Determine if your Issue is a Casework

What is Casework?

Before you contact my office for assistance with a case, you should determine if your problem is something my office has the authority and purview to help you with. The information and examples below can help you decide.

If your problem is with a federal agency, I may be able to help you.

Federal Agency Assistance
A federal agency, as the term implies, is an organization that is part of the federal government. These agencies are either:

• part of the President's cabinet, like the Internal Revenue Service (IRS), since it is under the Department of the Treasury, or
• independent agencies, like the Equal Employment Opportunity Commission (EEOC).
  If you are unsure if your problem involves a federal agency, visit the White House (link to whitehouse.gov) website or individual agency pages for more information.

If you are having trouble solving a problem you are having with a federal agency, I may be able to assist you in working with the agency. While I can't ask the agency to do anything which they are unable to do under law or regulations, I can make sure that all of your rights are respected and that errors in procedure are corrected.

Unfortunately, I am unable to assist you if your problem is not with a federal agency.

Judicial Matters
Because of the Constitutional separation of powers between the three branches of government, judicial matters (matters that involve the courts) do not fall under my purview as a U.S. Senator. Examples of judicial matters are:

• child custody
• divorce
• criminal trials or imprisonment

State Government Issues
Problems that involve Minnesota State agencies also are not under my purview as a United States Senator. Examples of such problems include:

• child support
• motor vehicle registration or loss of license
• welfare
• state taxes

For these problems, you should contact the Governor's Office for assistance at 1-800-657-3717 or the appropriate state agency.

Common Casework Q&AQuick Answers

My staff and I handle a wide variety of issues on behalf of Minnesotans. The following pages contain answers to questions that my staff is frequently asked by constituents.

• Military Info - including information about the Iraq war.
• Internal Revenue Service (IRS) - including information on how to contact the IRS and how to get answers to federal income tax questions.
• Social Security Administration (SSA) - including questions about receiving retirement or disability benefits.
• Federal Employee/Retiree - including information on disability retirement, survivor benefits, and changing your beneficiary.
• Passport/Visa - including instructions for filing for a passport or visa for American citizens.
• Veterans Affairs - including information on service and non-service connected benefits and survivor benefits.
• Bureau of Citizenship & Immigration & Naturalization Services (BCIS) - including information on legalization, naturalization, and visitor/student/business visas.

Quick Answers: Military

Many of the questions my staff gets from families of military personnel involve communication with their deployed family members.

How can I contact my loved one if the bases are engaged on high alert (or increased security measures) in case of an emergency or death?
The Red Cross is the primary point of contact. The number is 1-800-951-5600. The caller needs to provide a name, birth date, and social security number of the person contacted. In the event that they are not able to assist you, contact my office in St. Paul. The number is 651-221-1016.

Quick Answers: Internal Revenue Service

The Internal Revenue Service (IRS) is the agency that is responsible for collecting income taxes. Included under IRS's umbrella are your refunds, collection of unpaid or underpaid taxes, designation of tax exempt organizations. The agency is also empowered to withhold refunds for payment of the taxpayer's debts for such things as education loans and child support.

What is the local IRS phone number?
You can call their toll free number, 1-800-829-1040. You will go through an electronic list and eventually be directed to a representative who can assist you with most questions.

If you only need to know the status of your tax return you can call 1-800-829-4477.

If you still need further assistance, the IRS has instituted a Taxpayer Advocate Service Office in St. Paul that you can contact with your questions.

After you have used the above resources, if you feel that you were not given a satisfactory answer or that they were not able to help, you may contact our office. If we are going to contact IRS on your behalf, you will be asked to fill out an IRS personal authorization (English) (Espanol) form giving us permission to make inquiries on your behalf.

Where is the Taxpayer Advocate Service in St. Paul?
The Taxpayer advocate office is located at Wells Fargo Place, 30 E. 7th Street, Suite 817, Stop 1005 STP, St. Paul, MN 55101. Their phone number is (651) 312-7999. Their fax number is (651) 312-7872. If you are outside of the St. Paul area there is a toll free number, 1-877-777-4778. This number gets you into IRS and they can transfer you to a taxpayer advocate.

