TN 44 (09-03)
SI 02305.011 Dedicated Account Monitoring RZs and LIs
This section describes how the dedicated account monitoring workload will be scheduled and controlled.
Representative payees are required by law and regulation to report on the use of benefits and dedicated account funds. Field offices are responsible for monitoring payee performance by sending them a Representative Payee Report of Benefits and Dedicated Account, SSA-6233-BK, to complete. Refer to GN 00605.200 for the policies and procedures governing the monitoring of representative payees by oversight of dedicated accounts.
NOTE: The SSA-6233-BK monitoring process does not apply to recipients in direct payment who have a dedicated account. Dedicated accounts must be monitored until either the funds in the account are reduced to zero, or the recipient is no longer eligible.
The dedicated accounts of adults in direct payment, as well as the dedicated accounts for adults with representative payees and SSI children, should be monitored as a part of the RZ process.
A DI diary is set on each case that requires dedicated account monitoring. The DI diary will be associated with scheduled redeterminations selected for the recipient. If the recipient is not scheduled for an RZ, the case will be selected as a limited issue (LI) a month before the month the diary matures.
NOTE: Representative payee accounting for all payees is required every year. An AR diary is set for all cases requiring an accounting of the use of benefits but that do not require a dedicated account report.
No diary is set for dedicated account monitoring after a SSI child who had a dedicated account becomes age 18, continues to be eligible for SSI and is in direct payment status. However, monitoring of the dedicated account must continue until the funds in the account are exhausted or the recipient becomes ineligible for SSI.
1. Identifying Cases that Require Dedicated Account Monitoring
a. Representative Payee Involvement
DI diaries will be posted to the DIAR segment of the SSR in October of the current FY with the date the diary matures. DI diaries will also be posted in subsequent months as dedicated accounts are established on the record and rep payee accountings are due.
Off-line counts and case data for DI diaries associated with RZs or selected as limited issues will be available on Post Entitlement Operational Data Store (PE ODS).
To get the DI diary using PE ODS, go to Custom Pending Lists, select Scheduled RZs and chose the Filter By Diary Code option to select the DI diary. This will result in a case listing with the total number of cases pending that have DI diaries.
To get the DI diary using PE ODS, go to Custom Pending Lists, select Scheduled LI and chose the Filter By Diary Code option to select the DI diary. This will result in a case listing with the total number of cases pending that have DI diaries.
b. Direct Payment
To determine whether dedicated account monitoring is required, request the Dedicated Account Data (DACT) segment a SSI2, SSI4 or a SSID. If there is a dollar amount in the Balance (BAL) field, dedicated account monitoring is required.
2. Coordinate Dedicated Account Monitoring with Future KB Diary
If a dedicated account monitoring is due and there is a future KB diary on the record, delay the dedicated account monitoring until the profile K RZ is scheduled and conduct both the monitoring and the RZ simultaneously to avoid multiple contacts with the recipient.
3. Dedicated Account Monitoring Completed
To prevent cases from being selected every month for dedicated account monitoring, the DI diary must be cleared and the NM field input with or before the RZ or LI disposition code is input to the system.
Upon completion of the monitoring process, take the following actions to update the SSR:
In non-MSSICS cases, delete the DI diary through the diary function in direct SSR update as described in MSOM BUSSR 002.019.
In MSSICS, delete the diary on the UDIA screen and BTS.
Input the dedicated account balance to the BA field on the DACT segment following the instructions in SM 01301.637.
Update the Negotiated Accountability Month (NM) field in the REPY segment to indicate an annual accounting was completed following the instructions in SM 01301.635.
Input the reported annual accounting conserved funds to the CF field in the REPY segment as appropriate following the instructions in SM 01301.639.
NOTE: For more information related to the DI diary, see SI 01140.206C.3.d.