FEDERAL (EEOICPA) PROCEDURE MANUAL CHAPTER 3-0600 

 

Part 3 – Fiscal Compensation Payments 

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EEOICPA Tr. NO.16-04 i 

March 2016 

TABLE OF CONTENTS 

Paragraph and Subject Date Trans. No. 

Chapter 3-0600 Compensation Payments 

 Table of Contents . . . . . . . . 03/16 16-04 

 1 Purpose and Scope . . . . . . . . 03/16 16-04 

 2 Responsibilities. . . . . . . . . 03/16 16-04 

 3 Processing the EN-20. . . . . . . 03/16 16-04 

 4 Creating the EFT Payment. . . . . 03/16 16-04 

 5 Creating Check Payments . . . . . 03/16 16-04 

 6 Completing the ECS Payment. . . . 03/16 16-04 

 7 Entering and Identifying Payments 

 in OIS. . . . . . . . . . . . . 03/16 16-04 

 8 Expedited and Exception Payments 03/16 16-04 

 9 Deleting Payments and 

Cancelling Transactions . . . . . 03/16 16-04 

 10 Payment Reports . . . . . . . . . 03/16 16-04 

 11 Substitutions Among Staff . . . . 03/16 16-04 

12 Temporary Role Changes for 

 Expedited Payments. . . . . . . 03/16 16-04 

 13 Stolen Check Claims . . . . . . . 03/16 16-04 

 14 Processing Payment Cancellations 03/16 16-04 

 15 ECS Payment Cancellation Process 03/16 16-04 

16 Post Cancellation Actions. . . . 03/16 16-04 

17 Death During Payment Process . . 03/16 16-04 

Exhibits 

 1 Payment Transaction Form for 

 Expedited Processing 

 EPPTF). . . . . . . . . . . . . 03/16 16-04 

2 Payment Transaction Form for 

3rd Party Expedited Payments (EPPTF) 03/16 16-04 

3 Payment Transaction Form for 

Exception Processing. . . . . . . . 03/16 16-04 

 4 ECS Payment Cancellation Form . . . 03/16 16-04 

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1. Purpose and Scope. This chapter describes the policy 

and procedure for the Division of Energy Employees 

Occupational Illness Compensation (DEEOIC) claim staff to 

process compensation payments, and defines the roles of the 

various personnel in the District Office (DO) and the Final 

Adjudication Branch (FAB), with respect to the compensation 

payment process. At the discretion of the District Director 

(DD), the order and manner in which payment documents are 

routed in the Office of Workers’ Compensation Programs 

(OWCP) Imaging System (OIS), from one individual to another, 

may vary; however, the Energy Compensation System (ECS) 

process cannot. 

2. Responsibilities. When lump-sum compensation is 

awarded by final decision (FD), the FAB Claims Examiner (CE) 

or Hearing Representative (HR), the District Office CE, 

Senior Claims Examiner (SrCE) or Supervisory CE (SCE), 

Fiscal Officer (FO), and DD all ensure that the payment is 

processed in an accurate and timely manner. The payment 

process begins at the FAB office, and continues at the DO, 

upon return of the completed Form EN-20 (EN-20). Persons in 

the roles listed above serve to validate the accuracy of 

payment data and enforce security of the payment creation 

process by conducting individual assessments of each lumpsum payment prepared for issuance. 

Throughout this document, the term “routing,” as it is used 

to describe the movement of the EN-20 from one individual to 

the next, entails assignment of the document in OIS, by 

means of OIS Notification, to the next appropriate role 

designation. 

3. Processing the EN-20. Upon issuance of a FD awarding 

compensation, the FAB enters the Acceptance of Payment (AOP) 

amount in ECS. ECS generates the EN-20 (Acceptance of 

Payment Form) and the EE-20 (award letter), which FAB mails 

to the claimant, along with the FD. ECS will automatically 

assign an AOP sent date to correspond with the issuance date 

of the FD. As part of the electronic document retention 

process, the appropriate staff person will electronically 

image (a/k/a bronze) the cover letter, FD, and a copy of the 

EN/EE-20 for viewing in OIS. If the claimant requests 

another EN-20, it is permissible to send a photocopy or 

facsimile to the claimant, for signature, however, it must 

be returned by mail, bearing an original payee signature, 

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with no changes or alterations to the information contained 

on the original EN-20. 

