Payment Certification (For Death Case)
This topic has been updated to add notes on corrective actions to be taken when receiving error messages.
Payment Certification is option
on the Death Case Menu. This option is used to:- Identify the heir(s) who will receive the deceased employee's final payment.
- Confirm receipt of the necessary documentation to process the death claim and allow authorization of the claim for final processing.
- Show a preliminary calculation of amounts disbursed to the claimants to date and amounts to be disbursed.
- Show claimant specific data based on information received to date.
To Access Payment Certification Screen:
- Type at the Select Option (1-7) prompt on the Death Case Menu.
- Press
- First, to the beneficiary or beneficiaries designated by the employee in writing received in the employing Agency before his/her death.
- Second, if there is no designated beneficiary, to the widow or widower of the employee.
- Third, if none of the above, to the child or children of the employee and descendants of the deceased children by representation.
- Fourth, if none of the above, to the parents of the employee or the survivor of them.
- Fifth, if none of the above, to the duly appointed legal representative of the estate of the employee.
. The Order of Precedence In Accordance With 5USC5582(B) screen is displayed. This screen is used to select the beneficiary(ies) of the deceased in the order designated by 5USC5582(B). The order is as follows:
To Select a Beneficiary:
- The SSNO, Agency, and Name are system generated. Complete the remaining fields as follows:
Field
Instruction
(Enter Y To Identify Beneficiary Selection)
Type
(yes) to the appropriate field to select a beneficiary.Complete the following fields only if the Child or Children field is coded
.Legal Guardianship Papers, If Other Than Parent
Type
if the documents indicating legal guardianship are received.Letter of Intent From Other Parent or Guardian
Type
(yes) when the letter of intent is received from the parent or guardian.Completed SF 1153 Form From Guardian
Type
(yes) when a completed SF 1153 is received from the guardian.Complete the following field if the Executor or Administrator of the Estate field is coded
.Court Documents Of The Appointment
Type
(yes) when the applicable court documents are received.Function Code
Type the applicable function code. Valid values are:
- - add
- - change
- - delete
- Press . The order of precedence is recorded.
To Authorize the Claim:
- Press
- The SSNO, Agency, and Name are system generated. Complete the remaining fields as follows:
Field
Instruction
Date of Death (MMDDYY)
Type the employee's date of death (MMDDYY)
Marital Status
Type the applicable code identifying the deceased employee's marital status. Valid values are:
- - single, including widowed
- - married
- - divorced
Authorization Field
Instruction
Have All Applicable Debts Been Recorded in SPPS?
Type SPPS . Type (no) if all known debts for the deceased employee have not been recorded in SPPS .
(yes) if all known debts for the deceased employee have been recorded inCalculate Distribution
Type
(yes) to begin the online certification and payment calculation process. Otherwise, leave this field blank. This is a preliminary payment calculation process to be used for review and approval of payment calculation before releasing the payment for distribution. To view each claimant's scheduled amount, see Pending Disbursement(s) By Claimant.If the distribution is calculated but payment(s) is not released, the information on this screen will be retained until the payment is released and disbursement is made. For a status of death claims, request CULPRPT Report P0165, Death Case Status of Active Claims By Agency/POI Thru Quarter Ending XX/XX/XX.
Release Payment(s)
Type CULPRPT P0163, Death Case/Indebtedness Audit Error(s) For Processing Date XX/XX/XX. There may be errors that are preventing the payment from being disbursed. Correct the errors listed on the report and release the payment again. If there are errors that are too difficult to correct, contact the NFC Contact Center at . To calculate each beneficiary's amount without disbursement, Type (yes) in the Calculate Distribution field and leave this field blank.
(yes) to authorize payment to the approved beneficiary(ies). To view the amount each claimant received, see the Payment Inquiry By Claimant screen. If this field is coded (yes) and the payment information does not display on the Payment Inquiry screen, requestComplete this field once all payment(s) have been disbursed.
