FEDERAL (EEOICPA) PROCEDURE MANUAL CHAPTER 3-0600 

 

Part 3 – Fiscal Compensation Payments 

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TABLE OF CONTENTS 

Paragraph and Subject Page Date Trans. No. 

Chapter 3-0600 Compensation Payments 

 Table of Contents. . . . . . . i 10/09 10-04 

 1 Purpose and Scope. . . . . . . 1 10/09 10-04 

 2 Responsibilities . . . . . . . 1 10/09 10-04 

 3 Form EN-20 . . . . . . . . . . 1 10/09 10-04 

 4 Electronic Funds Transfer. . . 3 10/09 10-04 

 5 Paper Check . . . . . . . . . 5 10/09 10-04 

 6 Payment Setup and Payment 

 “Creation” by the CE. . . . . 6 10/09 10-04 

 7 Payment “Certification” by 

 the Senior CE . . . . . . . 8 10/09 10-04 

 8 Payment “Verification” by 

 the Fiscal Officer . . . . . 8 10/09 10-04 

 9 Payment “Authorization” by 

 the District Director. . . . 9 10/09 10-04 

 10 Payment Reports. . . . . . . . 10 10/09 10-04 

 11 Substitutions Among Staff. . . 11 10/09 10-04 

 12 Processing Exception 

 Payments . . . . . . . . . . 11 10/09 10-04 

 13 Processing Payment 

 Cancellations. . . . . . . . 11 10/09 10-04 

 14 Payment Cancellations 

 at the National Office . . . 13 10/09 10-04 

 15 Void Transaction 

 By DEEOIC Director . . . . . 13 10/09 10-04 

 16 Void Transaction

 by District Director . . . . 14 10/09 10-04 

 17 District Office Actions After 

 Void Transaction Has Been 

 Completed in ECMS. . . . . . 15 10/09 10-04 

 18 Claims for Non-Receipt of 

 Compensation Payments When 

 Paper Check Has Been 

 Negotiated . . . . . . . . . 16 10/09 10-04 

 19 Issuing Multiple Payments 

 To the Same Payee in 

 ECMS-E . . . . . . . . . . . 17 10/09 10-04 

20 Re-Issuing Payments after 

 Payment Cancellation . . . . 20 10/09 10-04 

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Exhibits 

 1 Payment Transaction Form 

 (PTF). . . . . . . . . . . . 10/09 10-04 

 2 Payment Transaction Form for 

 Exception Processing 

 (PTF). . . . . . . . . . . . 10/09 10-04 

 3 Payment Cancellation Form. . . 10/09 10-04 

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1. Purpose and Scope. This chapter describes the policies 

and procedures to be used in the processing of compensation 

payments, and defines the roles of the various personnel in 

the District Office (DO) and the Final Adjudication Branch 

(FAB) who are involved in the compensation payment process. 

At the discretion of the District Director (DD), the 

procedures outlined below may vary in terms of sequence or 

assigned roles. 

2. Responsibilities. When a final decision is issued 

awarding lump-sum compensation, 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 a timely manner. The role of SCE may be 

designated as an alternate to the SrCE, at the discretion of 

the DD. The payment process begins at the FAB office, and 

continues at the DO, upon return of the Form EN-20. 

Signatures from each of the DO individuals above, provides 

for a separation of functions. 

3. Form EN-20. Upon issuing a final decision advising a 

claimant of an award of compensation, FAB enters the 

Acceptance of Payment (AOP) Amount and the AOP Sent Date 

(the date the decision was issued and mailed) into ECMS. In 

conjunction with the final decision, the CE prepares and 

mails the Form EE-20 (award letter), accompanied by Form EN20 (the acceptance form), to the claimant for completion. 

a. Routing. Upon receipt of the completed Form EN-20 

at the DO, the completed form is date-stamped (AOP 

Received Date) in the mail room. Mail room staff match 

the EN-20 with the case file, update ECMS to show the 

file location, and deliver the case file and EN-20 to 

either the FO or the Payee Change Assistant (PCA), 

depending upon established procedures within that DO. 

The mail room updates ECMS to record the file location 

at the time of transfer. 

b. FO Review. The FO reviews the EN-20 and the 

associated payment information in the case file. Once 

the FO has determined that all information on Form EN20 is correct, the record has been reviewed, and the 

payment is ready for processing by the CE or the PCA, 

the FO delivers the case file with Form EN-20 to the 

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3. Form EN-20. (Continued) 

responsible CE or PCA, and changes the location of the 

file in the ECMS. (At the discretion of the DD, this 

process may be reversed, with the PCA performing data 

entry prior to FO review.) 

c. Facsimile and Photocopies. Facsimile copies of 

Form EN-20 will not be accepted for processing of ECMS 

payments. However, a photocopy of the EN-20 may be 

accepted, as long as the copy bears the claimant’s 

original signature. 

d. EN-20 Signed by Power of Attorney (POA). If, upon 

review, the PCA or FO notes that the EN-20 has been 

signed by a POA, the AOP Received Date is completed in 

ECMS and the file is returned to the FO (or to the 

responsible CE) for review of the documents and POA 

signature. The DD has discretionary authority to assign 

this task to the FO, or to the responsible CE assigned 

to the file. 