If a claimant or AR inadvertently returns an EN-20 to a 

Resource Center (RC), or to the Central Mailroom (London, 

KY), staff in these facilities will upload the document 

through the EDP, then mail the original document to the 

appropriate DO via regular mail. 

a. DO Mailroom Handling. The FD cover letter 

instructs the claimant to return the completed EN-20 to 

the DO that issued the recommended decision (RD). Upon 

receipt of the completed EN-20, mailroom staff date 

stamps the form (AOP Received Date), in the upper right 

corner, using an ink date stamp, and writes the Case ID 

in the top, right corner. Mailroom staff then scans 

the completed EN-20, the envelope, and any supporting 

documentation received in the same envelope, into the 

corresponding OIS case record. It will not matter 

whether the EN-20 has obvious errors or omissions; 

mailroom staff scans any received payment documents 

into OIS for recordkeeping. Once scanned, the mailroom 

delivers the original EN-20 to the DO. 

b. Retention of Form EN-20. Original EN-20 forms are 

maintained by the fiscal officers, in a secure area of 

the DO, and are retained for a period of three (3) 

years, then disposed in accordance with DOL document 

retention guidelines. The EN-20 is available for 

inspection by any of the individuals responsible for 

the creation, certification, verification or 

authorization of the payment, at any time during 

payment process. 

c. ECS Routing. Once the completed EN-20 is bronzed 

into the OIS case record, the document automatically 

appears in the OIS Unreviewed Document Tab of the ECSassigned DO or FAB CE, for initial review. 

(1) Accuracy of Payment Data. The CE reviews the 

signed EN-20, in OIS, (or the original document if 

so desired,) to determine if the form contains 

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correct payment data, and that the form has been 
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correctly completed by the payee, examining each 

of the following items: 

(a) File number. 

(b) Payee name. 

(c) Payee Social Security Number (SSN). 

(d) Verification of Account Information: 

“type account” block is checked (“C” for 

checking, “S” for savings) and the 

routing and account numbers are listed 

correctly, with no trace-overs, or 

corrections. 

(e) EN-20 is signed and dated. (If the form 

is signed by an individual with Power of 

Attorney (POA), refer to the POA process 

below). 

If the CE, SrCE, FO, or DD wishes to examine the 

original EN-20, because the OIS document is not clear, 

that individual obtains the original document from the 

DO folder, then returns the original document to the DO 

folder, when finished. 

d. Deficient EN-20. Minor deficiencies in claimantprovided information, other than items (a) through (e), 

above, can often be explained by a memorandum to the 

case file without having to return an EN-20 to the 

claimant. However, if the CE determines that a 

significant deficiency exists in one of the abovedescribed items, the CE/FO prepares a letter to the 

claimant explaining the EN-20 deficiency and the 

corrective action required for the payment to proceed. 

In either case, the CE bronzes the memorandum, or the 

claimant letter, to OIS. The CE also annotates the OIS 

description field identifying the EN-20 as defective. 

When returning a defective EN-20 to a payee, a new copy 

of the EN-20 is to be provided for the claimant’s use. 

If a modification of the original EN-20 is required, 

due to incorrect information provided by the FAB, the 

DO point-of-contact (POC) contacts the FAB and requests 

that a corrected EN-20 be mailed to the payee. In this 

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instance, the FAB office is responsible for sending a 

new EN-20 to the claimant and imaging a copy of the 

corrected EN-20 into OIS. 

(1) Signature by POA. If the EN-20 contains a 

signature by a POA, either the FO, or the CE (at 

the DD’s discretion) conducts a document review to 

ascertain whether the individual who signed the 

EN-20 has the legal authority to sign on behalf of 

the payee. To accomplish this, the CE identifies 

and reviews the legal document authorizing an 

individual as POA. If such a document does not 

exist in the case file, the FO/CE undertakes 

development to obtain this information. Upon 

receipt of a document identifying the designated 

POA, the FO/CE prepares a cover memorandum and 

sends the memorandum, the EN-20, and the POA 

documents,(via facsimile), to the National Office 

(NO) Policy Branch, for referral to the Office of 

the Solicitor of Labor (SOL). The DO memorandum 

requests a review of the POA documents to 

determine their legal sufficiency as they pertain 

to the signing of an EN-20. The person preparing 

the memorandum ensures that it is bronzed into 

OIS. At the time of referral to the Policy 

Branch, the FO/CE enters a 7-day “reminder” in 

ECS. 

