Required Enrollment Information

Transcription

1 se this desktop guide in conjunction with the Quick$tart nrollment Kit to enroll recipients of Federal benefit payments for irect eposit. It can be used for the following payments: Social Security; Supplemental Security Income; Railroad Retirement annuity and unemployment/sickness benefits; Veterans ffairs compensation and pension, education MGIB, education/selected reserve, life insurance and vocational rehabilitation and employment benefits; and Civil Service retirement and survivor annuity. Quick$tart is an enhancement to the irect eposit rogram. NO: his pamphlet contains updated and revised materials not in the Quick$tart nrollment Kit. lease read carefully. Service Green Book 2000 NROLLMNS nrollment esktop Guide U Quick$tart is an enrollment process that allows depository financial institutions to use the utomated Clearing House network to transmit irect eposit enrollment information to Federal agencies. ype of Benefit ayment Social Security Supplemental Security Income (SSI) Veterans compensation and pension Veterans ducation MGIB Veterans ducation/selected Reserve* Veterans Life Insurance Veterans Vocational Rehabilitation and mployment Benefits* Civil Service retirement annuity and survivor annuity Railroad Retirement annuity Railroad unemployment/sickness With the Quick$tart service, enrollment to begin irect eposit payments is fast. Generally, to receive the next month s payment by irect eposit, the enrollment should be transmitted as follows: ransmitted by: he 15th of the month he 10th of the month he 10th of the month nytime of the month nytime of the month nytime of the month he 15th of the month he 15th of the month he 15th of the month nytime of the month *New Quick$tart pplications unique Standard ntry Class Code, utomated nrollment (NR), was created to accommodate these transactions. It can be used for first-time enrollments at your financial institution, but it is not to be used for changes to existing enrollments. he NR Standard ntry Class is a non-dollar transaction. It must contain at least one addenda record, and may contain as many as 9,999 addenda records. here are two conditions that must exist for multiple addenda to be included with one NR. 1. ll irect eposit enrollments must be for the same Federal agency benefit program. For example, do not mix enrollments for Veterans benefits with Social Security benefits. 2. hird-party processors that transmit NR entries on behalf of financial institutions must make a discrete batch transmission for each financial institution. ddenda records pertaining to one financial institution should not be included under the same NR entry as addenda records pertaining to another financial institution s irect eposit enrollments. he NR is to be used for enrolling payment recipients in the irect eposit rogram only. It is not to be used in place of the Notification of Change (NOC) process to change the routing or account numbers for existing records. Financial institutions should remind customers of the importance of reporting address changes to the benefit program agency. Guide to Federal Government CH ayments and Collections Updated May

2 esktop Guide Required nrollment Information pproved OMB No he following information is required to effect the enrollment of a recipient in irect eposit using the Quick$tart M enrollment process. his information will be transmitted in the entry detail and the addenda record of an NR transaction. (See page 3 for the record formats.) his page may be duplicated and used for data collection. O NO mail this sheet to the agency. Information obtained from the customer (payment recipient) for inclusion in the entry detail record. ype of payment: (Social Security; SSI; Veterans compensation and pension, education MGIB, education/selected reserve, life insurance and vocational rehabilitation and employment benefits; Civil Service retirement and survivor annuity; Railroad Retirement annuity and unemployment/sickness) Information obtained from the customer (payment recipient) for inclusion in the ddenda record. Customer s own social security number (SSN) SSN (o not include hyphens in the addenda record.) he recipient s own SSN may or may not be the SSN on the benefit check. Some individuals are entitled to receive benefits on the account of other individuals or on behalf of beneficiaries incapable of handling their own financial affairs. It is preferred that the customer s (recipient s) own SSN be used in creating the enrollment information. However, the enrollment can be effected if the SSN from the check is used, even if this number is not the customer s. Name of the customer (payment recipient) Last name (up to 15 positions) First name (up to 7 positions) Representative ayee indication No (0)(Zero) Yes (1) (See section on Representative ayee, page 4.) Information obtained at the financial institution. epository Financial Institution routing number RN Check igit epositor ccount Number (Up to 17 positions) ransaction ype: Checking (ype Code 22) Savings (ype Code 32) For questions about submitting NRs for a specific benefit payment, please call the corresponding Federal program agency: Federal gency Social Security dministration (for SS and SSI payments) elephone No. (215) Office of ersonnel Management (202) Railroad Retirement Board (312) epartment of Veterans ffairs (918) Updated May 2003 Guide to Federal Government CH ayments and Collections