The FO/CE reviews the file to determine that a POA 

document has been received, and if so, makes copies of 

that document, along with Form EN-20, and writes a 

brief cover memo. The FO/CE sends the memo, the EN-20 

and the POA documents (via facsimile) to the National 

Office (NO) Policy Branch. The Policy Branch is 

responsible for routing all POA requests to the Office 

of the Solicitor for review and response. Responses 

from the Office of the Solicitor are forwarded directly 

to the requesting DO. At the time of referral to the 

Policy Branch, the FO/CE enters a call-up in ECMS for 

seven days. The Policy Branch acts as the NO point-ofcontact for any follow-up inquiries from the DO. 

Upon receipt of the Office of the Solicitor’s 

determination, the FO/CE proceeds as follows: 

(1) If the Solicitor’s Office approves the POA, 

normal processing of the payment continues. 

(2) If the Solicitor’s Office determines that the 

POA is invalid, the CE sends a letter to the 

claimant, with a copy to the holder of the POA, 

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3. Form EN-20. (Continued) 

advising that the Office of the Solicitor has 

determined the POA to be invalid, and stating the 

reason why. A copy of the Office of the 

Solicitor’s opinion is not sent to the claimant or 

the holder of the POA. At this time the “AOP 

received date” is removed. Upon receipt of a valid 

POA, the “AOP received date” is then re-entered. 

4. Electronic Funds Transfer. 

a. Data Entry. If the claimant requests electronic 

funds transfer (EFT), the PCA enters the following 

items in the ECMS payment screen: 

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

date-stamped as received at the DO). 

(2) Information pertaining to the recipient’s 

Financial Institution (bank or credit union). 

(a) Address (No Post Office Boxes allowed). 

(b) Zip Code. 

(c) State. 

(d) Country (USA only – no foreign banks). 

(e) ACH (Federal Reserve Bank) Routing 

Number, which can be verified at: 

http://www.fedwiredirectory.frb.org/). 

(f) Recipient’s account number. 

(g) Type of account: Checking or Savings. 

(Payments may also be made to money market 

accounts, as long as no third party routing 

system is involved and the account type can 

be classified as checking or savings.) 

(h) Telephone number. 

(3) Names listed on Form EN-20 for all account 

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4. Electronic Funds Transfer. (Continued) 

holders. 

b. PCA Verification. After completing these entries, 

the PCA verifies that the information entered is 

correct and prints out a copy of the input screen. The 

PCA initials the screen print and returns it, along 

with the file, to either the FO or the CE for continued 

processing of the payment. The file location is updated 

in ECMS. 

c. Verification with Financial Institution. The FO, 

(or at the discretion of the DD, the PCA) calls the 

financial institution and verifies the routing number, 

account number, and account type. All phone calls and 

the information obtained is documented in ECMS. (Note: 

It is extremely important to verify the routing number 

on the EN-20 for ACH transactions. Most rejected funds 

transfers result from either wrong account numbers, or 

wrong routing numbers on the EN-20). 

d. FO Review. It is the FO’s responsibility to 

review and verify the following information in the case 

file and on the payment documents: 

(1) Correct file number on Form EN-20 header. 

(2) Correct payee name on Form EN-20 header. 

(3) Correct payee Social Security Number on Form 

EN-20 header. 

(4) Payment Amount on Payment Transaction Form 

(PTF), matching the amount on the EN-20. 

(5) EFT or paper check is selected on Form EN-20. 

(6) If EFT is selected, the “type account” block 

is checked (“C” for checking, “S” for savings) and 

the routing number and account number are listed 

correctly, with no trace-overs or corrections. 

(7) Form EN-20 is signed and dated (if the holder 

of a POA signs the form, see POA process above). 

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4. Electronic Funds Transfer. (Continued) 

(8) Phone number for the financial institution is 

correct and matches the number in ECMS. 

(9) Address in ECMS is correct and matches the 

address in the paper file. 

e. International Payments. 

(1) Electronic Funds Transfer (EFT). Because 

international EFTs are not part of the U.S. 

