PROGRAM OPERATIONS MANUAL SYSTEMPart GN – GeneralChapter 005 – Selection of Representative PayeeSubchapter 06 – Payment for Representative Payee ServicesTransmittal No. 18, 03/31/2021
We updated this POMS section to include additional information required to obtain a credit report for new fee-for-service applicants.
Summary of Changes
GN 00506.600 Credit Reporting for New Fee-for-Service Applicants
Subsection B - Updated the language to include the FO should provide the name of the organization's representative when requesting a credit report for new fee-for-service applicants.
Subsection C - Updated the language in the first bullet to match the new community-based language
The Social Security Administration (SSA) is mandated by law and regulations to obtain specific information from the organization before authorizing them to serve as Fee-for-Service (FFS) representative payees.
To strengthen the investigation process for FFS payees, we obtain credit information about the potential FFS organizational payees from Dun & Bradstreet (D&B). SSA contracts with D&B to provide credit information on new non-governmental FFS organizational representative payees. We do not require credit reports for state or local governmental organizations.
The information we obtain in these credit reports provides SSA with a better understanding of potential risk factors of representative payee business losses due to fraud, failure, or severe delinquency. The credit report information may provide an indication of any risk involved in the organization’s current or future performance as a representative payee.
The field office (FO) must verify that the potential new non-governmental FFS applicant has proper documentation prior to requesting a credit report analysis (see GN 00506.010). When all the documentation listed in GN 00506.010 is received, send an email with the organization’s name, the name of the organization's representative, the organization's address and the organization's telephone number to the Fee for Service Coordinator at OISP FFS Coordinator with a CC to your RO Program Support Team. The RO is responsible for ensuring that the FO has the complete FFS application package.
The following is a checklist for the FFS payee application:
SSA-445, Application to Collect a Fee for Payee Services Ensure that the organization is based in the community that it serves (see GN 00506.010 for providing information to prospective organizations and FFS application requirements);
Information that the organization is serving at least five beneficiaries. The organization must have regularly served the beneficiaries for at least 30 days (the information must be in eRPS) (see GN 00506.100 for criteria for receiving fees for service);
A copy of the organization’s mission statement (see GN 00506.010 for providing information to prospective organizations and FFS application requirements);
A current IRS 501C non-profit status (see GN 00506.100 for criteria for receiving fees for service);
A copy of the organization’s state license, if applicable (see GN 00506.100 for criteria for receiving fees for service);
A copy of the insurance policy or a surety bond (see GN 00506.105 for bonding and licensing guidelines for non-governmental Fee-for-Service (FFS) organizations); and
An addendum or rider, that covers officers of the organization (see GN 00506.105 for bonding and licensing guidelines for non-governmental Fee-for-Service (FFS) organizations).
Central Office (CO) will contact D&B, obtain a credit report within ten business days, and send the credit information to the FO. CO will include the RO in its response.
CO’s analysis of the credit report will consider the organization’s business practices and the potential risk associated with the practices that may have bearing on it's ability to be a suitable payee (for additional information on determining the need for a successor payee, see GN
Consider making a suitability determination if one or more of the following apply:
CO advises you that there are symptoms of financial distress. Request other items from the organization to assess the organization’s financial stability such as the organization’s bank statements, utility bills, and rent receipts. The FO should conduct a full suitability determination.
CO advises you that D&B has limited information. If no financial information is available, request other items from the organization to assess the organization’s financial stability such as the organization’s bank statements, utility bills, and rent receipts.
The credit report summary shows the financial information is more than two years old.
If you determine the payee continues to be suitable (poses no risk to the beneficiaries), complete processing of the application to be a Fee-for-Service payee. Document your determination in the RPST screen of the Representative Payee System (MSOM INTRANETERPS 015.002). If you determine the payee is no longer a suitable payee, develop for a new payee(s) as described in GN 00504.100B.
GN 00506.120 - Making the Determination on Fees for Service
GN 00506.110 - Reviewing Evidence in a Fee for Service Application
GN 00506.105- Bonding and Licensing Guidelines for Non-Governmental Fee for Service (FFS) Organizations
GN 00506.100- Criteria for Receiving Fees for Service
GN 00504.100 - Determining the Need for a Successor Payee