3 NR (utomated nrollment) ntry etail Record esktop Guide Field ata Record FI No. of Receiving ddenda lement ype ransaction Receiving FI Check ccount mount Identification ddenda Company Reserved iscretionary Record race Name Code Code Identification igit Number Number Records Name/I.. ata Indicator Number U Field Inclusion M M M M R M O M R N/ O M M Requirement Contents 6 (numeric)* (blanks) (all zeros) (blanks) (numeric) (blanks) (blanks) (numeric) (numeric) Length osition *Use either 23 or 33 in Field 2. Field 3 Field 4 Field 9 rogram ayment Receiving FI Identification Check igit Receiving Company Name/I.. he following program Use the following Use the following Use the following codes payments are eligible FI Identification number number for the for the corresponding program for the Quick$tart for the corresponding corresponding for which the recipient is enrollment service program payment program payment enrolling for irect eposit Social Security SOCILbSCURIYb Supplemental Security Income SUbSCURIYbbb Veterans Compensation and ension VbCOM/NSION Veterans ducation MGIB VbUCNbMGIB Veterans ducation/selected Reserve VbUCbMGIB/SR Veterans Life Insurance VbLIFbINSUR Veterans Vocational Rehabilitation and mployment Benefits VbVOCbRHBbM Civil Service Retirement/nnuity CIVILbSRVbCSbb Civil Service Survivor/nnuity CIVILbSRVbCSFbb Railroad Retirement/nnuity (*) 1 (*) RILRObRbBb Railroad Unemployment/Sickness (*) 1 (*) RILRObUISIbbb (*) enotes a change to the Receiving FI Identification and the Check igit for the Railroad Retirement programs from the information published in the Quick$tart nrollment Kit. NO: In the codes, the letter b indicates a blank space. NR ddenda Record Field ata ddenda ntry etail lement Record ddenda ayment Related Information Sequence Sequence Name ype Code ype Code Number Number Field M M R M M Inclusion Requirement Contents * *3* * *oe*John*0\ (numeric ) (numeric) Length osition Field 3 - ayment Related Information he following uses sample information to illustrate the required information to be included in the ddenda record to effect the automated enrollment for irect eposit. 22 = Checking cct. * oe John 0 = No Rep. ayee \ 32 = Savings cct. 1 = Rep. ayee ransaction Code elimiter Receiver s FI Check igit Receiver s cct. No. Receiver s Receiver s Receiver s Representative ermina- Routing Number at Financial Institution Own Social Surname First Name ayee Indicator tor (Up to 17 positions) Security No. (Up to 15 (Up to 7 pos.) pos.) Guide to Federal Government CH ayments and Collections Updated May

