TN 22 (02-16)

A. Process when OEIO does not have the date of death

When OEIO receives a report of death that does not contain the date of death (DOD), OEIO attempts to obtain the DOD from the reporter or the Federal Benefits Unit (FBU).

B. Process when OEIO has the DOD

When OEIO has the DOD and determines that reclamation is appropriate for IDD payments issued after the death of a beneficiary, OEIO technicians take the following steps:

1. The technician queries the International Treasury Services application (ITS.gov), the Payment History Update System (PHUS), and the Treasury Check Information System (TCIS), as appropriate, to verify that the incorrect payments issued after death have not yet been returned.

2. If the incorrect payment went outside the U.S. to a country other than those listed in GN 02408.910B.3. or GN 02408.920F, OEIO notifies the Federal Benefits Unit (FBU) of the incorrect payment and asks the FBU to do a reclamation. For the FBU’s development, see GN 02408.930.

3. If the incorrect payments went to an FI in Japan, and the total outstanding amount is at least $30, OEIO sends an MDW to the U.S. Embassy in Tokyo.

4. If the incorrect payment went outside the U.S. to a country listed in GN 02408.920F, and if the total outstanding amount is $100 or more, the OEIO technicians must send a reclamation request to KFC through ITS.gov. The technician inputs a stop-payment in ITS.gov with an event equal to the claimant’s date of death and initiates the reclamation.

   KFC does a reclamation for all payments after death, except for already returned payments and joint bank accounts. OEIO also lists the returned payments received. For a description of KFC’s development, see GN 02408.930. See process for OEIO’s follow-ups in GN 02408.910C.

5. If the outstanding amount is less than $30, OEIO takes no action to recover the funds.

6. OEIO is responsible for the reclamation under certain circumstances. For determining when OEIO is responsible for processing a reclamation request, see GN 02408.915.

C. Process for OEIO’s follow-up after sending reclamation requests to KFC via ITS.gov

When OEIO sends a reclamation request to KFC via ITS.gov, the technician places the case on hold for 45 days. When the diary matures, the technician will check ITS.gov for the status. KFC sends out two letters to the bank for reclamation. If there is no response from the bank or if partial payment returned, KFC annotates that the case is closed. If partial payment returned, OEIO follows instructions in GN 02408.945.