Caution:

Pay particular attention to the presence of attached foreign claim forms. If the USRC Batch Number for a form indicates that it should have attached foreign claim forms, see IRM 21.8.4.4.14, Foreign Claim Forms and/or Procedures, and those foreign forms are not present, the batch must be returned to the TE with a note requesting the foreign forms. Do not print the record until the TE corrects the error.

Certifications are printed on special paper that cannot be scanned or photocopied. Once the certifications are sent to be printed, they are removed from the local print queue and can only be added back in by your Manager or Lead. To prevent waste, go through the following checklist every day before you begin printing, and again if you have had to stop printing for 30 minutes or more.

Check your printer settings.

Open the “Start” menu by clicking on the round Windows icon at the bottom left of your screen.

Click “Devices and Printers” on the right side of the menu.

Locate your assigned printer in the Devices and Printers window.

Right-click the printer and select “Printing preferences”.

In the lower left of the Printing Preferences window, make sure that the “Print on Both Sides (Duplex) pull-down menu is set to “Print on one side only”.

Check your printer – Now go to your assigned printer and make sure that it is turned on, all trays are loaded with certification paper in the proper orientation, and there is no plain paper loaded in any of the trays.

When certifications need to be printed locally, the TE puts them into the local print queue, which is accessed through the USRC 6166 Database.

Start the USRC Database by double-clicking the USRC icon on your desktop.

Click the “I Agree” button on the “Authorized Use” pop-up.

Click the “Consoles” menu in the tool ribbon and select “Main Print Console” in the pull-down to open the Certification Console.

Before you do anything else, check to make certain that the Certification printer assigned to you is selected in the “Current Printer in Use” pull-down menu at the bottom of the console. Also check that “Automatically Select” is showing in the pull-down menu above the “Test Tray” button. Because the printers are set up for continuous printing, having “Automatically Select” in the pull-down menu means that the printer will take paper from the next paper tray when the current paper tray is empty.

Test the printer – Click the “Test Tray” button. The printer will print a test sheet. Check that the test sheet came out on cert paper and in the proper orientation.

In the entry field, type in the batch number to be printed, and then click the down arrow. The batch number you entered, and the number of records in that batch ready to be printed, appears highlighted at the top of a list of batch numbers (this list shows all the batches that are in the Local Print Queue waiting to be printed).• If the batch number does not appear: If the batch number (or a record in the batch) does not appear when you click the down arrow, it means that the batch is not entered in the Local Print Queue and cannot be printed. Double check the Status Report to see if it is an Ogden print (LTR Type on the status report is “CRT n”) that was mistakenly highlighted and included in the local print batch by the TE. Because Local and Ogden prints need to have separate batches (as they have different closing dates.) Return the batch to the TE with a note to make separate batches for Local and Ogden printing.• If the highlighted record should be Local: If the LTR Type on the Status Report does not indicate Ogden, the record might not be in 099 status. Double check that the Status of the highlighted record on the Status Report is 099. Look up the record in the USRC 6166 Database and double check that the status code is 099 and has not already been printed. If the status code is anything other than 099, the record cannot be printed. Return the batch to the TE with a note that the records are not in the Local Print Queue and are not in 099 status.

Click on the highlighted batch number, and the records that are in an open 099 status slated for local printing will appear along with information concerning those records. The main information we are worried about when printing is:• Case - The record number of the case to be printed.• TIN - The applicant’s TIN.• Reg Cov, UK Cov, Cert checkboxes - These checkboxes show what will be printed: the Regular Cover Letter for all certifications except those going to the UK, the UK Cover letter for all certifications going to the UK, see IRM 21.8.4.4.14.1, Certification Applications for the United Kingdom (U.K.), and Certifications.

Double check that:• All records highlighted on the Status Report show up in the Print Console. If a record does not show up, refer to (f.), above.• All records have both a cover letter (Regular or UK) and certification checked. If any record does not, then it has not been properly entered into the Local Print Queue. Return the batch to the TE with a note explaining the issue.• The record to be printed matches the application (or screen print) included with the batch. This is especially important for applications with foreign claim forms. If the records do not match the included applications or screen prints, return the batch to the TE with a note explaining the issue. However, because the TE's may need to clone records, always check in the USRC 6166 Database to make sure that a “missing” application or screen print has not been cloned from an application that has been included.