4 esktop Guide Representative ayee representative payee is a person or institution that is legally entitled to accept payments on behalf of a beneficiary who has been deemed incapable of handling his/her own financial affairs. he majority of benefit recipients do not have representative payees. In processing an enrollment, it is important for the benefit agency to know that the enrollment originated from the proper authority. In cases where there is a representative payee, a 1 will be entered as the last data element in Field 3 of the addenda. In instances where there is no representative payee, a 0 (zero) will be entered into this position. he Federal Government requires that the title of accounts receiving irect eposit payments bear the name of the payment recipient and the beneficiary. ccounts established for representative payee payments reflect fiduciary interest of the representative payee on behalf of the beneficiary. (xample of an account title: John oe for Mary Smith.) his same regulation applies to institutional representative payees. he epartment of Veterans ffairs and the Office of ersonnel Management do not allow NR enrollments for representative payees. Return Reason Codes If it is necessary for a Federal agency to return an NR entry to the financial institution as unprocessable, one of the following codes will be indicated on the return: R40 Non-articipant in NR rogram he Federal program agency is not a participant in the NR automated enrollment program. R41 Invalid ransaction Code n incorrect or inappropriate transaction code is used in Field 3 of the ddenda record. R42 Routing Number/Check igit rror he Routing Number and/or the Check igit included in Field 3 of the ddenda record is incorrect. R43 Invalid FI ccount Number he receiver s account number at the FI is either missing, exceeds 17 positions, or contains invalid characters. R44 Invalid Individual I Number he receiver s SSN provided in Field 3 of the ddenda record does not match a corresponding SSN in the benefit agency s records. R45 Invalid Individual Name he name of the receiver provided in Field 3 of the ddenda record either does not match a corresponding name in the benefit agency s records or fails to include at least one alphanumeric character. R46 Invalid Representative ayee Indicator he representative payee indicator code included in Field 3 of the ddenda record has been omitted or it is not consistent with the benefit agency s records. R47 uplicate nrollment he Federal agency has received duplicate utomated nrollment entries from the same FI. For more complete information concerning return reason codes and their interpretation, refer to the National utomated Clearing House ssociation CH Operating Rules. Information For inquiries concerning FedLine, please contact your local Federal Reserve FedLine Help esk or CH epartment. For further information on Quick$tart enrollments, please contact: Your local utomated Clearing House ssociation; Your local Federal Reserve Bank; or he Customer ssistance Staff at one of the following Financial Management Service Regional Financial Centers: 1-42 Updated May 2003 ustin, X San Francisco, C (512) (415) Kansas City, MO hiladelphia, (816) (215) Guide to Federal Government CH ayments and Collections

5 aperwork Reduction ct Statement esktop Guide his information collection meets the requirements of 44 U.S.C. 3507, as amended by section 2 of the aperwork Reduction ct of You do not need to answer these questions unless we display a valid Office of Management and Budget control number. he OMB control number for this collection is We estimate that it will take about 3 minutes to read the instructions, gather the facts, and answer the questions. You may send comments on our time estimate above to: SS, 1338 nnex Building, Baltimore, M Send only comments relating to our time estimate to this address, not the completed form. U Guide to Federal Government CH ayments and Collections Updated May

6 Green Book 2000 Regional Financial Center/Routing Number able ayment rocessing he table below lists the Routing Numbers for specific payments distributed by the Regional Financial Centers (RFC). U RFC Symbol Class of ayment Routing No. ustin 220 V Retro (djustment) Questions? V Benefit Contact the ustin V UCION CHR Customer ssistance V UC CH Staff: (512) V SIN BIFI/CHR V ublic Law Chapt V INSURNC (RSRV) V (RSRV) V (RSRV) V (RSRV) V (RSRV) V (RSRV) Federal Salary ravel Vendor/Miscellaneous IRS IMF (ax) Birmingham: 449 reasury Control System ebt Management (offset payments) Operations Center Vendor/Miscellaneous Questions? ax Refund Contact Birmingham: OM Monthly nnuity (205) SS Monthly Benefit Kansas City 310 SS M (djustment) Questions? SS CM/Recurring Contact the Kansas SS CM/Recurring City Customer reauthorized ebits ssistance Staff: rime ay (816) Federal Salary ravel hrift Savings lan nnuity Vendor/Miscellaneous I SSI Monthly SSI aily Guide to Federal Government CH ayments and Collections Updated ecember