Treasury/bank routing system, EEOICPA payments can 

only be made to U.S. banks that participate in the 

Treasury Department’s ACH network. (See Federal 

Reserve E-Payments Routing Directory website at 

http://www.fedwiredirectory.frb.org/ for a list of 

ACH and FedWire participants.) A claimant living 

outside of the U.S. can open a bank account with a 

U.S. bank and arrange for withdrawal or transfer 

of funds, once payment has been made. 

(2) Checks. When preparing a payment request in 

ECMS, for a check to be mailed outside the U.S., 

the entire mailing address must be entered on the 

three address lines provided on the payment 

screen. It is also necessary to enter 5 zeros in 

the Zip Code field, and Xs in the City and State 

fields. 

5. Paper Check. After completion of the FO review, 

requests for payment by check are routed directly to the CE, 

who reviews the claimant’s address as reported on Form EN20, and verifies this address against case file documents, 

change of address requests in the case file, and the current 

address displayed in ECMS. 

If the claimant provides a different address on Form EN-20 

from the current address of record, the CE contacts the 

claimant via telephone to verify if the change of address is 

permanent, or if it is a temporary payment address only. 

a. Permanent Change. If the payment address on the 

EN-20 is a permanent change of address, the CE 

instructs the claimant to submit a separate signed 

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5. Paper Check. (Continued) 

letter requesting a permanent change of address. The 

CE documents the telephone call in ECMS, then proceeds 

with payment processing using the address provided on 

the EN-20. 

b. Temporary Change. If the payment address is a 

temporary address for that payment only, the CE 

verifies the address provided on the EN-20 through a 

telephone call to the payee, advises the payee that the 

address will only be used as a temporary address for 

that payment, and documents the telephone call in ECMS. 

The CE then proceeds with processing of the payment. 

(See Step 6 below for additional instructions on noting 

the ECMS Payment Screen when using a Payment Address 

Only.) 

6. Payment Setup and Payment “CREATION” by the CE. Upon 

receipt of the EN-20 for processing, the PCA enters the AOP 

received date on the payee screen in ECMS. The CE verifies 

the AOP amount on the ECMS payee screen matches the payment 

amount on the signed EN-20. The CE also generates a Payment 

Transaction Form, or PTF (see Exhibit 1) for each Part B or 

Part E payment. Part B and E payments cannot be combined on 

one PTF. The PTF cannot contain any cross-outs, white-outs, 

alterations, or erasures. 

A separate PTF must be completed for each payee, and each 

payee’s Social Security number must be entered on the PTF. 

Upon entry of the AOP received date and completion of the 

PTF, the CE creates the compensation transaction in ECMS. 

The CE selects “Compensation” from the main menu at the top 

of the screen, followed by “Create Compensation Transaction” 

from the corresponding drop down menu. The CE then enters 

the employee and payee SSN and pushes the “Search” button. 

The employee and payee information should appear on the “Add 

Payment Transaction” screen. 

The CE highlights the desired AOP record and selects “Create 

Payment.” When the “Create Payment” button is clicked, the 

system requires the CE to confirm the allocation amounts by 

entering the amounts for impairment, wage-loss, and lump 

sum, and then and clicking “OK.” The CE is then routed to 

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6. Payment Setup and Payment “CREATION” by the CE. 

(Continued) 

the compensation screen, where he or she will have the 

option of selecting an EFT payment or a paper check. For an 

EFT, the CE proceeds with entering the routing number, 

account number, account type, and payment amount. For a 

paper check, the CE enters only the payment amount. If the 

payee has requested a check be sent to a “Payment Address 

Only” on the EN-20, the CE must check the box labeled 

“Payment Only Address” in the Payee Address section of the 

payment screen. Otherwise, this box is left unchecked. The 

CE then “Saves” the record on the compensation screen. 

This completes Step 1, “Creation” of the payment. 

Upon completion, the CE signs and dates the PTF and 

transfers the case to the SrCE/SCE for continued processing. 

a. Differing Allocation Amounts. If the allocation 

amounts do not match the amounts entered by the FAB 

CE/HR, an error message will appear stating: “The 

allocation amounts entered do not match the AOP 

allocation.” If this occurs, the CE checks the amounts 

entered, for accuracy. If it is determined that FAB 

has entered an incorrect amount, the case file is 

returned to the FAB office, accompanied by a case 

transfer sheet, requesting correction of the allocation 

error. The FAB CE/HR treats a request for correction 

of AOP information as a high-priority task. ECMS 

allows the FAB CE/HR to change the allocation amounts 

in the impairment, wage-loss, and lump sum fields at 

any time prior to the creation of the payment. After 

the payment has been created, the FAB CE/HR has the 

ability to redistribute the allocation amounts, as long 

as the total AOP amount for the payment does not 

change. After the requested corrections are made, the 

case file is immediately transferred back to the DO, 

and the CE then completes the payment process. 

b. Payment Limits. The ECMS system will reject 

payments keyed for more than: $150,000 on a non-RECA 

Part B case; $50,000 on a RECA Part B case; and 

$250,000 on a Part E case. (ECMS does not count 

cancelled payments in these cumulative totals.) 

