TN 31 (08-09)
GN 00605.511 Making Onsite Institutional Changes in the Electronic Representative Payee System (eRPS)
A. Policy for making onsite institutional changes in eRPS
Field office (FO) staff can update eRPS with most changes involving onsite organizations. These include changes in the institution’s name, physical location, mailing address, telephone number, or employer identification number (EIN).
Regional office (RO) staffs are responsible for adding or deleting the onsite indicator in the eRPS when it is decided whether or not an organization qualifies for participation in the onsite review program, see MSOM MS INTRANETERPS 014.009.
Onsite institutional changes must be made to eRPS as soon as the RO learns of them.
When beneficiary listings are printed from eRPS in preparation for an onsite review, the RO must verify that the information for each State institution on the listing is correct.
B. Beneficiaries being served by a State mental facility decreases significantly
If the number of beneficiaries served by a State mental facility decreases significantly, it may no longer be cost-effective for them to participate in the onsite review program. When the total number of beneficiaries falls below 50, contact the State mental facility to discuss the current situation (e.g., whether the facility preparing for a merger or to close). Whatever the reason, the RO and facility staff may decide to discontinue participation in the onsite review program. In these cases, the RO must remove the onsite indicator in the eRPS.
The RO or FO staff must advise the facility that it will be required to begin completing annual accounting forms for each beneficiary and explain that the facility may be subject to a site review under the Expanded Monitoring Program.
For information on updating eRPS, see:
MS INTRANETERPS 014.006 RP Organzation Basic Info
MS INTRANETERPS 020.003 Address Details
MS INTRANETERPS 014.010 Beneficiary Address Change
MS INTRANETERPS 014.009 Onsite Indicator