TN 13 (11-10)

SI 02003.020 Field Office Processing of IAR Authorizations

A. Description of processing IAR authorizations under eIAR

On November 20, 2010, SSA implemented the eIAR system. The eIAR system changes IAR accounting from a paper process to an electronic process and reduces field office (FO) involvement with processing IAR payments and notices.

States access the eIAR system using the Government to Government Services Online (GSO) website. SSA regional office IAR coordinators also access eIAR on the GSO website.

The eIAR process begins when the State notifies SSA that an individual has signed an IAR authorization. The State notifies SSA using either the manual notification or automated notification process. After SSA receives notification that the State agency has a valid authorization, the GR code is posted on the SSI record and eIAR control of the reimbursement process begins.

SSA communicates with the State about an IAR case using the eIAR screens and email messages generated by the eIAR system. The eIAR system processes most reimbursements to completion without FO involvement when the FO inputs the SSI claim allowance. The FO must complete an underpayment review to build the UPV: V on the SSR before the eIAR system can process a reimbursement.

NOTE: Field offices do not have access to the eIAR site. SSA regional office IAR coordinators have view and query access.

B. Procedure for processing IAR authorizations in manual notification States

In a manual notification State, the State sends the original paper authorization form to the FO to notify SSA that it has a valid authorization for reimbursement. The FO:

  • date stamps the authorization form;

  • reviews the form to ensure that it is completed correctly, signed by the State and the individual, and received by the FO within 30 days from the date that the individual signed the authorization;

  • inputs the GR code if no GR code of “R” or “F” is already posted on the SSR. The GR code must be posted to the individual’s SSR before SSA releases the retroactive benefits. For information about posting the GR code, see MSOM MSSICS 023.006 and SM 01005.623. Do not change or delete a GR code present on a record unless it was input erroneously (e.g., State and county code input as 12435, correct code is 12345).

    IMPORTANT: Do not delete a Grant Reimbursement Code (GRC). Contact your eIAR Regional Coordinator, if expedited processing is required or there is justification for the GRC deletion.

  • inputs the corrected application date if the authorization form identifies a protective filing and reviews eligibility back to the protective filing date;

  • notifies DDS or ODAR of the protective filing date if a disability claim is pending at DDS or ODAR;

  • faxes a copy of the signed authorization form into the appropriate electronic folder to document the protective filing date; and

  • shreds the paper form after faxing a copy to the electronic folder.

The eIAR system will:

  • control the case;

  • post information on the eIAR screens;

  • automatically send appropriate notifications and follow-ups to the State; and

  • process the IAR reimbursement to the State when the FO completes the prepayment review and inputs an allowance for the claim to build the UPV:V to the SSR.

NOTE: The correct application date must be on the SSR at the time the UPV: V is built so the eIAR system uses the correct IAR period to process the case.

REMINDER: Process workloads in the proper sequence, e.g. review terminated records for underpayments. The GR code must be brought forward from a terminated record to a start-dated record if there will an underpayment on the start-dated record.

C. Process for IAR authorizations in automated notification States

1. Electronic interface notifies SSA of the authorization

In an automated notification State:

  • the State sends the IAR authorization information to SSA through an electronic interface with the Supplemental Security Record (SSR);

  • the electronic interface sends information that the State has a valid authorization, the date the authorization was signed, and the date the State received the authorization; and

  • The system automatically posts a GR code to the SSR when the State IAR file interfaces with the SSR and matches an established SSI claim.

2. PR-73 alert sent to the FO

For an automated notification State:

  • the system automatically sends a PR-73 alert to the servicing FO when the date of the State GR code input precedes the SSI application date on the SSR;

  • the PR-73 alert shows the date the State received a signed authorization; and

  • if the PR-73 alert indicates a protective filing date that is earlier than the application date, redevelop the claim back to the protective filing date.

For more information about the PR-73 alert, see SM 01015.090.

D. Procedure for returning IAR authorizations to States