If Yes, Is This The Final Payment
Type
(yes) if this death case is complete (e.g., each claimant is coded release on the Beneficiary Information screen). Type (no) if all claimants are not coded release.Function Code
Type the applicable function code. Valid values are:
- - add
- - change
- - delete
- Press . The Authorization data is processed.
To View Pending Disbursements:
Press SPPS entries. This screen is used to view each payment that is scheduled to be disbursed and shows the total amount to be disbursed.
at the Authorization 2 of 5 screen, the Pending Disbursement(s) screen is displayed. All data on this screen is system generated fromThe fields are described below.
Monies To Be Disbursed Payroll Field |
Description |
---|---|
Pay Period No/Yr |
Pay period number and year for the payment being processed. |
Type Payment |
Type of payment being disbursed. |
Amount |
Amount of the payment. |
To View Pending Disbusement(s) Totals:
At the Pending Disbursement(s) screen 3 of 5 press SPPS entries.
. The Pending Disbursement(s) (Totals) screen is displayed. Press to display the summary totals. All data on this screen is system generated fromThe fields are described below.
Field |
Description |
---|---|
Reissuance: |
A check made out to the deceased is canceled and reissued in the name of the heir(s). The amount may be different because of tax laws associated with death cases. |
Date |
Date of the payment, month, day, and year order. |
Amount |
Amount of the reissued payment. |
Tax Credits: |
Tax credits are a result of payments being distributed to heirs in the tax year following the year of the employee's death. If the payments are made in the same year as the year of death, there are no tax credits. Only wages that were earned by the deceased and disbursed to heirs in the year of the employee's death are subject to Social Security and/or Medicare taxes. Wages not disbursed in the tax year receive tax credits. These payments are distributed to the beneficiary(ies) in accordance with the Designated Share (Percent) field on the beneficiary Claimant Information Screen. At the end of the year, a Form 1099-MISC, Miscellaneous Income, is generated and forwarded to all applicable beneficiaries. |
Tax Year |
Year of the employee's death. |
Medicare |
Amount to be disbursed as a result of HIT tax credits. |
Social Security |
Amount to be disbursed as a result of Social Security tax credits. |
Employee Indebtedness |
Total amount of indebtedness recorded in both ABCO and SPPS . |
Total Monies To Be Disbursed |
Total amount to be disbursed to the deceased employee's heirs. If this amount is negative and the payment is released, the employee's estate will be billed through ABCO . |
To View Pending Claimant Disbursements:
At the Pending Disbursement(s) (Totals) screen 4 of 5 press SPPS entries.
. The Pending Disbursement(s) By Claimant screen is displayed. All data on this screen is system generated and reflects the disbursements from the most recentThe fields are described below.
Field |
Description |
---|---|
Amt In Suspense |
Amount in suspense. |
Current Dis Amt |
Amount to be disbursed to the beneficiary. |
SSNO |
Beneficiary claimant's SSN . |
Claimant No |
Order in which the beneficiary claimants were entered. |
Name |
Claimant's first name, middle name or initial, and last name/guardian if applicable/relationship. |
Check Mailing Information Field |
Description |
Street Address 1 |
First line of the beneficiary claimant's or the designated Agent's address. |
Address 2 |
Second line of the beneficiary claimant's or designated Agent's street address. |
City |
Beneficiary claimant's or designated Agent's city name. |
State |
Beneficiary claimant's or designated Agent's State abbreviation. |
ZIP Code |
Beneficiary claimant's or designated Agent's ZIP code. |
Designated Agent Code |
Assigned designated Agent code. |
Bank Deposit (DD/EFT) Field |
Description |
Type of Account |
Applicable code designating the type of bank account in which the monies are to be deposited. Valid values are:
|
Account Number |
Beneficiary claimant's account number. |
Routing Number |
Beneficiary claimant's financial institution's identification number. |
See Also |