7 ayment rocessing Green Book 2000 Regional Financial Center/Routing Number able (cont.) RFC Symbol Class of ayment Routing No. hiladelphia 303 SS M (djustment) Questions? SS CM/Recurring Contact the SS CM/Recurring hiladelphia Federal Salary Customer ravel ssistance Staff: Vendor/Miscellaneous (215) SS (CM Recurring/IN L) SS (M/IN L) Branch II ayments SS/CM Recurring Cycling SS/CM Recurring Cycling SS/CM Recurring Cycling RRB aily (djustment) RRB UISI RRB Monthly San Francisco 312 SS M (djustment) Questions? SS CM/Recurring Contact the Federal Salary San Francisco ravel Customer ssistance Vendor/Miscellaneous Staff: (415) OM aily (djustment) OM Monthly Note: Current Month ccrual (CM), rior Month ccrual (M) Consumer ayment Formats Consumer payments are designated for deposit into an individual s account. hey are identified by the Standard ntry Class Code (SC) which is found in the Company/Batch Header Record (Field 6) of the payment file data. Standard ntry Class Code he rearranged ayment and eposit () is the SC code used for identifying Federal agency consumer payments. he payment entries may be accompanied by a addenda record (+) which further identifies the reason for the payment. 2-8 Updated October 2000 Guide to Federal Government CH ayments and Collections

8 Returns Green Book 2000 ction Steps 1. Contact the appropriate Federal agency. o not contact the Government isbursing Office. ayment ype Contact OM U.S. Office of ersonnel Management (formerly Civil Service.O. Box 45 Retirement) Boyers, (724) Social Security SOC SC Supplemental Security Income SU SC Bureau of the ublic ebt V Compensation or ension V BNFI Railroad Retirement Board SS rogram Service Center (Refer to p.4-9 and 4-10 for appropriate addresses). Social Security dministration Certification and ccounting Branch, nalyst Room 3--2 ast High Rise Building 6401 Security Boulevard Baltimore, M (410) Bureau of the ublic ebt Customer ssistance Branch.O. Box 426 arkersburg, WV (304) Note: Included with the letter to confirm duplicate return should be a debit advice, Return Item-Credit Form, and any other documents that confirm the duplicate return. None. Note: Returned V payments cannot be recalled. hey will be reissued to the recipient s home address. Railroad Retirement Board irect eposit Coordinator (312) For all other payment types he Federal agency s local office listed in the telephone directory. 2. romptly notify the recipient of the error. If you erroneously reported death on the CH return, advise the recipient to contact the originating Federal agency immediately to reactivate payments. dvise the recipient that the returned payment may be sent via check to his/her home. he recipient should contact the Federal agency to ensure his/her current home address is on record and that payments are handled properly. 4-8 Updated October 2000 Guide to Federal Government CH ayments and Collections

9 Reclamations Green Book 2000 able 3-B How to Respond to the Notice of Reclamation (continued) 5b. Steps to take Under Limited Liability Respond to the Notice of Reclamation so that it is received by the Government isbursing Office within 60 days from the date on the Notice. IF the outstanding total** was he RFI s obligation to the Federal govern- ment has been satisfied and the RFI must return the Notice of Reclamation, attaching proof of the repayment, so that it is received by the Government isbursing Office within 60 days of the date on the Notice. (See ypes of vidence, p. 5-24). reviously repaid to the Federal government (e.g. by the beneficiary s survivor). HN 6. IF the account balance amount is HN qual to or greater than the outstanding total Less than the outstanding total he RFI must return the full amount listed on the Notice of Reclamation by CH, not to exceed the outstanding total, within 60 days of the date on the Notice. he RFI must also return the Notice of Reclamation so that it is received by the Government isbursing Office within 60 days of the date on the Notice. Complete and sign Certification #1*** and, if the RFI had no knowledge of the death at the time the payment(s) was received or with drawn, also sign, Certification #2**** on the back of the isbursing Office Copy of the Notice of Reclamation. Original signatures are required. Return an amount equal to the account balance. Complete and sign Certification #1*** and, if the RFI had no knowledge of the death at the continued next page> ** he Outstanding otal is the sum of all Federal benefit payments received after death or legal incapacity, minus any amount returned to or recovered by the government. *** Certification #1 on the back of the isbursing Office copy of the Notice of Reclamation certifies that: the Notice to ccount Owners was sent; account owners were notified of any action the RFI has taken or plans to take against the account; and, the RFI took proper corrective action regarding any error in date of or fact of death Updated ecember 2001 Guide to Federal Government CH ayments and Collections

