GN 02607: Prisoner Provisions
TN 3 (02-02)
A. Procedure - completion of PUPS alert processing
1. Processing of Suspension Actions
After verifying the identity of the inmate, and determining that suspension of benefits is appropriate, the SSA employee should follow the chart below:
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STEPS |
ACTIONS |
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1 |
Determine the source of the inmate report. |
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2 |
Send advance notice to the beneficiary/representative payee, if appropriate. See GN 02607.970A. for the advance notice to send to the beneficiary based on the source of the inmate report. Mail advance notification to the beneficiary at the address of record on the MBR. NOTE: Do not change the mailing address of the beneficiary unless the beneficiary personally requests it. |
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3 |
Suspend benefits using PUPS. See GN 02607.700A.2. for PUPS automated processing exclusions. Suspend the benefits based on the source of the inmate report using PUPS (if no PUPS automated processing exclusions exist) per GN 02607.700B. and the instructions in GN 02607.700C. Select the Correct PUPS record to suspend benefits on per GN 02607.710. |
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4 |
Check the Reporter Identification Code (RID) and the Facility ID Code (FID Code) to make sure they are correct. Change the RID and FID codes, if necessary, to reflect the correctional or mental health institution that provided the conviction or commitment information to SSA. If the information came from a source that does not have a reporting agreement with SSA; e.g. a court system, social worker, newspaper report, non-correctional institution source, etc., code the RID code as "OTHR." See GN 02607.460 for instructions on accessing the IRCS screens to obtain RID and FID codes for reviewing PUPS alerts and changing the RID/FID codes. |
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5 |
If the conviction date is earlier than the date of confinement on the PUPS record, change the date of conviction to equal the date of confinement on the PUPS record. Annotate the correct date of conviction in the Remarks section on the PMRK screen for the PUPS record. NOTE: This step is necessary in order to pay the correct amount of incentive payment to the facility. PUPS calculates the title II incentive payment amount based on the conviction date and the SSA receipt date, not the confinement date and SSA receipt date as it does for title XVI PUPS records. |
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6 |
Check the receipt date on the PUPS record to make sure it reflects the date that SSA received the report of conviction and confinement for the beneficiary that would cause SSA to suspend the title II benefit. If the receipt date was annotated from the beneficiary's previous arrest (without a conviction), update the receipt date to equal the date that SSA learned of the conviction and confinement. |
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7 |
If there are multiple PUPS records for the same individual, assure that all other pending PUPS records are closed. See GN 02607.710A.2. for clearing other PUPS pending records. |
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8 |
Check to see if the beneficiary has possible title XVI entitlement and, if found, process per GN 02607.705 |
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9 |
Determine if a manual incentive payment will be necessary to pay the institution for the inmate report. See GN 02607.820 for manual incentive payment information. |
2. PUPS Automated Processing Exclusions
a. List of PUPS Automated Processing Exclusions
Do not use PUPS to do a suspension if:
the suspension is for an earlier month and date of confinement than is currently posted to PUPS and the MBR and an incentive payment has been paid on this PUPS record; or
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the suspension month is incorrect and must be changed to a later month/date of confinement than is currently posted to PUPS and the MBR.
EXAMPLE: The beneficiary was convicted and confined on 3/15/00 and he will be in jail for at least 10 years. The beneficiary was previously terminated on 12/99 (LAF T8). The suspension action to terminate the benefits T8 was not done until COM of 04/00. A new period of disability was established for the beneficiary and reentitlement to benefits began on 06/00. We are now processing the suspension action for S7 in COM 08/00.
PUPS/SALT cannot properly process this type of suspension because the effective date falls within a period of non-entitlement, i.e., 12/99 - 05/00.
b. Suspending Benefits When a PUPS Automated Processing Exclusion Exists
See GN 02607.740 for instructions for suspending benefits when a PUPS Automated Processing Exclusion Exists.
B. Procedure - PUPS processing based on reporter ID code
1. Reporter ID Code Equals "SELF" on the PUPS Record
If the reporter ID equals "SELF," PUPS passes the suspension action to SALT. SALT transaction is processed overnight to change the LAF on the MBR to S7 and to annotate the correct RFST for the beneficiary.
Update PUPS by inputting the Type of Action of "1" SUSPENSION, ACTION EFFECTIVE DATE, and CONFINEMENT TYPE. Add REMARKS to help explain the suspension action.
NOTE: The ACTION EFFECTIVE DATE is the month SSA should suspend the benefits. (PUPS will process the suspension action immediately.)
2. Reporter ID Code Is Other than "SELF" on the PUPS Record
If the reporter ID does not equal SELF; e.g., OTHR, 3XXP, etc., PUPS passes the suspension action to SALT. SALT orbits the transaction for either 15 or 35 days (this time period is computed based on the NOTICE DATE and the selection in DUE PROCESS PERIOD fields on the PUPS record.) After the time period expires, SALT changes the LAF on the MBR to S7 and annotates the correct RFST for the beneficiary.
a. Reporter ID Code is "OTHR"
Update PUPS by inputting the Type of Action of "1" SUSPENSION, ACTION EFFECTIVE DATE, T2 NOTICE DATE, CONFINEMENT TYPE, AND DUE PROCESS PERIOD (Select "1" for 10 days). Add REMARKS to help explain the suspension action.
NOTE: The ACTION EFFECTIVE DATE is the month SSA should suspend the benefits. (PUPS will add 15 days to the date shown in T2 NOTICE DATE to determine when to process the suspension.)
b. Reporter ID Code is a State or Local Correctional or Mental Institution Code (e.g., 3CAP, 4100, etc.)
Update PUPS by inputting the Type of Action of "1" SUSPENSION, ACTION EFFECTIVE DATE, T2 NOTICE DATE, CONFINEMENT TYPE, AND DUE PROCESS PERIOD (Select "2" for 30 days). Add REMARKS to help explain the suspension action.
NOTE: The ACTION EFFECTIVE DATE is the month SSA should suspend the benefits. (PUPS will add 35 days to the date shown in T2 NOTICE DATE to determine when to process the suspension.)
3. T2R Exceptions
If the PUPS transaction that is sent to T2R to suspend the benefits does not work, T2R immediately generates an exception to the FO or PC that input the PUPS action.
See GN 02607.750 for processing T2R Exceptions.
C. Procedure - remarks on PUPS records
1. General PUPS Remarks
You should always annotate remarks on the PUPS PRMK screen. Adding REMARKS to the PRMK screen on each PUPS action assists in processing cases. The remarks you add to the PUPS record will help the next technician understand the action you took on a record and assist them in performing their current task. The remarks you make on a PUPS record provide a documented historical record of a beneficiary's incarceration/commitment history. They can also provide valuable notes to an SSA technician on a beneficiary's mental or emotional state, or criminal tendencies, if the beneficiary visits an SSA office.
2. Mandatory PUPS Remarks:
Add remarks to:
Documenting development actions and results for a PUPS record.
Transferring PUPS PENDING records from one SSA servicing location to another. (See GN 02607.465 for instructions on annotating PUPS remarks in this situation.)
Annotating information about a beneficiary residing in an institution 30 calendar days or less. (See GN 02607.730C for instructions on annotating remarks in this situation.)
Annotate the correct date of conviction to the PRMK screen when the date of conviction occurs before the date of confinement to the institution. (See GN 02607.700 A.1. for instructions on annotating remarks in this situation.)