Identification Number:
DI 39506 TN 33
Intended Audience:See Transmittal Sheet
Originating Office:ODD
Title:DDS Financial Management
Type:POMS Transmittals
Program:All Programs
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part DI – Disability Insurance
Chapter 395 – DDS Fiscal and Administrative Management
Subchapter 06 – DDS Financial Management
Transmittal No. 33, 01/14/2021

Audience

ODD-DDS: ADM;

Originating Component

ODD

Effective Date

01/10/2021

Background

Historically, ODD has collected the SSA-4513 from each of the state DDS on the 30th of the month--this practice, however, did not allow for regional oversight of the DDS under their authority.

The 4513 documents were seen by the headquarters staff in ODD before regional staff had any opportunity to review or reflect upon the reports, and the data within.

With this new POMS update, the 4513s will no longer be sent directly, or first, to ODD, but will instead first be sent to the appropriate region for review, and then sent to ODD afterwards. This change will aloow for increased regional oversight of the 4513 process.

Summary of Changes

DI 39506.202 State Agency Report of Obligations for SSA Disability Programs - Form SSA-4513 and Form SSA-4513 Addendum

The requested POMS update will change current policy governing the submission of the SSA-4513 documents to ODD.

Under the current guidance, the state DDS are asked to turn in their SSA-4513s on the 30th of the month

With the new guidance in place, the state DDS will submit their 4513s to the regions on the 30th of the month first. Then the regions will submit the SSA-4513s by the 5th business day of the next month to ODD.

DI 39506.202 State Agency Report of Obligations for SSA Disability Programs - Form SSA-4513 and Form SSA-4513 Addendum

A. Policy - reporting current year obligations

Form SSA-4513 is required quarterly from each State agency. Obligations must be reported on a cumulative basis from the beginning of the fiscal year. The report should be accompanied by Form SSA-4513 Addendum—as appropriate—to report the status of unliquidated obligations, explain any adjustments, submit copy of indirect cost agreement, etc.

1. Filing instructions

Submit copies of each form (SSA-4513 and SSA-4513 Addendum) as follows:

  • the original (with signature) should be sent to Regional Office no later than the 30th day after the close of the quarter, and

  • the Regional Office should review and approve the original (with signature) and send to the SSA Central Office no later than the 5th day of the next month for the close of the quarter

2. Mailing address

The original should be sent to SSA Central Office at the following address:

Social Security Administration
Office of Disability Determinations
Division of DDS Resource and Workload Management
3570 Annex Building
640l Security Boulevard
Woodlawn, MD 21235-6401

 

B. Policy - reporting prior years’ obligations

Obligations for prior years must be accounted for separately. A separate Form SSA-4513 will be prepared--on a quarterly basis--for each fiscal year for which unliquidated obligations remain.

Each report will reflect the line item and the cumulative amounts from October 1 of the fiscal year to which it relates through the end of the current report period.

EXAMPLE: If at the beginning of fiscal year 2001, unliquidated obligations remain for fiscal years 1999 and 2000, two separate SSA-4513s would be submitted by October 30, 2000:

  • one covering obligations incurred during fiscal year 1999 (October 1, 1998 through September 30, 1999), and

  • one covering obligations incurred during fiscal year 2000 (October 1, 1999 through September 30, 2000).

The reports should clearly identify the fiscal year being reported.


DI 39506 TN 33 - DDS Financial Management - 1/10/2021