Quick Answers: Social Security Administration

The Social Security Administration (SSA) is the agency that deals with your retirement benefits. Besides retirement, the agency covers several other benefit programs including Social Security Disability ((SSD), Supplemental Social Security (SSI), burial expense, survivor and dependent benefits.

I have become disabled and am unable to work. What happens after I apply for Social Security Disability?
The Social Security Administration will provide you with a handbook for you to review.

Many disability applications are denied at the first step. After the first denial of application there are three appeals steps in the administrative review process.

• Reconsideration - claimant has 60 days to ask for a reconsideration. The previous and any new information including new medical information is reviewed by the Disability Determination Service (DDS).
• Hearing - If the claimant disagrees with the reconsideration determination, He or she can request a hearing before an Administrative Law Judge (ALJ). The ALJ will review the evidence and hold a hearing with claimant.
• Appeals Council - If the claimant disagrees with the ALJ's decision, he or she can request a review by the Appeals Council.

I have been denied disability benefits from the SSA. What can I do? Can you write to them and get me my benefits?
The notice of denial includes information regarding your right to file a reconsideration or appeal. Be sure you file within the time frame listed in their notice.

The Social Security Administration needs information which proves that you cannot work for at least 12 months. They look at your:

• age
• education
• past work
• physical and/or mental condition

You need to let SSA know about new medical information.

Go to the Social Security Administration website for more information.

Quick Answers: Federal Employees & Retirees

The agencies that deal with federal employment include:

• Office of Personal Management (OPM) which deals with federal employment and retirement, life and health insurance and survivor benefits.
• Office of Workers' Compensation (OWCP) which is the agency that handles federal worker's compensation claims. This is also the agency that handles black lung claims.
• Equal Employment Opportunity Commission (EEOC), which is the agency that processes discrimination complaints. Most federal agencies have their own EEOC process that should be pursued before filing with the EEOC itself.
• Merit Systems Protection Board (MSPB), which protects the integrity of the Federal merit systems and the rights of Federal employees working in the systems.

I am on Federal Workers Compensation and my doctor has prescribed some new medication. How can my pharmacy get prescription authorizations quickly?
The closest OWCP Regional Office is located in Chicago, IL, the phone number is (312) 596-7157. This office is available to obtain approval information on a specific case for a specific medication.

Anyone can use the OWCP phone number, but it will be especially useful for pharmacies. It will allow the caller to key in a case number and a National Drug Code (NDC) and the computer will determine if the case is in a pay status and, if so, whether the NDC code is payable for the accepted condition. If the code is payable, the system will allow the caller to enter a quantity and get the maximum payable for the prescription.

Where can I go to get information regarding my workers' compensation claim?
The District Office of OWCP in Chicago has a web page on which you can find answers to your questions on workers compensation.

Quick Answers: Department of State

The Department of State is the agency that is responsible for issuing passports and visitor visas. As the agency that maintains our diplomatic presence in foreign countries, it also provides services to American citizens abroad.

What information is available from the Department of State regarding passports and visas?
The Department of State has a section on their website specifically addressing passports and visas. That address is: http://www.travel.state.gov
For any questions about passport applications you may call the National Passport Information Center at 1-877-487-2778 or for the hearing impaired (TDD) 1-888-874-7793.

If you still can't call for whatever reason or you find out there is a problem with your application, then call us at 1-651-221-1016.

I am traveling to another country. Do I need a passport and a visa? How do I know if it is safe to travel there?
The Department of State web page gives requirements to travel there and gives travel warnings for every country.

I would like a friend/relative from a foreign country to come visit me for the summer. What steps do my friend and I have to take?
The Department of State web page details what kind of visa they may apply for and also has a list of all the U.S. Embassies, Consulates. Your friend/relative will need to come prepared to prove that they are not planning on immigrating to the United States.
I would like to get my tourist/student/business visa extended. What do I need to do?
You should first contact the closest foreign consulate office for detailed instructions. Extension of your visa will depend on whether or not you have a valid passport and what the date stamped on your I94 states.

