Special Payroll Processing System Mainframe/Block Mode Format (SPPS)

Beneficiary Claimant Information

Beneficiary is option 2 on the Death Case Menu screen. This option is used to add, change, or delete information regarding the deceased employee's beneficiary(ies).

Note: A record for each beneficiary must be established before processing.

Adding, Changing, or Deleting Beneficiary Information:

1. Type 2 at the Select Option (1-7) prompt on the Death Case Menu screen.
2. Press Enter. The Beneficiary Claimant Information screen 1 of 2 is displayed.

   

3. The SSNO, Agency, and Name are system generated. Complete the remaining fields as follows:

   SF Document - Form No Field	Description/Instruction
   1152 - Completed and on File	Type Y (yes) if there is a completed Form SF 1152, Designation of Beneficiary, Unpaid Compensation of Deceased Civilian Employee, on file. Type N (no) if there is no completed SF 1152 on file.
   1153/1155 - Received, Signed, & Witnessed	Type Y (yes) if the Form SF 1153, Claim For Unpaid Compensation of Deceased Civilian Employee, or Form SF 1155, Claim For Unpaid Compensation of Deceased Civilian Employee (No Designated Beneficiary or Surviving Spouse), has been received in the personnel office, signed and witnessed. Type N (no) if the applicable form has not been received by the personnel office or if any signatures are missing. Note: There must be a completed Form SF 1153 or SF 1155 submitted for all claimants.
   Date Signed (MMDDYY)	Type the date (MMDDYY) that the SF 1153 or SF 1155 was signed and witnessed. Note: Payment cannot be disbursed to the beneficiary claimant(s) if this field is not completed.
   Claimant No	System generated and identifies the order in which the beneficiary claimants were entered.
   Minor	Type Y (yes) if the beneficiary claimant was less than 18 years of age when the SF 1153 or SF 1155 was signed and witnessed. Type N (no) if the beneficiary claimant was not a minor when the SF 1153 or SF 1155 was signed and witnessed.
   Designated Share (Percent)	Type the percentage amount (in whole numbers only) entered in the Share To Be Paid To Each Beneficiary block on the employee's SF 1152. If only the SF 1153 or SF1155 is submitted, do not complete this field. The disbursements will be in equal amounts. Note: The percentage amount from the SF 1152, if applicable, will be validated once the payment is certified for release.
   SSNO	Type the beneficiary claimant's SSN Social Security number.
   Age	Only enter the age if the beneficiary is a minor. Type the age of the beneficiary claimant at the time the SF 1153 or SF 1155 was signed and witnessed.
   Relationship To Deceased	Type the relationship of the claimant to the deceased. Acceptable entries are: husband (husb), wife (wif) father (fath), mother (mot), sister (sis), brother (bro), aunt (aunt), uncle (uncl), nephew (neph), niece (niec), grandchild (granchil), grandparent (granpar), son (son), daughter (daug), other. Note: If the employee's estate will be administered by the state of domicile, type Other-State.
   Name	Type the beneficiary claimant's first name, middle name or initial, and last name. Example: Mary Smith Mother of. Type the beneficiary's relationship to the deceased. No punctuation marks can be used when entering the name or address, only parentheses.
   Should Disbursements Be Held?	Type Y (yes) if disbursements for the beneficiary claimant should be held pending legal review or for another reason. Type N (no) if disbursements should not be held. Note: If the SF 1152 was submitted, the disbursement(s) cannot be held.
   Function Code	Type the applicable function code. Valid values are: A - add C - change D - delete

4. Press Enter. If Y is entered in the Should Disbursements Be Held? field, the cursor moves to the Claim Status section.
5. Complete the fields as follows:

   Claim Status Field	Description/Instruction
   Activity Date	System generated and indicates the date entries were made on this screen.
   Reason For Hold Status	Type P if the disbursement is on hold pending legal review. Type O if the disbursement is on hold for a reason other than pending legal review. If the disbursement is on hold pending legal review, forward the original documents, relating to the death case to NFC National Finance Center Certification and Disbursement Section. The disbursement to the claimant remains on hold until NFC National Finance Center renders a decision. Maintain a copy of the documents in the employee's Official Personnel Folder (OPF).
   Should Disbursement Be Released From Hold Status?	Type Y (yes) if the disbursements should be released from a hold status. Type N (no) if the disbursements should not be released from a hold status. Note: The disbursements must be held and a distribution made before it can be released (i.e., Should Disbursements Be Held? field must be coded Y). An N in this field does not release the disbursement for payment. Disbursements are released for payment at the Authorization screen.
   Claim Decision For Pending Legal Review	Type X next to Denied if the beneficiary claimant is denied for a disbursement after legal review. Type X next to Accepted, if it was decided that the beneficiary claimant can receive a disbursement after legal review. Note: Do not complete this field if the Reason For Hold Status field was coded O.
   Function Code	Type A (add) in function code.

6. After all fields are completed, press Enter. The Beneficiary Claimant Information screen 2 of 2 is displayed. This screen is used to enter the address to which the beneficiary's payment should be sent.

   Note: Information on screen 1 will not be stored in the SPPS Special Payroll Processing System database until screen 2 is completed. If the data entered does not pass system edits, an edit message is displayed at the bottom of the screen. For a list of the edit messages see the Appendix. All data must pass system edits to advance to the next screen.

   

   Note: This screen will also be displayed if N was entered, in the Should Disbursement Be Held? field.

7. Complete the fields as follows:

   Field	Description/Instruction
   Check Mailing Information:	If these fields are completed, do not complete the Bank Deposit (DD/EFT) fields.
   Street Address 1	Type the deceased employee's name. Example: John Doe (Deceased) or type the guardian's name, Guardian of, the beneficiary's name, the beneficiary's relationship to the deceased, the deceased employee's name, and (Deceased). Example: Mary Smith Guardian of Ann Smith Daughter of John Smith (Deceased). Note: This field only accommodates 35 positions; therefore, it is necessary to abbreviate the entries. No punctuation marks can be used when entering the name or address, only parentheses can be used.
   Address 2	Type the beneficiary claimant's street address.
   City	Type the beneficiary claimant's city name.
   State	Type the beneficiary claimant's State name.
   ZIP Code	Type the beneficiary claimant's ZIP code.
   Designated Agent Code:	(Not available at this time.)
   Bank Deposit (DD/EFT) Field	Description/Instruction
   Type of Account	(Not available at this time.)
   Account Number	Type the beneficiary claimant's account number. Note: This field must be completed if the Type of Account field is completed.
   Routing Number	Type the financial institution's identification number. The first 2 digits must be within the following ranges: 01-12, 21-32, or 90-91. Note: This field must be completed if the Type of Account field is completed. Data entered in this field is validated against information from TMGT Table Management System.

8. Press Enter. The data is processed.