GN 02406: Failure to Receive a Check/Payment - Title II, Title XVI
TN 14 (04-00)
A. General
An OTP (type 4) payment in PMTH on the SSR may indicate an automated one-time payment (AOTP) or manual one-time payment (MOTP). An AOTP is transmitted by the FO and when it successfully processes, is reflected on the SSR. MOTPs must be manually posted by the FO after the payment is issued by DBCA. An AOTP or MOTP check should be received within 7 calendar days after the systems processing date in PMTH or the date certified to Treasury by DBCA.
IMPORTANT: Entries have been made for action that the TSC should take and when; however, for simplification, after 7 calendar days from the systems run date, the TSR should input an A-stop and send an MDW to the FO requesting that an AOTP be issued, unless abuse of the nonreceipt reporting system is a factor. If abuse is present, see GN 02406.205D. Refer to the TSCOG if there are further questions.
B. Procedure -- Nonreceipt Alleged and MOTP is not on SSR
TSC: Refer the inquiry to the servicing FO for action via the MDW or MSSICS DW01 as appropriate.
FO: If nonreceipt is alleged but no payment is reflected, check the FO manual OTP control file (SM 01901.420) to determine if an MOTP was issued but not posted to the SSR.
If the OTP action was never taken and is still appropriate, initiate an OTP immediately.
EXCEPTION: If nonreceipt is reported for an OTP to an ineligible spouse or parent, contact the RO to request that CO initiate a manual SF-1184 stop payment action.
C. Procedure - How to Process Nonreceipt of Manual and Automated OTPs
1. Query SSR to Determine Whether Check Was Issued
If not issued, determine why and take appropriate action.
If yes, go to Step 2.
2. Is Check Due?
If no:
The TSC will: Refer to PC via MDW to input an 1184 stop payment (F-stop). STOP.
The FO will: Refer to PC via MDW to input an 1184 stop payment (F-stop). STOP.
If yes, go to Step 3.
3. Have 7 Days Elapsed Since the Payment History Run Date For the Type 2 or 4 Payment?
If no, ask the claimant to call back when the 7 days have elapsed. STOP.
If yes, input an A-stop on the original check. Go to Step 4.
4. Is This a Dire Need Situation (see criteria in SI 02004.100)?
-
If no:
The TSC will: Forward to FO via priority MDW to issue AOTP for full amount of the missing check.
The FO will: Issue an A-OTP for the full amount of the missing check.
When the system computes an overpayment, a B-3 diary will be established.
After the B-3 diary is established, input an N-TAC to temporarily resolve the overpayment.
Enter “AOTP for MMDDYYYY CK“ in the SSR RMKS segment.
Go to Step 5.
-
If yes:
The TSC will:
Refer the case to the FO via MDW.
The FO will:
Issue an Immediate Payment (IP) for the amount of the missing check up to $400 ($999 effective 8/21/99);
-
Issue an AOTP for the full amount of the missing check (which serves as the replacement for the missing original check).
The IP is an advance against future payments. Depending on systems cutoff dates, the full amount of the IP will be recovered from the first or second check issued after the IP is made.
Enter “Dire need-$ IP issued; AOTP of $ also issued for MMDDYYYY CK“ in the SSR RMKS segment.
Go to Step 5.
5. Does the status code from the A-Stop indicate that the original check was cashed?
(See SM 01315.200C. for process code definitions.)
If no, go to Step 11.
-
If yes:
Input an 1184 stop payment (F-stop) on the replacement A-OTP.
Delete the N-TAC.
Enter in Remarks portion of SSR, “Orig Ck for MMDDYYYY cashed; possible forgery.“
Go to Step 6.
6. Does the A-OTP replacement F-stop response indicate the check was cashed?
If no, go to Step 11.
-
If yes:
Release the overpayment letter.
Go to Step 7.
7. Does claimant request reconsideration?
If no, pursue overpayment recovery. STOP.
-
If yes:
Have claimant complete an SSA-561-U2 to protest the overpayment and a claims package. The signed SSA-561-U2 should be received before overpayment recovery is suspended with an L-TAC. (See GN 02406.310B.1.b.)
Send the completed FMS-1133 and check photocopy to DT. Keep the completed SSA-561 and claims package copy for our records.
Input L-TAC to suspend overpayment recovery (after completed SSA-561 is received) pending final DT forgery determination. Establish a tickle file for 60 days.
Go to Step 8.
8. Is forgery decision received from DT?
If no, go to Step 9.
If yes, go to Step 10.
9. Have 60 days passed?
If no, wait until 60 days have passed, OR have the RO check CP&R, OR contact DT for status (855-868-0151).
If yes, contact the RO to check CP&R or to contact DT.
10. Was check forged?
If yes, ensure L-TAC is on overpayment. STOP.
If no, delete L-TAC and begin recovery process. STOP.
11. When credit is received from DT, delete L-TAC based on excess decision. STOP.
If the claimant does not protest the overpayment or if credit is subsequently reversed on the original type 2 or 4 payment and the L-TAC has been removed, an overpayment will automatically be established and normal overpayment procedures apply.
D. History of Abuse (See criteria in GN 02406.150A.2. - GN 02406.150A.3)
A recipient who appears to have a history of abusing the nonreceipt reporting system is alleging nonreceipt of a type 2 payment (it is unlikely that abuse would apply in the situation of a type 4 payment; however, if that occurs, please contact your Regional Office.) This is a situation where SSA wants to know the status of the missing check BEFORE a replacement is made.
1. Have 7 days elapsed since the payment history run date?
If no, ask the recipient to call back when 7 days have elapsed.
If yes, input an A-Stop on the missing check. Go to step 2.
2. Do not issue an AOTP at this point.
Because of history of abuse, SSA wants to know if the missing check was cashed.
3. If dire need is alleged (see criteria in SI 02004.100):
The TSC will: Forward case to FO via priority MDW.
The FO will: Issue an IP for up to $400 ($999 effective 8/21/99) and enter in SSR RMKS segment.
4. Diary for 2-3 weeks for return of DT status code on Q query.
IF DT sends a code 32 (outstanding check cancelled; agency credit to follow):
Issue an AOTP for the full amount of the missing check.
Enter in remarks on the SSR (see IMPORTANT below). Stop.
5. If DT sends a code 11 (check paid, photocopy to follow):
Do not issue an AOTP. Go to step 6.
6. Does recipient allege forgery?
If yes:
Have recipient complete the FMS-1133 claims package.
Forward the FMS-1133 and check photocopy to DT. Go to step 6.
If no:
No additional benefits are due; no further action necessary.
7. Was check forged (this information can be obtained from the CDN or by querying DT's CP&R system)?
If yes, issue an AOTP for the full amount of the missing check and stop (see IMPORTANT below).
If no, no additional benefits are due the recipient.
IMPORTANT: Before the AOTP is issued, check the PMTH field to make sure the system has not already reissued the check.
E. References
How to Transmit Nonreceipt of a Title XVI Payment: SM 01315.168.
How to read PMTH: SM 01601.835
One-Time Payments: SM 01901.005