TN 25 (07-06)
GN 00605.568 Issuance of Draft Onsite Report to State
A copy of the draft report is issued to the State. The State is given an opportunity to comment on the report and to submit any comments or information regarding areas in which the State believes the report to be incorrect or in need of clarification.
The State should be advised that unless the RO hears from the State, the report will be considered final after 30 days and may be released for public distribution. The State should also be contacted to arrange a close-out meeting, if requested, to discuss the report findings.
If the State responds within 30 days with comments, those comments will be included as part of the final report. If the State responds within 30 days and indicates that comments will be submitted, but not within the 30-day period, an extension should be granted, usually not to exceed an additional 30 days. If the State indicates that the comments will be presented at the close-out meeting, but the meeting will not be held within 30 days, an extension should also be granted.
C. Example—Covering Letter for Transmitting Draft Report to the State
The following example of the covering letter for the draft report is provided.
Commissioner of Mental Health
Dear Dr. :
As you may recall, representatives of the Social Security Administration (SSA) visited your State during (Month/Year) in accordance with the representative payee onsite review program. I am enclosing a “draft” copy of the onsite report which we have prepared for your State.
Under the Freedom of Information Act, public disclosure is required, upon request, of correspondence between SSA and the States. The provisions of this act apply to the representative payee onsite review reports. In accordance with these regulations, you may submit any comments concerning the report within 30 days from the date of this letter. Your written comments would then become part of the final report. If we do not hear from you at the expiration of the 30-day period, the “draft” report will be considered final, and upon request, may be released to the public.
After you have reviewed the enclosed report, we would be happy to meet with you and members of your staff to discuss the report findings if you would like.
If you would like to make the arrangements for a close-out meeting, please call _________________ at ______________________ .
FO parallel to State Capital