I was born in a foreign country while my father/mother was stationed there. How do I prove my citizenship?
The U.S. Department of State can provide you with a Certificate of Birth Overseas.

Quick Answers: Veterans Affairs

The Department of Veterans Affairs is the agency that deals with veterans' benefits. These include life insurance, service connected and non-service connected disability, health care benefits and grave markers. Health care benefits include insurance, hospitals, nursing home, and at home assisted care.

It has been six months since I have heard anything from the VA on my claim. What should I do? Can you call and make them give me my benefits?
You should contact your veterans' representative (DAV or other) who is helping with your claim and see if they have an update. I would also be happy to send an inquiry asking for a status update.

Quick Answers: Citizenship and Immigration Services

The U.S. Citizneship and Immigration Services (USCIS) deals with legal entry and legalization of aliens and the naturalization of legal residents. This is the agency that grants extension of non-immigrant visas.

I would like a friend/relative from a foreign country to come visit me for the summer. What steps do my friend and I have to take?
The Department of State web page details what kind of visa they may apply for and also has a list of all the U.S. Embassies, Consulates. Your friend/relative will need to come prepared to prove that they are not planning on immigrating to the United States.

Prepare to Open a Case

Once you have determined that your problem is one with which I can be of assistance, you should follow the steps listed below to gather necessary information and material before you contact my office. This will help my staff to assist you more efficiently.

STEP ONE: Complete a Personal Authorization Form
Because of the Right to Privacy Act, you will need to complete a Personal Authorization Form giving permission for my staff to look into the matter on your behalf.

STEP TWO: Gather necessary paperwork

1. You must provide my staff with any paperwork you have regarding your case. This might include letters from the agency, medical forms, and other forms and documents relating to your problem.
2. The agencies listed below require additional information. My staff will need this before they can make inquiries on your behalf:
   • Office of Personnel Management Cases:
     The OPM uses your CSA or CSF number as well as your Social Security number. For some cases, your date of birth is also helpful. To report the death of an annuitant and to apply for survivor benefits, you will need the death certificate.
   • Social Security Cases:
     You need to apply for Social Security disability benefits (SSD) before you contact my office. Once you have applied, my staff will need to have information on the office at which you filed your claim or appeal and where you are in the process.
   • Veterans Affairs Cases:
     For these cases, your C number will be helpful along with your Social Security number.
   • Workers Comp Cases:
     Your case number along with your Social Security number will help us track your case.

Personal Authorization Form

You will need to complete a Personal Authorization Form before my staff can look into matters on your behalf. Below are common questions about the form and links to the form in both English and Spanish.

What is the Personal Authorization Form and why do I need to complete one for you to make inquiries on my behalf?
The Personal Authorization Form is required under the Right to Privacy Act. It simply is a form on which you give some basic information about yourself - your name, address, phone number and Social Security number - and then sign your name. By doing this you are giving me permission to contact an agency on your behalf. This is to protect you from having people get information about you without your permission.

Do I have to come to one of your offices to get a Personal Authorization form?
No, you can either print one here, or contact one of my state offices to ask them to send one to you.

• Personal Authorization to Release Information Form - (Word | PDF)

Please print and sign the Authroization to Relase Information form and fax or mail it to the St. Paul Office (Fax: 651-221-1078).

Open a Case

My state staff will assist you with your casework. You may either contact one of my state offices directly, or you may request that a case be opened for you through this online casework request form.

If you prefer talking to a person, you can call or visit the office that serves your county. If you prefer, you can also send a letter to that office.

You may also request that a case be opened for you by completing casework contact form here. Please understand that this action alone does not open a case. You still need to complete the Personal Authorization Form, sign it, and ensure that it is delivered to my office before my staff has the authority to open a case on your behalf.