POMS Reference

This change was made on Apr 16, 2018. See latest version.
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GN 00905.010: Diaries on Direct Mail Requests to Claimants or Beneficiaries in Foreign Countries

changes
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  • Effective Dates: 05/12/2014 - Present
  • Effective Dates: 04/16/2018 - Present
  • TN 7 (03-90)
  • GN 00905.010 Diaries on Direct Mail Requests to Claimants or Beneficiaries in Foreign Countries
  • A. Introduction
  • These diary periods take into account international mail time. They ensure the claimant/beneficiary has a reasonable time to secure the information and for the response to reach OIO.
  • These diary periods take into account international mail time. They ensure the claimant/beneficiary has a reasonable time to secure the information and for the response to reach DIO.
  • B. Procedure— General
  • Document all contacts/attempted contacts with claimants or beneficiaries. Include copies of pertinent correspondence. However, rather than translate foreign-language requests or followup letters, show a brief explanation (e.g., “claimant asked to send birth certificate”).
  • Use diary periods other than those shown in C. if needed because of the local conditions, provided the individuals are given a reasonable time in which to get any evidence and respond.
  • Follow the general principle of an initial request and two subsequent diaries.
  • C. Procedure— Diaries
  • IF....
  • THEN....
  • Initial request
  • Diary for 60 days.
  • No reply to initial request
  • Make a followup request and diary for 30 days.
  • No response to second request
  • See D.
  • D. Procedure— no reply to direct mail requests
  • Determine whether the:
  • * Claimant/beneficiary has failed to respond because he does not want to cooperate;
  • * Claimant/beneficiary has failed to respond because he is having difficulty complying with the request; and
  • * Issue under development involves protection of the Trust Funds (e.g., preclaims earnings discrepancies, scrambled wage records, possible erroneous benefit payments, etc.).
  • 1. Individual does not want to cooperate
  • If protection of the Trust Funds is not involved, close out the case.
  • Send a second followup request containing a 30-day close out paragraph and diary the case for another 30 days.
  • Disallow the claim or close out the issue if the individual has not responded when the diary period expires.
  • Exception: If pursuing an inquiry for an individual for whom a protective writing exists, send a 6-month notice. FSPs will send the inquiries to OIO for preparation of these notices which can be sent only by SSA offices.
  • Exception: If pursuing an inquiry for an individual for whom a protective writing exists, send a 6-month notice.
  • 2. Individual having difficulty complying with the request
  • If protection of the Trust Funds is not involved, and the individual seems to be cooperating but having difficulty in responding to the request:
  • * Request the assistance of the FSP servicing the individual's address. Advise the FSP if a personal contact is necessary.
  • * Request the assistance of the FBU servicing the individual's address. Advise the FBU if a personal contact is necessary.
  • * Diary the request per GN 00904.245.
  • 3. Protection of trust funds involved
  • Develop through an FSP. Request that a personal contact be made if possible.
  • Develop through an FBU. Request that a personal contact be made if possible.
  • Diary the request in accordance with GN 00904.245.