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6. Payment Setup and Payment “CREATION” by the CE. 

(Continued) 

c. Minor Child. If payment for a minor child is to 

be made through EFT, the funds are deposited into the 

parent’s or legal guardian’s bank account. If payment 

is by paper check, the check is made out in care of the 

parent or legal guardian. For example, the address 

field would be keyed in ECMS as follows: 

 Marian Smith 

 For John Smith, Jr. 

7. Payment “CERTIFICATION” BY THE SrCE or SCE. The SrCE 

or SCE reviews the electronic record, ensuring that the 

payment information from the EN-20 has been input correctly, 

that the PTF has been completed correctly, and that the PTF 

matches the electronic record. The SrCE/SCE then signs and 

dates the PTF in the certification section and completes 

Step 2, “Certification” in the ECMS payment screen. Once 

certified, the SrCE/SCE updates the case file location in 

ECMS, and delivers the file to the FO for continued 

processing. 

When the payment is certified, ECMS automatically locks the 

record so that no changes can be made. If an error is 

detected by the SrCE/SCE, prior to his/her certification, 

the SrCE/SCE selects the “REJECT” option which erases the 

payment creation and returns the case to the CE, in ECMS. 

If an error is discovered after certification by the 

SrCE/SCE, only the Chief of Operations, FO, Assistant DD, or 

DD can unlock the record. 

Unlocking the payment record erases the electronic signature 

and date for the “Creation” and “Certification” status 

blocks, and returns the payment record to the CE, in ECMS. 

The certifier returns the case file and the PTF to the CE. 

The CE corrects the payment record by modifying the payment. 

This can be done by selecting the ‘Update Compensation’ menu 

option in ECMS and making the necessary changes. After 

errors are corrected, the process begins again with creation 

of the payment. 

8. Payment ”VERIFICATION” by the FO. Upon receipt of the 

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8. Payment ”VERIFICATION” by the FO. (Continued) 

certified PTF, the FO reviews the electronic record, the EN20 and the PTF to ensure that all payment information is 

correct on the fiscal documents and in ECMS. If all 

information is correct, the FO completes Step 3, 

“Verification” on the ECMS payment screen, and signs and 

dates the PTF in the verification blocks. The FO then 

updates the case file location in ECMS and delivers the case 

file to the DD (or designated alternate), for final 

authorization. 

If an error is detected after the payment is verified, only 

the FO, Chief of Operations, Assistant DD, or DD can unlock 

the record. Unlocking the payment record erases the 

electronic signature and date for the “Creation”, 

“Certification”, and “Verification” status blocks on the 

compensation screen and the payment record is returned to 

the CE in ECMS. The CE corrects the payment record by 

modifying the payment. This can be done by selecting the 

‘Update Compensation’ menu option in ECMS and making the 

necessary changes. 

9. Payment “AUTHORIZATION” by the DD. Upon receipt of the 

PTF and the case file, the DD (or designated alternate) 

reviews the file documents to ensure that the PTF is 

accurate and complete. If so, the DD completes Step 4, 

“Authorization” on the ECMS payment screen. The DD signs 

and dates the PTF, and updates the file location in ECMS, 

and returns the case file to the FO. 

If an error is detected after the payment is authorized, but 

before it is transmitted to the Department of the Treasury, 

only the DD (or designated alternate) can unlock the record 

from its authorized status. If unlocked by the DD, the 

electronic signature and dates are erased for the 

“Creation,” “Certification,” “Verification,” and 

“Authorization” status blocks on the compensation screen, 

and the electronic record is automatically returned to the 

CE. The DD returns the case file and the PTF to the CE for 

corrective action. After taking corrective action, the CE 

starts the payment process over again, using a new PTF Form, 

if required. The CE corrects the payment record by modifying 

the payment. This can be done by selecting the ‘Update 

Compensation’ menu option in ECMS and making the necessary 

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9. Payment “AUTHORIZATION” by the DD. (Continued) 

changes. 

At any time during the payment process, if an error is 

discovered which requires a change in the PTF, the person 

canceling the transaction completes the “Transaction 

Cancelled” section at the bottom of the PTF, indicating the 

reason for the cancellation. The certifier and authorizer do 

not correct the PTF or the on-line data, but instead, return 

the file and the PTF to the CE for corrections and to start 

the payment process over again. 