(2) The Policy Branch fiscal staff acts as the NO 

POC for any follow-up inquiries from the DO. Staff 

within the Policy Branch are responsible for 

routing POA requests to the SOL for review and 

response. Upon review, the SOL responds directly 

to the requesting DO, via facsimile. 

(a) If the SOL determines that the POA 

documentation is deficient for any 

reason, the CE sends a letter to the 

claimant (with a copy to the POA), 

advising that the SOL has determined the 

POA documents to be unacceptable, and 

stating the reason why. The CE does not 

send a copy of the Solicitor’s opinion 

to the claimant. Upon notification to 

the claimant, of a deficient POA, the CE 

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deletes the “AOP received date” from 

ECS. 

(b) All documents pertaining to the 

acceptance or rejection of a POA are 

imaged and stored in OIS, separate from 

the payment documents, and are 

specifically identified as POA 

documents. 

e. Check Requests. In accordance with Department of 

Treasury Regulations, individuals requesting payment by 

check can only be approved for such under limited 

circumstances, and upon written request from the payee. 

An exception was granted by Treasury for check requests 

by law firms that receive multiple payments (refer to 

3d (6) below), and for payments made to foreign 

addresses (refer to 4e, below). 

(1) In the event that a claimant contacts the DO, 

by letter or telephone call, requesting payment by 

check, the request is routed to the responsible 

CE. The CE is to inform the payee that 

compensation payments are delivered via Electronic 

Funds Transfer (EFT), unless the claimant meets 

one of two exceptions: 

(a) Payment by electronic funds would impose 

a hardship because of the individual’s 

inability to manage an account at a 

financial institution due to a mental 

impairment; or, 

(b) Payment by electronic funds imposes a 

hardship because the individual lives in 

a remote geographic location lacking the 

infrastructure to support electronic 

financial transactions. 

(2) If the claimant states that one of these two 

exceptions is applicable, the CE instructs the 

claimant to return the signed and completed EN-20 

(leaving the EFT section blank), to the DO 

accompanied by a signed letter which: 

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(a) Requests payment by check; 

(b) States which of the above two exceptions 

applies; 

(c) States the mailing address for the check. 

(3) Upon receipt of a satisfactory letter, which 

meets the above criteria, and which accompanies a 

properly executed EN-20 (minus the EFT 

information) the letter and EN-20 are bronzed into 

OIS, and the EN-20 is sent to the FO for review. 

If approved, the FO notifies the CE, via OIS, that 

the request for payment by check is approved. 

(4) Unsolicited letters from claimants, 

requesting payment by check, that do not meet the 

above exceptions ((items d (1)(a) and (b)), 

require a telephone call to the claimant 

explaining the limited exceptions to the EFT rule. 

If the claimant states that he/she meets one of 

the exception criteria, the claimant submits a new 

signed letter, specifically requesting payment by 

check, citing the applicable exception. 

(5) If, after the CE has explained the limited 

exceptions to a claimant and upon receipt of a 

letter deemed deficient or lacking in explanation, 

the CE refers the letter to the Policy Branch and 

requests that the NO contact the payee. 

(6) It is the responsibility of the DD in each DO 

to prepare procedural guidance for the law firms 

within their jurisdiction that regularly submit 

check requests to DEEOIC. This includes advising 

the firms as to what specific information should 

be contained in cover letters to be used when 

requesting payment by check. (See 3d above) 

f. EFT. If the FO finds that the EN-20 and associated 

payment documents are acceptable for payment 

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processing, the FO sends a notification to the Pay 
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Change Assistant (PCA) for continuation of the payment 

process. If the case is designated “Terminal” in ECS, 

the FO directs the CE to prepare an Expedited 

Processing Payment Transaction Form (EPPTF) for use by 

the NO. If the DO is unable to process the payment 

through ECS, an Exception Processing Payment 

Transaction Form (EPPTF) is prepared for use by the NO. 

The payment forms available for use in creating 

expedited and exception payments, (samples of which are 

found in the Exhibits), are as follows: 

(1) Expedited Payments – Expedited Processing PTF 

(Exhibit 1) 

(2) Expedited Payments to third-party account 

names or alias names – Expedited Processing PTF, 

Third Party Accounts (Exhibit 2) 

(3) Exception Payments (Non-ECS Payments) – 

Exception Processing PTF (Exhibit 3) 

Further instructions pertaining to exception processing 

of payments, by the NO, appear in section 8, below. 

