Issue an IP not to exceed $999 and initiate a CPS check for the balance, if any.

  • DO NOT INPUT NONRECEIPT.

  • Enter C43 in the TPT field.

  • Enter “INPUT STOP PMT SFT-F FOR ORIG PMT DTD MM/DD/YY-REPLCMT PMT MADE BY IP/CPS IN LIEU OF N/R” in the NPF field.

These actions replace the full missing payment and alerts the PC to input an F-stop “stop payment” action on the original check.

CPSM, Dire Need, and RAI = A

  • Issue an IP not to exceed $999.

  • Input a B- or C-stop.

The IP causes an overpayment that will adjust against subsequent benefits due. For more information on CPS overpayment, see SM 00635.050 and SM 00848.366.

CPSO, PHUS event code 042, and RAI = I

  • Transmit the SSA-3263 (Critical Case Direct Input) to issue payment through CPS.

  • Request the PC to input F-stop on missing payment via priority MDW.

  • DO NOT INPUT N/R.

CPSO, PHUS event code 042, and RAI = A

Send the PC a priority MDW requesting the PC to reissue a payment as a PMA via the Manual Adjustment Credit and Award Data Entry system (MACADE/MADCAP) or as an OCO A-. Request the PC to input an F-stop on the missing payment. References concerning the OCO A-, PMA, SSA-1257, and F-stop input, see GN 02406.201E in this section.

CPSO, Dire Need, and RAI = I

  • Issue an IP not to exceed $999 and initiate a CPS check for the balance, if any.

  • DO NOT INPUT N/R.

  • Enter C43 in TPT field.

  • In CPS remarks show, “INPUT STOP PMT SFT-F FOR ORIG PMT DTD MM/DD/YY-REPLCMT PMT MADE BY IP/CPS IN LIEU OF N/R.”

These actions replace the full missing payment and alerts the PC to input an F-stop, stop payment action on the original check. For more information on F-stop see GN 02408.025.

CPSO, Dire Need and RAI = A

  • Issue an IP not to exceed $999.

  • Send the PC a priority MDW requesting the PC to pay the balance, if any, via MACADE/MADCAP OR OCO A- and to input an F-stop on the missing payment.

D. PC procedure for nonreceipt of CPS payments

Use the instructions in the chart in this section to process CPS nonreceipts.

IF

THEN

CPSM dire need situation, referred to PC, and RAI = I

Input an F-stop on the missing payment.

CPSM dire need situation, referred to PC, IP issued in FO created an overpayment, and RAI =A

Adjust against subsequent benefits due.

CPSO Payment, FO replaced payment through CPS, and RAI = I

Input F-stop on missing payment.

CPSO Payment and RAI = A

  • Replace missing payment through MACADE/MADCAP or OCO A- via instructions in SM 00630.242.

  • Input an F-stop on missing payment.

CPSO Payment dire need situation referred to PC and RAI = I

Input F-stop on missing payment.

CPSO Payment dire need situation, IP issued in FO, referred to PC to pay balance, and RAI = A

  • Pay balance, if any, through MACADE/MADCAP or OCO A-.

  • Input F-stop on missing payment.

NOTE: If double check negotiation (DCN) occurs due to an individual cashing the replacement and the original check, see GN 02406.300 and GN 02406.310.

E. References

  • GN 02408.025 Manual F-Stop Process for a Courtesy Check Issued Due to a Non-receipt Claim

  • SM 00630.242 Event 042 PMA CHK

  • SM 00630.370 Event 170 REPLACE PMT

  • SM 00635.000 Critical Payment System (CPS)-Table of Contents

  • SM 00635.070 Field Office (FO)/N8NN Transmission Process

  • SM 00635.450 How to Input Data from Form SSA-3263

  • SM 00635.605 How to Obtain the Critical Payment System (CPS) Records

  • SM 00848.305 Coding “AA” (Miscellaneous Additions) Special Entry

  • MS INTRANETCPS 001.001 Critical Payment System- Overview

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GN 02408: Stop Payments and Reclamations
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