10. Payment Reports. Once the CE, the SrCE/SCE, the FO, 

and the DD have signed the PTF and the file has been 

returned to the FO, the PTF is copied. Each week, usually 

by close of business Thursday, the NO will batch and forward 

all payments that have been approved in the electronic file 

system for processing. A weekly report is generated by the 

FO and forwarded to the NO which lists the payments by Part 

(B or E) and by payment mode (EFT or paper check) which have 

been approved for that weekly payment cycle. 

Once the report has been forwarded, the FO places a copy of 

the completed PTF in the file and reassigns the file to the 

proper location. The FO then runs the ECMS reports, which 

generate an automated copy of the PTF form for each payment 

approved that cycle. The two PTFs (computer-generated and 

signed original) are collated and placed in a locked file 

cabinet. These documents are filed chronologically, oldest 

to most current. 

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

verifier, or authorizer is not available to perform his or 

her payment function, alternate persons in those 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 he or she did not create it. 

The DD should be notified when an FO is unavailable to 

verify payments. Either the DD or the Chief of Operations 

can, in the absence of a FO, verify payments. However, if 

they verify payments, they will not be allowed to authorize 

those same payments. 

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11. Substitutions Among Staff. (Continued) 

If the DD or Assistant DD is unavailable to authorize 

payments, the NO must be advised. In those situations, the 

NO will assign a temporary role to either the Regional 

Director or the Chief of Operations, so that they may 

authorize payments on a temporary basis. Any request for a 

temporary role assignment should be sent via email to the 

Policies Regulations and Procedures Unit Chief, or the 

Policy Branch Chief, at the NO. 

12. Processing Exception Payments. In any case in which a 

payment must be expedited or cannot be processed by the DO 

as outlined above; e.g. terminal claimants or a second Part 

B payment, the PTF for Exception Processing (Exhibit 2) is 

used in place of the standard PTF, and is forwarded to the 

NO according to established procedures. 

13. Processing Payment Cancellations. Recording a 

cancelled payment is critical to maintaining an accurate and 

comprehensive accounting of all funds disbursed by DEEOIC. 

The cancellation process is also necessary in cases where a 

compensation payment is being cancelled so that it may be 

redistributed, or paid in its entirety to another claimant. 

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 

DEEOIC’s financial accounting processes. 

a. Cancellation Initiated by Treasury. The 

Department of Treasury transmits an electronic 

Cancellation Report to DEEOIC when either an EFT 

payment has been rejected/returned by a recipient bank, 

or when a paper check is returned to Treasury for any 

reason. These reports are sent to the DEEOIC National 

Office Fiscal Officer (NOFO), who then notifies the 

appropriate DO of the cancelled payment. 

b. Cancellation Initiated by Claimant. Once 

compensation payments have been authorized by the DO 

and transmitted to Treasury for payment (either check 

or EFT), if payment is not received, the claimant may 

initiate an inquiry regarding non-receipt. The DO takes 

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13. Processing Payment Cancellations. (Continued) 

the following steps upon notification by a claimant 

that his or her compensation payment has not been 

received: 

(1) The claimant notifies the CE, who documents 

the call or the correspondence in ECMS case notes. 

(2) If a claimant reports non-receipt of payment 

by telephone, the CE advises the claimant to 

document the non-receipt in a letter to DEEOIC. 

(3) Upon receipt of either a telephone call or 

letter, the CE transfers the case file to the FO. 

(4) The FO notifies the NOFO via email, of the 

non-receipt of funds. 

(5) The NOFO initiates an inquiry in the Treasury 

Department’s online PACER system, to determine 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) EFT transaction completed. 

(d) EFT funds returned to Treasury 

(Cancelled). 

(e) Check negotiated (funds disbursed). 

(6) The NOFO provides the FO with a copy of the 

payment status in PACER, via email. 

(7) The FO advises the claimant of the payment 

status, as delineated above. 

(8) In the case of a check that is still 

outstanding, the FO requests that the NOFO 

initiate a “stop pay” order with Treasury (through 

the PACER online system) if requested by the 

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13. Processing Payment Cancellations. (Continued) 

claimant. 

(9) Once a check has been negotiated, stolen 

check claims can be initiated with the Treasury 

Department, by the NOFO, but funds cannot be reissued until authorized by Treasury. 

14. Payment Cancellations at the NO. Once it is determined 

that an EFT payment has been returned to Treasury, or that a 

paper check has either been returned or had a “stop pay” 

order placed on it, the FO proceeds with a Payment 

Cancellation request to the NOFO. 

a. Payment Cancellation Process. 

(1) The DO transfers the case file out to “NAT” 

in ECMS, and mails the case file via overnight 

mail to the NOFO. 

(2) Upon receipt, the NO transfers the file in to 

“NAT” in ECMS. 

(3) The NOFO initiates a Payment Transaction Form 

for Exception Processing (Exhibit 2), and signs 

item #1, then forwards the case file to the Policy 

Unit Chief for review and signature (item #2). 