4. Creating the EFT Payment. 

a. PCA Data Entry: The PCA enters the following items 

in the ECS payment screen: 

(1) AOP received date (i.e., date the EN-20 was 

date-stamped as received at the DO). 

(2) Banking Information pertaining to the 

recipient’s financial institution (bank or credit 

union). 

(a) Bank or Credit Union Name. 

(b) ACH (Federal Reserve Bank) Routing 

Number. 

(c) Recipient’s account number. 

(d) Type of account: Checking or Savings. 

(Payments may also be made to money 

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market accounts, as long as no thirdparty routing system is involved and the 

account type can be classified as 

checking or savings.) 

(3) Names listed on EN-20 for all accountholders. (Note: For wire transfer ((Fed Wire)) 

payments, the Payee Name on the EN-20 must match 

one of the Account Holder names.) 

b. PCA Verification. Upon PCA submission of the data 

in ECS, the CE automatically receives a “Payment 

Pending” item in their ECS work queue.

c. Verification of Federal Reserve Bank Routing 

Number. The FO (or designated alternate) verifies the 

authenticity of the bank routing number, listed on the 

EN-20, through the Federal Reserve Financial Services 

website: Search for ACH Participants. Once verification 

of the routing number is complete, the FO memorializes 

the verification in an ECS Note. The Federal Reserve 

website is found at: 

https://www.frbservices.org/EPaymentsDirectory/agreemen

t.html. 

d. Special Routing Instructions for Expedited Payments 

(Terminal Claimants). When processing EN-20 payment 

requests, for terminal claimants, it is permissible to 

substitute the bank ACH routing number for a Fed Wire 

routing number to that same bank. The staff person 

completing this task documents this change with a 

printout of the Treasury Fed Wire webpage, and a 

memorandum of explanation signed by the DD/ADD. These 

documents become part of the payment record in OIS. 

e. International Payments. 

 

(1) Payments to claimants living outside the U.S. 

can only be made by check; however, a claimant 

living outside the U.S. can open a bank account at 

a U.S. bank and arrange for withdrawal or transfer 

of funds, once payment has been made to that 

account. 

(2) When preparing a check request in ECS, for a 

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mailing address outside the U.S., the addressee 

information (street name and number, building 

name, etc.) is entered on the three address lines 

provided on the payment screen; the City and any 

special City Code is entered on the “City” line; 5 

zeroes are entered in the Zip Code field; and 

“Non-USA State Address” is selected from the 

“State” drop-down menu. The Country Name is typed 

in the “Country” field. 

5. Creating the Check Payment. After review by the FO, 

check requests are routed directly to the CE, who reviews 

the claimant’s address listed on the EN-20, and verifies 

this address against case file documents, the current 

address displayed in ECS, and any change of address requests 

in the case record. If the claimant provides a different 

mailing address on the EN-20, from the current address of 

record, and indicates this is a "Payment Only address," the 

CE contacts the claimant by telephone to determine if the 

change of address is permanent, or if it is a one-time 

payment-only address. An appropriate call note is added to 

the ECS record. 

a. Permanent Change. If the payment address provided 

on the EN-20 represents a permanent change of address, 

the CE instructs the claimant to submit a separate 

signed document requesting a permanent change of 

address. 

b. Temporary Change. If the payment address is a 

temporary address for that payment only, the CE advises 

the payee that any permanent change of address will be 

processed upon submission of a separate written and 

signed request. 

6. Completing the ECS Payment. Once the PCA has verified 

the accuracy and completeness of the information provided on 

the EN-20, and entered the payment data in ECS, the CE 

receives a “Pending Payment” item in their work queue. The 

CE verifies the banking information (account number, routing 

number, and account type) by re-entering it in ECS. The CE 

Creates the payment in ECS and routes the payment to a 

Senior CE for Certification. After certification, the 

payment is routed to an FO for Verification, then to a DD 

(or an individual with DD privileges), for Authorization. As 

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each individual (CE, SrCE, and FO) completes their function 

in ECS, the next designated user automatically receives a 

pending payment item in their ECS work queue. Each 

individual, who completes their respective payment step in 

ECS, is responsible for examining the payment documents and 

affirming that the payment amount and associated data, 

recorded on the EN-20, appears correctly on the ECS payment 

screen. Once the DD completes the authorization step, the 

payment is automatically added to the weekly batch payments 

for that DO and the payment is authorized for issuance by 

the Department of Treasury. 

