GN 02403: Procedures for Handling Remittances and Premium Payments in the Field Office
TN 13 (05-03)
A. INTRODUCTION - FORT/CCFORT
The FORT controls the mailing of remittances from the FO to the Mid-Atlantic Program Service Center (MATPSC). The FORT establishes a control and audit trail between the receipt of a remittance in the FO and receipt of the remittance in the MATPSC. Under the new process, all remittances received in the FO are sent to the MATPSC, along with the FORT and the payment coupon automatically generated by DMS. DMS generates a separate credit card payment FORT (CCFORT) for all credit card remittance payments received during the day, and that form will accompany credit card payments sent to MATPSC.
B. PROCESS - FORT/CCFORT
The FORTs are generated by the automated system based on remittance clerk or FO management request. It is a printed listing of the remittances for which automated FO receipts were issued that day, or when the processing date was changed.
The remittance supervisor has specific duties related to the FORT (POMS GN 02403.002E.). The remittance supervisor:
Reviews the FORT and CCFORT against all programmatic remittances received and resolves discrepancies,
Ensures that all remittances have an associated coupon,
Ensures that the correct and usable coupon(s) have been included. The scanner in MATPSC relies on the data contained in the scanline. (The scanner can only read a scanline placed 1/2 inch from the bottom of the coupon.) If any corrections were made to the daily receipts, ensure that the most recent coupon is included with the remittance,
Verifies that no unendorsed returned benefit checks are included in the mailing to MATPSC. (These items should be returned to Treasury and are listed on the FODRL. On RFOR these items should be input with reason Code = B (Unendorsed Returned Benefit Check). DMS will then generate an instruction sheet bearing the Treasury addresses),
Verifies that no fee remittances are included in the mailing to the MATPSC,
Mails FORT and CCFORT each day to MATPSC. If the day’s FORT and remittances cannot be mailed the same day that the FORT is produced, they should be secured and mailed the next business day. If remittances come in after FORT is produced, they must be held in a secure location overnight and mailed the next business day.
1. When To Use FORT
The FORT(s) are used to transmit the following:
remittances from the FO to the MATPSC,
Title II and title XVI remittances are combined on the FORT.
money gifts from the FO to MATPSC, and
Medicare overpayment refunds in response to a request for assistance from a PSC.
The FORT is normally requested at the end of the day for reconciliation of receipts and forwarding to the MATPSC.
2. When To Use CCFORT
The Credit Card FORT (CCFORT) is used to transmit credit card payments. See GN 02403.006. Be sure to include the DMS-generated coupon indicating the name of the credit card, the credit card account number, and the cardholder's signature. If the remitter presents a RECOOP or ROAR generated coupon, discard it and use the coupon generated by DMS.
Remember to enter the RECOOP bill number in the bill number field of the RFOR screen.
3. When NOT To Use FORT/CCFORT
The FORT/CCFORT is not used:
to transmit fees to the Office of Finance (OF) or to the Office of Earnings Operations (OEO). Use the SSA-414-U3 as discussed in GN 02403.013 to transmit fees.
to transmit Medicare contractor's checks, unendorsed benefit checks or premium payments forwarded to CMS's lockbox. See GN 02403.030.
for saving bonds received as conserved funds. See GN 02403.015.
C. REFERENCE
How to request the FORT and CCFORT and an explanation of the contents, MSOM DMS 004.008
Processing remittances after the FORT has been requested, GN 02403.025
D. EXHIBIT
Field Office Remittance Transmittal
FIELD OFFICE REMITTANCE TRANSMITTAL
PAGE 1
SOCIAL SECURITY ADMINISTRATION 073090
PC: 2 PO BOX 3430
PHILADELPHIA, PA 19122-9985
ACCT ID NAME RECEIPT # # OF REMIT AMT CREDIT AMT
LAST FST ACCTS
123456789A SMITH JOH 90211100001 01 100.00 100.00
001012940A JONES THO 90211100002 01 50.00 50.00
010056983A ALLEN RON 90211100003 02 60.00 45.00
010056983B ALLEN VER 902111000 04 15.00
******************************END OF REPORT**************************
CREDIT
TOTAL: 210.00
FO SIGNATURE TITLE
NAME
(PRINT) PHONE*
FO SIGNATURE TITLE
NAME (PRINT) PHONE*
FO: 100 SOCIAL SECURITY ADMINISTRATION
237 W 48 STREET
NEW YORK, NY 10036
NOTE: DMS will propagate the telephone numbers.
EXHIBIT E Credit Card Field Office Remittance Transmittal
CREDIT CARD FIELD OFFICE REMITTANCE TRANSMITTAL PAGE 999
PC: 2 SOCIAL SECURITY ADMINISTRATION 073090
MID-ATLANTIC PSC
P.O. BOX 3430
PHILADELPHIA, PA 19122
[4] [5] [6] [7] [8] [9]
ACCT ID NAME RECEIPT # # OF REMIT AMT CREDIT AMT
LAST FST ACCTS
12345678901 MILLER WIL 90211100006 01 $100.00 $100.00
***********************************END OF REPORT*******************
[10]
CREDIT
TOTAL: 100
[11]
FO SIGNATURE TITLE
NAME
(PRINT) PHONE*
FO SIGNATURE TITLE
NAME (PRINT) PHONE*
[12] [13]
FO: 100 SOCIAL SECURITY ADMINISTRATION
237 W 48 STREET
NEW YORK, NY 10036
NOTE: DMS will propagate the telephone numbers.