Upon completion, the Unit Chief forwards the case 

file to the Director or Deputy Director for 

review, signature, and completion of Step 1, in 

the Void Transaction screen of ECMS. 

15. Void Transaction by DEEOIC Director. ECMS only allows 

the Director or Deputy Director to “Initiate” the on-line 

payment cancellation process. If upon review of the 

cancellation request, the Director or Deputy Director agrees 

that the ECMS payment record needs to be voided, the payment 

cancellation is initiated in ECMS. 

a. Void Transaction Process. 

(1) In ECMS, select “Initiate Void Compensation 

Transaction” from the Compensation menu. 

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15. Void Transaction by DEEOIC Director. (Continued) 

(2) At the Search Payment Record screen, enter 

the case SSN or name. 

(3) Click the “Initiate” button at the bottom of 

the Payment Update screen. 

(4) Click “YES” to confirm the Void Initiation. 

(5) After the void is reviewed and initiated in 

ECMS, the Director or Deputy Director checks off 

#3 and #4, and signs and dates the “Payment 

Cancellation” form (Exhibit 3). The case file is 

transferred out to the DO in ECMS, and returned 

via overnight mail. 

16. Void Transaction by DD. Upon receipt of the case file 

in the DO, the ECMS file location is updated and the file is 

forwarded to the DD. 

a. Only Authorized by DD. ECMS only allows the DD 

(or designated alternate) to “Authorize” (complete) the 

payment cancellation process in ECMS. If upon review, 

the DD agrees that the ECMS payment record should be 

voided, the payment cancellation is authorized by the 

DD. 

(1) In ECMS, select “Authorize Void Compensation 

Transaction” from the Compensation menu. 

(2) At the Search Payment Record screen, all 

pending check cancellations, pending 

authorization, will appear in a grid view. 

(3) Highlight the record to be authorized, and 

click “Select.” 

(4) If no re-issue of the payment to that 

claimant is to be made (e.g. employee died before 

payment process was completed), check the “No 

Repayment To This Claimant” box. 

(5) If repayment is to be made to that payee, the 

box is left blank. 

EEOICPA Tr. NO.10-04 14 

October 2009 

SUPERSEDED
FEDERAL (EEOICPA) PROCEDURE MANUAL CHAPTER 3-0600 

Part 3 – Fiscal Compensation Payments 

____________________________________________________________ 

16. Void Transaction by DD. (Continued) 

(6) Click the “Authorize” button at the bottom of 

the Payment Update screen. 

(7) Click “YES” to confirm the Void 

Authorization. After the payment cancellation is 

authorized in ECMS, the DD checks off #5 and #6 on 

the Payment Cancellation form, signs and dates the 

form, then updates the file location in ECMS and 

delivers the case file to the FO. 

Note: If an error is detected by the DD, the 

Transaction Cancelled section of the “Payment 

Cancellation” form is filled out. The case file 

is returned to the FO for review. 

17. DO Actions After Void Transaction Has Been Completed in 

ECMS. 

a. Re-Issuing Payments. If the compensation payment 

is to be re-issued, the FO routes the case file to the 

CE and advises that the payment cancellation process 

has been completed and that payment is to be re-issued. 

(1) If the EN-20 is insufficient to process the 

re-issued payment, i.e. the bank routing/account 

numbers for EFT, or address for check, are 

incorrect, the CE sends a letter of explanation to 

the claimant, along with a copy of the original 

EN-20 prepared by FAB. Upon receipt of the new EN20, the Compensation Payment process begins again 

with either Paragraph 4 (EFT) or Paragraph 5 

(paper check) above. 

(2) If the EN-20 is sufficient to process a reissue of the payment (e.g. the bank 

routing/account numbers for EFT, or address for 

check, are correct, but were incorrectly entered 

in ECMS; or the original check was lost in the 

mail and payment was stopped), the Compensation 

Payment process begins again with either Paragraph 

4 (EFT) or Paragraph 5 (paper check) above, using 

a new PTF with new authorization dates. 

EEOICPA Tr. NO.10-04 15 

October 2009 

SUPERSEDED
FEDERAL (EEOICPA) PROCEDURE MANUAL CHAPTER 3-0600 

Part 3 – Fiscal Compensation Payments 

____________________________________________________________ 

17. DO Actions After Void Transaction Has Been Completed in 

ECMS. (Continued) 

b. Voided Transactions. If the compensation payment 

is not being re-issued, the FO confirms that the Void 

Transaction has been completed, and that the “No 

Repayment To This Claimant” box is checked on the View 

Comp. Transaction screen, under the “Void Transaction” 

tab. The case file is returned to the DO file room, 

and transferred to “FIL” in ECMS on the Case screen, or 

is returned to the CE for survivor development, if 

applicable. 