7. Entering and Identifying Payments in OIS: Payments 

completed at both the DO and the NO are to be bronzed in OIS 

and identified as follows: 

a. DO Payments. At the time a payment is Authorized by 

the DD (or an approved person with the DD role), the 

EN-20, and any associated correspondence or memoranda 

associated with the final EN-20, are to be bronzed and 

saved as a “final payment” documents in OIS. When 

adding these documents to OIS, they are to be labeled 

with a unique identifier consisting of the letters 

“PMT” followed by the first 4 letters of the payee’s 

last name, the last 4 numbers of the payee SSN, and the 

Authorization Date as it appears in ECS. For example, 

the EN-20 for a payment to someone named Jones, with a 

“last 4” of 9876, and an Authorization Date of 

01/01/2014 would be stored in OIS as follows: 

Category: Forms & Claims 

Subject: EN-20 

Description: PMT JONE9876, 01-01-2014 

The purpose of this unique identification is to allow 

for easy identification of the final EN-20 and 

associated documents used in the creation of the ECS 

payment. 

8. Expedited and Exception Payments. The National Office 

Fiscal Officer (NOFO) and national office staff with 

Certifying Officer status process expedited (terminal) 

payments, and other “exception” payments that cannot be 

processed through the normal ECS payment method. For 

expedited and exception processing of payments at the NO, 

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the Expedited Processing, or Exception Processing Form 

(EPPTF) [Exhibits 1 & 3] is completed by the DO. For 

payments where the account-holder name is different from the 

payee name, the CE verifies with the payee that payment is 

being made to a third-party account name and uses the ThirdParty PTF [Exhibit 2]. The third-party EPPTF is also used by 

the DO to account for minor variances between the account 

holder name and the payee name of record in ECS (a/k/a alias 

name). Any memorandum of explanation, or record of a 

telephone call to the payee, is printed and becomes a part 

of the payment record in OIS. Once the DO actions are 

complete, the payment documents are forwarded to the NO for 

processing, and bronzing, as follows: 

a. Expedited Payments are payments involving cases coded 

“Terminal” in ECS, and which require immediate processing 

by the NO. 

(1) Upon receipt of an ECS payment requiring 

expedited processing, and upon review and 

confirmation that all ECS payment data has been 

completed correctly, the FO selects “Expedited 

Payment” on the ECS screen and proceeds with 

Verification of the payment in ECS. 

(2) The FO then compiles the payment documents 

(i.e., EPPTF, EN-20, payment memo, etc.) in a PDF 

document and forwards that document to the DD, via 

email, advising that the expedited payment awaits 

completion in ECS by the NO fiscal staff. 

(3) The DD (or individual with DD role) reviews 

the payment in ECS, and upon verification that all 

payment data is correct, the DD forwards the 

payment documents to the NO payment team, 

authorizing completion of the expedited payment in 

ECS. 

(4) Upon completion of the expedited payment, the 

NO fiscal staff bronzes the final payment packet, 

including the final EPPTF, into OIS, and identifies 

the documents with the unique identifier described 

in 7a, following the same process as the DO. 

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b. Exception Payments are payments, such as 2nd Part B 

payments, and payments that exceed the programmatic 

limits. Because ECS is unable to process these payments, 

they must be forwarded to the NO for completion. The DO 

staff is to process and bronze exception payments as 

follows: 

(1) Because exception payments are created 

outside ECS, the DO staff will create and 

circulate an EPPTF, collecting the names and 

signatures of the appropriate ECS user roles 

required to create a payment (i.e., CE, SrCE, FO 

and DD). Upon completion of the EPPTF, the FO 

forwards the documents (EPPTF, EN-20, and other 

related documents) to the DO mailroom for bronzing 

into OIS. Upon completion of OIS bronzing, the FO 

sends a notification to the NO Certifying 

Officers, advising that exception payment 

documents are pending action. 

(2) Upon completion of an exception payment at 

the NO, the NO fiscal staff bronzes the payment 

packet into OIS, using the unique identifier 

described in 7a, and following the same process as 

the DO. Once the final payment documents are 

bronzed into OIS, a notification is sent to the 

verifying FO in the DO. 

c. Retention of Documents. Upon completion of any 

payment, both DO and NO staff will retain the original 

payment documents (excepting the EN-20) in accordance 

with the document retention schedule for OIS documents. 

