TN 26 (07-07)

GN 00605.072 Reviewing the SSA-6230-OCR-SM (08/2007)

A. Introduction

This section summarizes instructions in preceding sections about how to evaluate payee responses on the SSA-6230-OCR-SM (Representative Payee Report). These instructions apply to the entire audience unless otherwise specified.

Most payee report forms will be automatically scanned and reviewed in the Wilkes-Barre Data Operations Center (WBDOC). The following instructions describe the reviewing guidelines used in the scanning process at WBDOC. They should also be used for those reports which cannot be processed automatically at WBDOC and must be processed manually. For general information on the representative payee report forms, see GN 00605.010.

B. Procedure

REMINDER: When using the chart below to review payee responses, use Direct Contact (DIRCON) (telephone or mail) whenever possible to resolve discrepant responses and confirm unacceptable responses.

1. Reviewing the Responses

Follow the chart below which shows possible payee responses on the 09/2001 version of the SSA-6230-OCR-SM, and indicates what, if any, action is required based on each response. REMEMBER: Check the REMARKS section of the form for explanations to questionable payee responses. (See GN 00605.065 for a discussion of the questions on the SSA-6230-OCR-SM.)

Question

Payee Response

Action Required

1

 

 

Yes

Technicians will follow procedure in GN 00502.133.

No

No action.

Blank

DIRCON to get an answer.

2

 

 

Yes

No action.

No

Review the Representative Payee System (RPS) and Supplemental Security Record (SSR), to see if the latest beneficiary residence address is on SSA records. If so, prepare a SSA-5002 (Report of Contact) and document that a face-to-face interview is not necessary. (The need for a payee change was considered when the custody change was input to the SSR/RPS.) Also review the payee coding on the Master Beneficiary Record (MBR)/SSR/RPS and correct as appropriate.

Only develop for an SSA-624-F5 (Representative Payee Evaluation Report) when the latest beneficiary address is not shown on the SSR/RPS or the payee submitted an unacceptable response which cannot be resolved.

Blank

DIRCON to get an answer.

3A

 

 

Yes

No action.

No

Field Office (FO) will conduct face-to-face interviews and complete an SSA-624-F5 if an appropriate explanation cannot be obtained via DIRCON.

Blank

DIRCON to get an answer.

3B

Any amount, or blank

Add to the amount in question 3C. If the total is less than 90% of the Total Accountable Amount (TAA) and the payee cannot resolve the difference, the FO will conduct a face-to-face interview and complete an SSA-624-F5.

If the payee indicates “ALL” (or the TAA) as a response to both questions and the payee cannot resolve the difference, the FO will conduct a face-to-face interview and complete an SSA-624-F5.

3C

 

Same as 3B above.

Same as 3B above.

An amount equal to or greater than 3 x Federal Benefit Rate (FBR)

Title II No action.

Title XVI or Concurrent – FO will develop according to POMS GN 00603.001, if the payee must be contacted for another reason.

$2000 or more

Title II No action.

Title XVI or Concurrent – FO will receive an alert from WBDOC when conserved funds equal $2000 or more and must develop continuing Supplemental Security Income (SSI) eligibility. The PSC receives the unacceptable forms because of other unacceptable or blank responses.

An amount <20% of TAA and TAA is >$25,000

or

An amount <20% of Conserved Funds (CF) and CF is >$5,000

or

An amount >$15,000 for Title II only cases

FO should DIRCON for explanation of expenditures

FO should DIRCON for explanation of rapid CF spend down

FO should DIRCON for explanation of possible excessive CF; ensure needs are being met

Any amount and title II CF data entry is $10,000 or more for any child

For each affected child, determine that child's portion of the benefits paid amount. If the amount in 3C is less than 25% of the benefits paid amount and CF data entry and the payee must be contacted for any other reason, determine if the payee is spending excessively.

4

REMINDER: Apply these instructions only if the amount in question 3C exceeds $1,250.

 

4A

 

 

 

 

Checking or Savings Account

Review title of account in 4B (GN 00603.010; GN 02402.055)

U.S. Savings Bonds

Review method of titling in 4B. (GN 00603.030)

Certificates of Deposit

Review method of titling in 4B. (GN 00605.068H.; GN 00603.030)

Other

Evaluate type of account in 5. Also, review title of account in 4B or 5. (GN 00605.068G and GN 00605.068H)

Blank

DIRCON to get an answer.

4B

 

 

Any response except “Other”

No action if 4A or 5 is acceptable.

Other

Evaluate title of account in 5. (GN 00605.068H.)

Blank

DIRCON to get an answer.

 5

 

 

Stocks or mutual funds

Develop according to GN 00603.040.

Blank and 4A is “Other”

DIRCON to get an answer.

Any title other than those specified in GN 00603.010,
GN 00603.030

Develop according to GN 00605.068H.

Blank and 4B is “Other”

DIRCON to get an answer.

6

Blank or signed by someone other than the payee

Develop per POMS GN 00605.069 for a completed, signed payee report

2. Processing Concurrent Cases — Separate Payees Discovered

Decision Factor: Under the accounting selection program, if a beneficiary is concurrently entitled to title II and title XVI payments, a single SSA-6230-OCR-SM is generated, which enables the payee to account for all payments received on one form. In these cases the form is controlled under the title XVI system, and the SSA-6230-OCR-SM is sent to the payee on the SSR.

NOTE: You can identify a concurrent accounting report by presence of computer printed data in both the Identification (ID) and Beneficiary Identification Code (BIC) field in the top portion of the form (see GN 00605.061C.).

In rare cases separate payees may have been appointed for each claim. In accordance with GN 00502.183B.4., one payee should be appointed for all benefits to which the beneficiary is entitled, unless there is some compelling reason to appoint separate payees.

Apply these instructions when you discover that the SSR and MBR show that different payees have been appointed:

  • Resolve the issue which causes the exception;

  • Obtain an SSA-623-F6 (Representative Payee Report) from the title II payee for the accounting period in question; and

  • Develop for the appointment of the same payee for both claims.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0200605072
GN 00605.072 - Reviewing the SSA-6230-OCR-SM (08/2007) - 11/14/2013
Batch run: 11/14/2013
Rev:11/14/2013