18. Claims for Non-Receipt of Compensation Payments When 

Paper Check Has Been Negotiated. If the payee calls or 

writes the DO to advise that he or she did not receive his 

or her compensation check, the FO requests that the payee 

provide immediate written notification of non-receipt of 

payment. Upon receipt of written notification, the FO 

forwards such notice to the NOFO, who takes the following 

actions: 

a. Non-Receipt of Compensation Payments Process. 

(1) Payment status is reviewed in the Treasury 

Department PACER system. 

(2) If payment status in PACER shows “Negotiated” 

(check cashed), the National Office FO creates a 

claim in the PACER system, for that payment and 

selects Option #2 – Entitlement After Status. 

(3) After 24 hours, the NOFO contacts Treasury 

and verifies that the claim has been recorded in 

the Treasury Department’s “T-SIS” system. 

(4) Upon receipt of the claim in T-SIS, Treasury 

forwards a stolen check claim packet to the payee, 

and investigates the circumstances surrounding the 

claim. 

(5) Only after Treasury notifies of resolution 

can the payment be re-issued by DEEOIC. 

EEOICPA Tr. NO.10-04 16 

October 2009 

SUPERSEDED
FEDERAL (EEOICPA) PROCEDURE MANUAL CHAPTER 3-0600 

Part 3 – Fiscal Compensation Payments 

____________________________________________________________ 

19. Issuing Multiple Payments To The Same Payee in ECMS E. 

Under Part E, claimants can receive compensation from three 

types of awards: lump sum compensation (specifically 

awarded to a survivor if the employee’s covered illness was 

a significant factor in aggravating, causing, or 

contributing to the employee’s death); wage-loss; and 

impairment. Unlike Part B, ECMS-E contains a field for the 

subsequent allocation of the Acceptance of Payment (AOP) 

amount into three categories. These three categories are 

labeled in ECMS-E as: “Wage-Loss Alloc,” “Impairment 

Alloc,” and “Lump Sum Alloc” the sum of which will be equal 

to the AOP Amount, and the corresponding final decision. 

Because Part E cases may also require multiple decisions 

awarding various amounts of compensation, each AOP amount 

can be allocated to a sub-category as is appropriate. This 

section provides written guidance on the proper procedures 

for issuing multiple payments to the same payee in ECMS E. 

a. After Issuance of a Final Decision. When the FAB 

issues a Final Decision awarding compensation under 

Part E, the FAB CE or HR must complete the AOP 

information on the payee screen in ECMS E. The AOP 

information consists of the AOP sent date, which is the 

date the EN-20 is sent out, and the AOP allocation 

amounts. The AOP allocation amounts coincide with the 

final decision that is being issued. These amounts 

include lump sum compensation, wage-loss, and 

impairment. The default amount for these blank fields 

is $0.00. Therefore, if no award is granted or if 

benefits are denied in one of the three areas, in that 

decision, no input is needed for the relevant field. 

The procedure for entering the AOP information in Part 

E is outlined below. 

(1) To add new AOP information for a payee, the 

FAB CE/HR must go to the payee screen in ECMS E, 

click on any field in the AOP section, and click 

“Insert.” This accesses the AOP information 

screen where the FAB CE/HR has access to the AOP 

sent date and allocation amounts (impairment, 

wage-loss, and lump sum). The FAB CE/HR 

accurately completes these fields to coincide with 

the final decision. Once the allocated amounts 

are entered, ECMS automatically totals the 

EEOICPA Tr. NO.10-04 17 

October 2009 

SUPERSEDED
FEDERAL (EEOICPA) PROCEDURE MANUAL CHAPTER 3-0600 

Part 3 – Fiscal Compensation Payments 

____________________________________________________________ 

19. Issuing Multiple Payments To The Same Payee in ECMS E. 

(Continued) 

allocations and populates the (total) AOP amount. 

The AOP amount cannot exceed $250,000 in ECMS E. 

The AOP amount field should match the amount on 

the EN-20, and the amount awarded under that 

particular final decision. For example, a final 

decision awards a widow $125,000 because the 

employee’s lung cancer (an accepted condition) was 

a significant factor in aggravating, causing, or 

contributing to the employee’s death. She also 

receives $25,000 for his wage-loss under the same 

decision. The EN-20 reflects a payment amount of 

$150,000. The AOP screen shows “$125,000.00” in 

the lump sum compensation field, “$25,000.00” in 

the wage-loss field, and no amount paid in the 

impairment field. ECMS totals the amounts in the 

allocation fields and shows “$150,000.00” in the 

AOP Amount field, which is the same amount on the 

EN-20. 

b. Subsequent Decisions. If subsequent decisions are 

issued awarding additional compensation (such as 

additional wage-loss), a new AOP record is created 

following the process discussed above. This is a 

new/separate AOP entry that reflects the amount of 

compensation awarded in the corresponding final 

decision. All of the AOP records are retained and are 

accessible through the payee screen in ECMS, by 

highlighting the associated AOP record and pressing 

enter, or double-clicking on the record. ECMS displays 

the cumulative total of AOP amounts paid on the Case 

Screen. This total does not include payments that have 

been cancelled. The Total Compensation Allocated, on 

the case screen, cannot exceed $250,000 in ECMS-E. 