(EN-20 forms will be retained by the FO, for a period 

of 3 years, as previously specified in 3a.) 

9. Deleting Payments and Cancelling Transactions. During 

the payment process, if a staff person discovers a critical 

issue relating to the sufficiency of the EN-20, or an error 

in the accuracy of ECS payment data, or (in limited 

circumstances) the EPPTF, that individual stops the payment 

process and undertakes corrective action to rectify the 

error. 

a. Error in EN-20. If the cancellation is due to a 

deficient EN-20, the CE is notified, via OIS, that 

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corrective action is required. (Return to Item 3c 

above.) 

b. Data Entry Error from EN-20. If the CE, or any 

individual above the CE level, identifies a data entry 

error after the payment information has been entered in 

ECS, the payment is returned (via OIS Notification) to 

the CE, who “Deletes” the payment from ECS. “Deleting” 

the payment removes the AOP received date in ECS, and 

any information on the payment screen. (Note: If there 

is a pending Part B and Part E payment included in the 

same EN-20, deleting one payment will cause both 

payments to be deleted. If one of the two payments is 

not in a state that can be deleted, then the System 

will abort and will not allow the deletion. Once a 

payment is created, it must be rejected by the reviewer 

[SrCE or SCE prior to certification, FO prior to 

verification, or DD prior to authorization] before the 

CE can delete it. Once the payment is deleted the 

payment process begins anew, with the PCA, upon receipt 

of a corrected EN-20. 

10. Payment Reports. On Thursday of each week, at closeof-business (5:00 PM EST), ECS automatically creates an 

electronic file of all pending, "Authorized" payments 

created during that weekly cycle. The Branch of Automated 

Systems (BAS) forwards this electronic payment file to 

Treasury for payment the following Thursday. The BAS also 

stores a copy of this weekly report (Benefit Transaction 

History Report or BTHR) on a shared-access drive, available 

to the DO fiscal staff on the Monday following the close of 

the payment cycle. Once the weekly payment cycle is closed, 

the FO closes the separate weekly spreadsheet report of all 

DO payments for that pay cycle, and reconciles the DO 

spreadsheet against the BTHR. After reconciliation, each 

district office FO prepares an email summary report 

containing the total of all weekly payments, broken down by 

Part (B or E) and by payment type (EFT or check), authorized 

during that week's payment cycle. Each FO forwards their DO 

summary report to the NO FO, via email. Upon completion of 

the reconciliation of these three documents (BTHR, DO 

spreadsheet, and email summary), the FO scans and stores the 

reports in a secure, limited-access payment folder on the DO 

share-drive, labeling them as the DO weekly payment report. 

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11. Substitutions Among Staff. If the creator, certifier, 

verifier, or authorizer is not available to perform a 

particular payment function, alternate persons in these same 

roles can substitute for them. Any CE, SrCE, or SCE can 

create the payment. Any SrCE or SCE can certify the payment 

as long as that person did not create it. 

In the absence of a FO, either the DD or Assistant District 

Director (ADD) can verify a payment. However, the same 

individual who verifies a payment cannot authorize that same 

payment, as no one person can perform the function of two 

different roles for any particular payment. 

If both the DD and ADD will be unavailable to authorize 

payments on any given date, advance notice is sent by one of 

those individuals, via email, to the Unit Chiefs for Policy, 

Regulations and Procedures, the Policy Branch Chief and the 

Deputy Director at the NO. The DD/ADD advises the name of 

the person to be designated as Acting DD, and the applicable 

dates. In response, the Policy Branch Chief, a Unit Chief, 

or the Deputy Director sends an email request to Energy 

Technical Support (ETS), requesting that they assign a 

temporary DD role to the designated individual, thus 

allowing that individual to authorize ECS payments on the 

requested date(s). ETS notifies the Policy Branch, via 

email, once the role-change request is processed. 

12. Temporary Role Changes for Expedited Payments. For 

Expedited Payments requiring authorization by an individual 

assigned a temporary DD role in ECS, the FO includes a copy 

of the approval email (Step 11) confirming the temporary 

role-change approval associated with that individual for 

that date, when forwarding the payment documents to the NO. 

The FO will not accept any expedited payment without the 

necessary role-change email attached, and returns the 

payment documents to the appropriate party, requesting that 

a temporary role-change request be approved by the NO. 

