TN 47 (06-17)
GN 00502.185 Documenting Payee Selections/Non-Selections and Post-Entitlement Actions in eRPS
A. Documentation policy for payee selections and non-selections
When processing a representative payee application, it is important to fully document properly so that relevant payee information is viewable for reference in future payee applications and continued suitability determinations. Each selection is a new independent determination that must be documented even if the payee is already serving as someone else’s payee. Required documentation to support your suitability determination while completing a representative payee application includes:
justification for selection or non-selection of payee applicant;
information about the representative payee applicant’s criminal history;
why you selected a payee who is not the highest on the payee preference list of possible choices;
why the applicant selected is preferred over other applicant(s) when more than one person has filed an application to be payee;
a better qualified payee is unavailable whenever you appoint a Fee for Service organization as payee;
you are satisfied that the institution will use the benefits in the beneficiary's best interests whenever you appoint a custodial institution as payee;
a question concerning the applicant's suitability is raised but you decided to appoint the applicant as payee (see GN 00502.185B.3. in this section, and for additional procedures when a question concerning the payee suitability is raised, see GN 00502.132A.2.); and
why you selected a payee that has a creditor type relationship with the beneficiary, see GN 00502.135.
For more information about the documentation of information related to payee selections and non-selections, see sections GN 00502.000 through GN 00502.300.
B. Documentation procedures for processing payee selections and non-selections in eRPS
1. Documenting the eRPS “Make Note” screen while in the application
Document information related to the payee selection or non-selection by taking the following steps:
Choose the Add Note link, per Make Note in MS INTRANETERPS 015.002;
From the “Note Type” drop down choose one of the following:
Bene Capability Determination (see GN 00502.065);
Rep Payee Applicant (criminal history, justification for payee selection/non-selection);
Rep Payee/Bene Relationship(custody); or
Document the pertinent information in the “New Note” box; and
Hit the “Save Note” button.
NOTE: For information about documenting the beneficiary’s capability determination on the Bene Capability Determination Note Type, see GN 00502.065.
2. Storage of information documented
Using the Note Type options on the eRPS “Make Note” screen while in the application, the following happens:
Rep Payee Applicant Note Type: eRPS saves your documentation in the notes of the Summary section of the application and propagates your documentation to the Rep Payee Details tab, so the determination is always associated with the representative payee’s eRPS record. You can view this information in the Notes section of the Application Summary page, per Application Summary in MS INTRANETERPS 009.022, and in the Rep Payee Details notes, per View Notes in MS INTRANETERPS 015.003.
Rep Payee/Bene Relationship Note Type: eRPS saves your documentation in the notes of the Summary section of the application. You can view documentation from the “Rep Payee/Bene Relationship” Note Type in the Notes section of the Application Summary page, per Application Summary in MS INTRANETERPS 009.022, and on the Relationship Details notes, per View Notes in MS INTRANETERPS 015.003.
IMPORTANT: If the “Other” Note Type is used to document notes, the documentation will only be viewable in the notes of the Summary section of the application. You can view this information in the Notes section of the Application Summary page, per Application Summary in MS INTRANETERPS 009.022.
3. Payee applicant's suitability questioned
Use the “Rep Payee Applicant” Note Type on the eRPS Make Note screen whenever a question concerning the applicant's suitability is raised but you decide to appoint the applicant as payee. In addition, prepare a 3-month diary using the Add New Issue screen in the eRPS (MS INTRANETERPS 008.007) or other reliable source to follow-up on the payee's performance.
4. Documenting for a Post-Entitlement (PE) action
You must document new information that may affect the future suitability determinations on the Make Note screen under the Representative Payee Details Page in eRPS. Document new information about the payee/beneficiary relationship on the Make Note screen (MS INTRANETERPS 015.002) under the Relationship Details Page.
C. Documentation payee selection and non-selection for cases not established in the eRPS
Complete the Report of Contact (RPOC):
If you are unable to establish a Report of Contact in MCS and MSSICS, document the SSA-11-BK and scan into the NDRed or eView.
D. Other processing reminders
1. Use of “Payee Development” to clear claim
For initial title II claims, selecting “Payee Development” on the Selection-Decision screen (MS INTRANETERPS 012.002) will allow the claim to be adjudicated, but it will put the beneficiary in suspense status. Use the “Payee Development” clearance option only for claims where the beneficiary is legally incompetent or is under age 15. All legally competent adult beneficiaries are to be paid directly pending selection of payee. However, pay current benefits only while developing the payee issue (see GN 00504.105B.3.).
2. Effect of non-selection determination
Once you input a specific non-selection for an applicant, you cannot retrieve the application and reverse the determination. If you want to appoint as payee an applicant who has had a non-selection input, you will need to input a new application to establish that applicant as payee for the beneficiary.
GN 00504.105 Direct Payment to Incapable Beneficiaries When Further Payee Development is Needed
GN 00502.065 Documenting a Capability Determination
GN 00502.183 Making a Payee Appointment Determination
MS INTRANETERPS 015.002 Make Note
MS INTRANETERPS 015.003 View Notes
MS INTRANETERPS 001.001 eRPS Overview screen