TN 16 (10-01)

GN 00605.020 System Selection and Control, and Mailing of Accounting Forms

A. Process — General

Separate systems programs identify beneficiaries and recipients in representative payment from the Master Beneficiary Record (MBR) and Supplemental Security Record (SSR).

Each month, the system:

  • selects about one-twelfth of the records for payee accounting;

  • compiles MBR/SSR data to be displayed on the report forms, including title II payment data derived from the Payment History Update System (PHUS);

  • establishes a diary to control for receipt of a completed report; and

  • compiles a tape file of uncleared due diaries from earlier monthly selections.

The contractor prints the MBR/SSR data on the SSA-623-OCR-SM/6230-OCR-SM forms and mails them to the payees currently selected for accounting and those who did not return the initial request.

B. Process — Selection, Control And Mailing

1. Title II Cases

Generally, the system selects title II records based on the date the payee was selected (i.e., DOS: field in the RPAYEE segment of the MBR).

EXAMPLE: In January 2001, the system will select records with DOS: 01/2000, 01/1999, 01/1998, etc.

EXCEPTION: Records are selected based on the negotiated accountability month if a date is shown in the NAM: field in the RPAYEE segment.

Records for disabled adult children (DACs) converted from child beneficiaries before April 1, 1989, with type of payee coding “NCL” on the MBR, are selected in March of every year.

NOTE: Payees of beneficiaries who are dually entitled on accounts from different trust funds receive two distinct Representative Payee Report forms. Each report shows the Social Security Number (SSN) to which it applies and a Total Accountable Amount (TAA) of only the funds paid on that account during the report period. Payees may receive these report forms at different times of the year, depending on the reporting periods for the two accounts. To determine the reporting period, see GN 00605.020B.1.a.

a. Initial Request

  • The system selects records near the end of the month. The records are written to the offline annual accounting system control file and controlled for receipt of a completed report. eRPA in the Electronic Representative Payee System (eRPS) is used to query or delete the system control.

  • The contractor mails the SSA-623-OCR-SM and SSA-6230-OCR-SM forms to payees in the month following the month of selection.

    EXAMPLE: The initial selection was made in January 2001 and the forms mailed in February for report period 02/01/2000 through 01/31/2001. The report period is the 12-month period ending with (and including) the month of selection.

b. Second Request

  • Pending records are identified as “second request” 90 days after the month of selection.

  • The contractor mails the “SECOND REQUEST” SSA-623-OCR-SM and SSA-6230-OCR-SM forms to payees for completion.

    EXAMPLE: The initial selection was made in January 2001 and the forms mailed in February for report period 02/01/2000 through 01/31/2001. Cases were selected as “second request” in April 2001 and the forms mailed in May.

    SYSTEMS LIMITATION: The “second request” SSA-623-OCR-SM and SSA-6230-OCR-SM will contain an updated payee mailing address, if it exists on the MBR. All other data on the forms will be identical to that displayed on the initial request.

c. Third (Nonresponder) Alerts

  • Pending records are identified as “nonresponders” 120 days after the second requests were selected; i.e., 7 months after the initial selection.

    EXAMPLE: The initial selection was made in January 2001 and the forms mailed in February for report period 02/01/2000 through 01/31/2001. Cases were selected as second request in April 2001 and the forms mailed in May. Cases were selected as “nonresponder” in August 2001.

  • Systems prepares two copies of the list of nonresponders. Each FO receives a list of records within their service area for the report period; the list is electronically routed to a secure printer. An electronic file copy of the entire (i.e., national) list is directed to the Management Information Systems Facility (MISF) for access by authorized RO staff.

    REMEMBER: The data displayed on the nonresponder alerts is identical to that displayed on the first request. (See GN 00605.085 for processing nonresponder alerts.)

2. Title XVI and Concurrent Cases

The system selects title XVI (and concurrent) records for the first time based on the date the payee was selected (i.e., S: field in the REPY segment of the SSR). When the system clears the control on the record, a four-position negotiated accountability date (referred to as the NM) is displayed in the M: field in the REPY segment. The date is equal to the last month of the report period. Every selection after the first is based on the NM date.

a. Initial Request

  • The system selects records on the first Saturday of the month and sets an AR diary in the DIAR segment of the SSR to control for receipt of the completed report.

  • The contractor mails the SSA-623-OCR-SM and SSA-6230-OCR-SM forms to payees in the same month the selection was made.

    EXAMPLE: The payee was appointed in December 1999 (i.e., S: 12/15/99). The record was first selected for accounting on January 6, 2001 for report period 01/01/2000 through 12/31/2000. The contractor mails the forms in January; WBDOC processes the completed form on February 28, 2001; the system sets the NM date 12/00. The system thereafter selects this record for accounting each January, the month after the NM date.

b. Second Request

  • Pending records are identified as “second request” 90 days after the month of the initial selection.

  • The contractor mails the “SECOND REQUEST” SSA-623-OCR-SM and SSA-6230-OCR-SM forms to payees for completion.

    EXAMPLE: The initial selection was made on January 6, 2001 for report period 01/01/2000 through 12/31/2000. Cases were selected as “second request” on April 7, 2001; the forms were mailed that same month.

c. Third (Nonresponder) Alerts, a.k.a. “150 Day List”

  • Pending records are identified as “nonresponders” 90 days after the second request month of selection; i.e., 6 months after the initial selection.

    EXAMPLE: The initial selection was made on January 6, 2001 for report period 01/01/2000 through 12/31/2000. Cases were selected as second request on April 7, 2001; the forms were mailed that same month. Cases were selected as “nonresponder” on July 7, 2001.

  • Systems prepares two copies of the list of nonresponders. Each FO receives a list of records within their service area for the report period; the list is electronically routed to a secure printer. An electronic file copy of the entire (i.e., national) list is directed to the Management Information Systems Facility (MISF) for access by authorized RO staff.

C. Procedure

Use the eRPS update (eRPS Home screen, MS INTRANETERPS 001.002) feature to determine whether a title II accounting report has been received from the payee. This feature should be especially helpful in processing non-responder alerts (085) or when answering payees' inquiries about the status of a title II SSA-623-OCR-SM or SSA-6230-OCR-SM.

For title XVI (and concurrent) cases, query the SSR to determine whether the accounting report was received; i.e., is the AR diary pending in the DIAR segment or has the NM field in the REPY segment been updated?

D. References

  • MS INTRANETERPA 001.001 Electronic Representative Payee Accounting (eRPA) - Overview

  • Title XVI SSR Diary Data, SM 01601.580

  • How to Clear Title II System and Title XVI AR Diary Control, GN 00605.050


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0200605020
GN 00605.020 - System Selection and Control, and Mailing of Accounting Forms - 04/15/2016
Batch run: 04/15/2016
Rev:04/15/2016