13. Stolen Check Claims. Upon notification that a payee’s 

compensation check has not been received, the CE requests 

that the payee (or appropriate representative) provide the 

DO with immediate written notification of non-receipt of 

payment. Upon receipt of such notification, the FO forwards 

that notice to the National Office Fiscal Officer (NO FO), 

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who takes the following actions: 

a. Review payment status in the Treasury Check 

Information System (TCIS). 

b. If Payment Status in TCIS shows as: “Negotiated” 

(check cashed), the NO FO creates a claim in the 

Treasury system for that payment and selects Option #2 

– Entitlement After Status. 

c. After 24 hours, the NO FO reviews the payment and 

confirms that the updated status of the payment appears 

properly in the Treasury TCIS system. Once confirmed, 

the NO FO contacts the claimant and provides the tollfree telephone number for the Treasury Stolen Check 

Department. Upon reporting the claim to Treasury, the 

investigation and disposition of the stolen check claim 

is entirely between Treasury and the payee. 

d. Treasury will notify the payee of its 

determination once the investigation is complete. If 

Treasury determines that the stolen check claim is 

bonafide, Treasury will reissue payment to the payee. 

14. Processing Payment Cancellations. A "cancelled" 

payment is a payment, either electronic or check, that has 

been issued by, and then returned to, the Department of 

Treasury. When this occurs, Treasury notifies the DEEOIC via 

Cancellation Report that a payment has been returned to 

Treasury and credited to the DEEOIC account. In order to 

maintain an accurate and comprehensive accounting of all 

funds disbursed by the DEEOIC, it is then necessary to 

cancel any returned payment in ECS, as well. 

The ECS payment cancellation process is completed before the 

compensation payment is reissued to the same payee, or 

before the funds can be awarded to other claimants in the 

same case. Multi-level reviews, concurrence by DEEOIC 

management and documentation of the actions taken by all 

parties (claimants, financial institutions, and DEEOIC 

claims staff) are essential to safeguarding the integrity 

and security of the DEEOIC’s financial accounting processes. 

a. Cancellation Initiated by Treasury. The Treasury 

Department transmits an electronic Cancellation Report 

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to the DEEOIC when EFT payments are rejected or 

returned to Treasury by the payee's bank, or when a 

check is returned to Treasury for any reason. These 

reports are sent to the DEEOIC NO FO, who then notifies 

the appropriate DO fiscal staff (via OIS and email) of 

the returned payment. The NO FO also has the capability 

of viewing the status of any payment through Treasury’s 

online TCIS system. 

b. Cancellation Initiated by Claimant. Upon 

notification from a claimant of non-receipt of payment, 

the DO takes the following steps: 

(1) The CE documents any telephone call or 

correspondence in ECS regarding contact from a 

claimant who has not received a payment. A 

printed record of all phone calls is bronzed into 

OIS. 

(2) If notification of non-receipt is by 

telephone, the CE instructs the claimant to 

provide DEEOIC with a written, signed notice of 

the non-receipt of payment. 

(3) Upon receipt of either a telephone call or 

letter advising of non-receipt, the CE transfers 

the case file to the FO. 

(4) The FO notifies the NO FO, via email, of the 

non-receipt of funds. 

(5) The NO FO initiates an inquiry in Treasury’s 

TCIS system, determines the status of the 

payment, and advises the FO of one of the 

following: 

(a) Check Outstanding (not yet negotiated). 

(b) Check Cancelled (returned to Treasury). 

(c) Check Reconciled in Treasury system. 

(This indicates the check has been 

negotiated [cashed] by someone, but not 

necessarily the payee.) 

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(d) EFT transaction completed. 

(e) EFT funds returned to Treasury 

(Cancelled). 

(6) The NO FO provides the FO with a screenshot 

of the Treasury payment status, via email. 

(7) The FO notifies the claimant of the payment 

status and explains the payment cancellation 

process, if appropriate. 

(a) EFT Status. If Treasury shows delivery 

of the funds to the payee's bank, the FO 

notifies the payee of same. If Treasury 

shows that the EFT payment was returned 

by the payee's bank, the FO advises the 

payee that the DEEOIC will begin the 

payment cancellation process and, if 

appropriate, process a new payment. 