10 ((continued from previous page) Green Book 2000 Reclamations time the payment(s) was received or withdrawn, also sign Certification #2**** on the back of the isbursing Office Copy of the Notice of Reclamation. Original signatures are required. If the Notice of Reclamation is incorrect due to error in fact or date of death see (page 5-24). rovide a statement to the Government isbursing Office with the following information: name(s) and most current address(es) of any person(s) who withdrew funds from the account after the death. If that is impossible, explain in writing why this information cannot be furnished. U cceptable proof of payment can be... a statement of the date of return, if returned by CH; or, copies of canceled checks used to return any partial payments (include front and back of check). If the Government isbursing Office rejects the proof, it will send the RFI a Reject Notice (FMS-2940). he isbursing Office or authorizing Federal agency will verify whether the CH returns were accepted. If all CH returns were not accepted or if only a partial amount was repaid, the RFI is still liable for the balance and the reclamation process continues. Note: Retain your copy of the Notice of Reclamation, including your reply, and any returns for your records. **** Certification #2 on the back of the isbursing Office copy of the Notice of Reclamation, certifies that the RFI had no actual or constructive knowledge of the death at the time of deposit or withdrawal of any of the post-death payments; and, that the RFI has returned the amount of the account balance to the government. Guide to Federal Government CH ayments and Collections Updated ecember

11 Reclamations Green Book 2000 ime Limits for Federal Reclamations 1. INIIION OF RCLMION: he authorizing Federal agency must initiate the reclamation within 120 days after the date that the agency receives notice of the death or legal incapacity of the recipient. 2. SCO OF RCLMION: n RFI is not liable for any post-death benefit payments made more than six years prior to the most recent payment of that same type, except under the following circumstance: If the account balance at the time the RFI receives the notice of reclamation exceeds the total amount of all post-death or post-incapacity payments made by the agency during such six-year period, this limitation shall not apply and the RFI shall be liable for the total amount of all payments made, up to the amount in the account at the time the RFI receives the Notice of Reclamation and has had a reasonable opportunity (not to exceed one business day) to act on the notice. [31 CFR art (d)] 3. RFI RCION IM: he RFI, upon receipt of the government s Notice of Reclamation, has U O ON BUSINSS Y to react to that Reclamation by determining the account balance, and by preventing any further withdrawals of post-death government benefit payments from the account, if possible under the terms of the contract with the account holder. 4. RFI RSONS LIN: he RFI has up to 60 days from the issue date of the Reclamation to provide a full and accurate response to the proper Government isbursing Office. Failure to respond timely may result in a debit to the RFI s Federal Reserve account or the account of its correspondent for the total amount of the Reclamation. his debit action will be final. Note: If the Reclamation deadline is imminent, the RFI should consider using overnight mail or some similar means to be sure to meet the government s deadline. If the RFI wants proof it met the deadline, it should consider using Certified return receipt mail or similar means for a signed receipt. Follow-up to the Notice of Reclamation (FMS-2942) Follow-Up Notice is sent if the Government isbursing Office failed to receive any response within 30 days of the Notice of Reclamation; or, if the RFI s response to the Notice of Reclamation was incomplete or inaccurate. Follow-Up Notice is a reminder to the RFI that a response must be received by the Government isbursing Office no later than 30 days or the RFI will forfeit the right to limit its liability. copy of the original Notice of Reclamation is attached to the Follow-Up Notice. ny questions regarding this matter should be directed to the Government isbursing Office shown in the upper right corner of the Notice of Reclamation Updated ecember 2001 Guide to Federal Government CH ayments and Collections

12 revious debit Green Book 2000 Reclamations If the RFI has already been debited on a reclamation case, it will not be debited for an additional 45-day amount on a subsequent Reclamation on the same case, provided it qualified to limit its liability in response to the original Notice of Reclamation. However, the RFI is still required to respond to all official Notices of Reclamation in order to maintain its limited liability. U. Contacts Regional Financial Centers Claims elephone Numbers Center elephone hiladelphia Financial Center (215) Kansas City Financial Center (816) ustin Financial Center (512) San Francisco Financial Center (415) Birmingham ebt Management Center (205) Guide to Federal Government CH ayments and Collections Updated ecember