(1) When the completed EN-20 is received in the 

district office, it is routed to the CE if payment 

is to be made via paper check, or routed to the 

PCA if payment is to be made via EFT. For an EFT, 

the PCA accesses the EFT tab on the payee screen 

to enter the EFT data. If there are any changes 

to the EFT banking information (i.e. the claimant 

has changed bank names, account numbers, or 

EEOICPA Tr. NO.10-04 18 

October 2009 

SUPERSEDED
FEDERAL (EEOICPA) PROCEDURE MANUAL CHAPTER 3-0600 

Part 3 – Fiscal Compensation Payments 

____________________________________________________________ 

19. Issuing Multiple Payments To The Same Payee in ECMS E. 

(Continued) 

account types since the last EFT payment), the PCA 

edits/changes the information currently displayed 

on the EFT screen. The EFT information includes 

the bank name, bank address, routing number, 

account number, account name, account type, 

contact name, and contact phone number. The 

account number, routing number, account name, and 

account type are verified with the bank, to the 

fullest extent possible, and documented in the 

case file. 

(2) Upon receipt of an EN-20 for processing, the 

CE must first enter the AOP received date. To do 

this, the CE accesses the payee screen in ECMS, 

highlights the associated AOP record (which will 

have a blank AOP received date), and presses the 

enter key, or double-clicks on the record. This 

allows access to the AOP information line. The CE 

can only add/edit the AOP received date. The CE 

cannot add/edit the AOP sent date, or the AOP 

amount. The CE inputs the receipt date of the EN20 from the date stamp showing receipt of the 

document at the DO. Once the CE saves the AOP 

received date, he/she closes out of the case in 

ECMS. 

(3) The CE completes the Payment Transaction Form 

(PTF) in accordance with Paragraph 6, above. 

(4) Upon entry of the AOP received date and 

completion of the PTF, the CE is ready to create 

the compensation transaction in ECMS-E. The CE 

selects “Compensation” from the main menu at the 

top of the screen, followed by “Create 

Compensation Transaction” from the corresponding 

drop down menu. The CE then enters the employee 

and payee Social Security number and pushes the 

“Search” button. The employee and payee 

information should appear on the “Add Payment 

Transaction” screen. 

(5) The process of certifying, verifying and 

EEOICPA Tr. NO.10-04 19 

October 2009 

SUPERSEDED
FEDERAL (EEOICPA) PROCEDURE MANUAL CHAPTER 3-0600 

Part 3 – Fiscal Compensation Payments 

____________________________________________________________ 

19. Issuing Multiple Payments To The Same Payee in ECMS E. 

(Continued) 

authorizing payments for the SrCE/SCE, FO and DD, 

proceeds as delineated in Paragraph 4, above. 

20. Re-Issuing Payments After Payment Cancellation. If a 

previously voided payment, that is eligible for re-issue 

exists, (e.g. check was cancelled, EFT was returned because 

of erroneous banking information, etc.) the “Create Payment” 

button will change to a “Re-issue Payment” button that can 

be selected when the corresponding AOP record is 

highlighted. As always, if information needs to be 

corrected on the payee screen, such as routing number or 

street address, the PCA must complete this prior to the 

payment being re-issued.

EEOICPA Tr. NO.10-04 20 

October 2009 

SUPERSEDED
FEDERAL (EEOICPA) PROCEDURE MANUAL CHAPTER 3-0600 

 

Part 3 – Fiscal Compensation Payments 

____________________________________________________________ 

EEOICPA Tr. NO.10-04 Exhibit 1 

October 2009 

SUPERSEDED
FEDERAL (EEOICPA) PROCEDURE MANUAL CHAPTER 3-0600 

Part 3 – Fiscal Compensation Payments 

____________________________________________________________ 

EEOICPA Tr. NO.10-04 Exhibit 2 

October 2009 

SUPERSEDED
FEDERAL (EEOICPA) PROCEDURE MANUAL CHAPTER 3-0600 

 

Part 3 – Fiscal Compensation Payments 

____________________________________________________________ 

EEOICPA Tr. NO.10-04 Exhibit 3 

October 2009 

SUPERSEDED