(b) Check Status. For checks outstanding in 

the Treasury payment system, upon 

receipt of the signed notice of nonreceipt of payment from the payee (or 

AR), the FO initiates an email to the NO 

FO and requests that a “Stop Pay” order 

be placed on the check. The NO FO 

initiates a stop pay request, in TCIS, 

and after 24 hours, verifies that the 

cancellation request has been processed. 

Upon confirmation that a stop pay order 

has been placed on the check, the NO FO 

sends a screenshot confirmation, via 

email, to the FO. 

15. ECS Payment Cancellation Process. Upon receipt of 

documentation (from the NO FO), through OIS, confirming 

return of a payment to Treasury, (check or EFT), or 

confirming a valid stop pay order on an outstanding check, 

the FO proceeds with an ECS Payment Cancellation request. 

The steps outlined below ensure that appropriate 

documentation exists to explain and validate the need for 

cancellation of a payment in ECS. 

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a. The DO FO conducts inquiries with the payee and 

the payee’s bank to determine why the payment was 

returned to Treasury. 

b. DO FO prepares a memorandum to the NO, with an 

explanation as to the reason for the returned payment 

and requests payment cancellation in ECS. The 

memorandum is imaged in OIS, and notification is sent 

to the NO FO. Additionally, the DO FO notifies the NO 

FO, and the two Policy Branch Unit Supervisors, via 

email, that a Payment Cancellation Request is pending 

in OIS. 

c. It is not necessary to transfer the ECS case 

record to the NO when requesting initiation of a 

payment cancellation by the Director. [ECS allows 

appropriate NO staff to initiate the cancellation 

action without file transfer.] 

d. Upon receipt of the DO memorandum requesting 

cancellation, the NO FO prepares a Payment Cancellation 

Memorandum and an ECS Payment Cancellation Form 

(Exhibit 3) for review and signature by a Policy Branch 

Unit Chief and the Director or Deputy Director of 

DEEOIC. 

e. The Director or Deputy Director completes the 

relevant portion of the ECS Payment Cancellation Form, 

and initiates cancellation of the payment in ECS. Upon 

completion of these actions the payment cancellation 

documents are returned to the NO FO for bronzing of the 

partially completed cancellation form into OIS. 

f. The NO FO notifies the DO FO and the DD that a 

partially completed ECS Payment Cancellation awaits 

final action by the DD, and that the relevant documents 

are available in OIS. 

g. The DD reviews the payment cancellation documents 

and completes the payment cancellation in ECS. If the 

payment is not being reissued, the DD checks the box 

labeled “Claimant Repayment Not Authorized” when 

completing the cancellation action. Upon completion of 

the ECS cancellation, the DD signs the ECS Payment 

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Cancellation Form and routes the completed form to the 

appropriate district office personnel for imaging in 

OIS.

16. Post Payment Cancellation Actions. 

a. Reissuing Payment. If the compensation payment is 

to be reissued, the DD routes the case file to the CE, 

advises that the ECS payment cancellation process is 

complete, and instructs the CE to reissue the payment. 

b. Voided Transactions. If the compensation payment 

is not being reissued, the FO confirms that the “Void 

Transaction” has been completed in ECS, and verifies 

that the “Claimant Repayment Not Authorized” option has 

been checked by the DD. The case is routed to the DO 

file room, and/or transferred to “FIL” in ECS, on the 

transfer screen, or, is routed to the CE for survivor 

development, if applicable. 

17. Death During Payment Process. If the employee or 

survivor is alive when the Final Adjudication Branch (FAB) 

issues its final decision, but that individual dies before 

the DO processes the payment, the assigned CE, FAB CE, or 

Hearing Representative shall administratively close the 

deceased individual’s claim in ECS. 

In the event that payment is processed and DEEOIC receives 

notification that the payee died prior to receipt of 

payment, it is the responsibility of the DO FO, in 

conjunction with the assigned CE, to attempt recovery of the 

payment. The OWCP Regulations state that under these 

circumstances, the person who receives the payment shall 

return it to OWCP. Should the DO encounter difficulty in 

recovering the payment, the DO refers the case to the NO 

Policy Branch to initiate overpayment procedures. 

In either instance, the assigned CE (DO or FAB CE2) 

administratively closes the deceased individual’s claim and 

undertakes necessary development to identify any individuals 

potentially eligible for redistribution of the payment. 

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Exhibit 1 

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 Exhibit 2 

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Exhibit 3 

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Exhibit 4 

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