13 Green Book 2000 Instructions for financial institutions not using NOCs (continued) Notification of Change Less than 100 payments, More than SUBMI corrected photocopies 100 payments, ype of ayment of SF 1199s or letters to: CONC Coast Guard ctive uty Commanding Officer (Code S) (785) US Coast Guard ay and ersonnel Center 444 S Quincy Street opeka, KS Reserves Commanding Officer (Code RS) (785) US Coast Guard ay and ersonnel Center 444 S Quincy Street opeka, KS Retired Commanding Officer (Code R) (785) US Coast Guard ay and ersonnel Center 444 S Quincy Street opeka, KS epartment of Veterans ffairs Veterans Compensation, V Regional Office which 1 (877) ension or ducation (MGIB) maintains the veteran s records Veterans Life Insurance (215) ext Federal Salary and llotment payments (including payments by the military to civilian employees)(f SLRY) Federal employing agency authorizing the payment (address where original SF 1199s were mailed). If address is unknown, contact recipient/member. Marine Corps ctive uty FS - Kansas City Center (816) Reserve th Street ctive uty llotments Kansas City, MO U continued next page > Guide to Federal Government CH ayments and Collections Updated ecember

14 Contacts Green Book FMS Customer ssistance Staffs (CS) he table below shows the addresses and phone numbers for the Customer ssistance Staffs. Financial institutions should contact the Customer ssistance Staff if they... need marketing information have questions regarding policy or compliance issues have operational questions have questions regarding Remittance xpress (RX). Regional Financial Centers Customer ssistance Staffs hone Number ustin Financial Center Customer ssistance Staff.O. Box ustin, X (512) Kansas City Financial Center Customer ssistance Staff.O Box Kansas City, MO (816) hiladelphia Financial Center Customer ssistance Staff.O. Box 8676 hiladelphia, (215) San Francisco Financial Center Customer ssistance Staff.O Box San Francisco, C (415) Note: If at any time the Federal paying agency (i.e., SS, OM, RRB, V, B, IRS) cannot be reached, please contact your regional Customer ssistance Staff. 8-2 Updated February 2001 Guide to Federal Government CH ayments and Collections

15 Contacts Green Book efense Finance and ccounting Service (FS) Contacts Military members with questions regarding their pay should address them to their local military pay office. he following is a list of FS Contact information. For additional information, including FS vendor contact information, visit gency/ayment type hone rmy ctive uty ay (Indianapolis) (317) Reserve ay (Indianapolis) (317) Retiree ay (Cleveland) (800) nnuitant ay (enver) (800) Garnishment (Cleveland) (216) Out of Service ebt (enver) (800) Vendor ay (Indianapolis) (888) Navy ctive uty ay (Cleveland) (800) Reserve ay (Cleveland) (800) Retiree ay (Cleveland) (800) nnuitant ay (enver) (800) Garnishment (Cleveland) (216) Out of Service ebt (enver) (800) Vendor ay (Cleveland) lease contact your servicing site ( ir Force ctive uty ay (enver) (800) or SN Reserve ay (enver) (800) or SN Retiree ay (Cleveland) (800) nnuitant ay (enver) (800) Garnishment (Cleveland) (216) Out of Service ebt (enver) (800) Vendor ay (enver) (888) Marine Corps ctive uty ay (Kansas City) (800) Reserve ay (Kansas City) (800) Retiree ay (Cleveland) (800) nnuitant ay (enver) (800) Garnishment (Cleveland) (216) Out of Service ebt (enver) (800) Vendor ay (Kansas City) (816) US Coast Guard ctive uty ay (785) Reserves (785) Retired (785) Updated ecember 2001 Guide to Federal Government CH ayments and Collections