PROGRAM OPERATIONS MANUAL SYSTEMPart SI – Supplemental Security IncomeChapter 021 – Title XVI (SSI) UnderpaymentsSubchapter 01 – Title XVI (SSI) UnderpaymentsTransmittal No. 16, 07/14/2020
This transmittal provides instructions for using a nationwide MACRO that assists technicians in documenting SSI underpayment reviews. The new MACRO is available via the OQA Toolbar Remarks Tool.
Summary of Changes
SI 02101.025 Basic Requirements of Supplemental Security Income (SSI) Underpayment (UP) Review
We made editorial revisions throughout the section revisions include:
Subsection.E.3 Updated step 10 of the chart to include the use of the remarks functionality under the SSI Underpayment Review- Adjudicator.
E.4 Updated step 4 of the chart to include the use of the remarks functionality under the SSI Underpayment Review- Reviewer.
E.5 Added instructions for accessing the SSI Underpayment Review Adjudicator and Reviewer remarks functionality via the OQA Toolbar Remarks tool.
Adjudicators must review large SSI UPs to ensure that we develop all factors of eligibility. There is a high risk of error in these cases because of the large payments.
A prepayment review is a review of the non-disability eligibility factors before authorizing payment.
Low-risk cases (LRC) are those SSI initial claims (ICs) with characteristics that are not error-prone.
UP at risk is the SSI UP amount, minus the potential Title II offset for the UP period per SI 02006.100.
An adjudicator is a claims specialist (CS) or above, who performs the prepayment review. The adjudicator can be the person who made the original determination.
A reviewer is a CS or above, and is someone other than the adjudicator. The reviewer examines the file after the adjudicator completes the prepayment review, but before the release of the UP. The reviewer completes the Underpayment Process (UOUP) screen to release the UP.
Conduct a prepayment review for any SSI case (initial claim (IC), or post eligibility (PE)), if an UP of $5,000 or more is due through the month prior to the current computation month (CCM). For a definition of the CCM, see SM 02101.001.
Do not conduct a prepayment review if the case:
involves Title II offset and the SSI UP “at risk” is less than $5,000 per SI
is a low-risk criteria (LRC) case as described in SI 02101.025C.2.
A case meeting LRC criteria has all the following characteristics for all
months of the UP period:
an initial claim;
an individual record (TMR = DI, BI, etc.);
an automated computation;
the payment status code is C01 or E01; and
any one of the following:
If the living arrangement is:
AND there is no chargeable income, or there is:
And there is:
Earned income less than $65 per month
Type A (Title II benefits)
Type G (Title II benefits)
Type W (Title II benefits)
Type I (deeming allocations)
Type J (systems posted VTR)
Type RL (rental/lease),
Type RH (royalties/honoraria)
Type RI (interest/dividends), totaling $5 or less per month)
No other income
Any countable income that is listed for living arrangement “B”
General assistance grant reimbursement (GA/GR) involvement and no State supplement category
Congregate Care (as defined in SI 01401.001C.3.)
An adjudicator and a reviewer perform the prepayment review.
The rules of administrative finality apply to UP cases; however, failure to release an underpayment is not an initial determination and is not subject to administrative finality. For administrative finality rules, see SI
04070.010 and SI 04070.070.
When the system computes an UP of $5,000 - $49,999.99, it holds the UP and sets a U2 diary until the technician releases the UP.
After the prepayment review, the reviewer accesses the Direct SSR Update to provide authorization for release of the UP through the UOUP screen. To view the UOUP screen, see MS
00304.018. The reviewer releases the UP to the recipient or representative payee unless one of the following criteria is met:
Interim Assistance Reimbursement (IAR) applies, per SM 01311.662;
Direct fee payment to an authorized representative, per SM 01311.664;
Installment only payments (the system will automatically release the payments), per SM 01311.668; or
Dedicated account case (the system will set all appropriate diaries, issue an alert and release an automated notice to the representative payee), see SI 01130.601 and SM 01300.667.
NOTE: For UPs of $50,000 or more, see SI 02101.055.
The system releases an UP of $5,000 or more (except in dedicated account cases) after
Completion of the UOUP screen. For UOUP screen information, see MS 003044.018 and SM 01311.661 (PE);
Force due(s). For instructions on when to use force due procedures, see SM
One-Time Payment(s) (OTPs). For instructions on the OTP process, see
SM 01901.001 and MS
00303.022 - MS 00303.025
For cases involving IA, see the following instructions:
02003.020 Field Office Processing of IAR Authorization
02003.022 Processing eIAR Field Office Intervention Cases
02003.023 Processing eIAR Exception Cases
02003.025 IAR Payment Processing for Exception Cases and Proration Cases
01005.623 Grant Reimbursement (GR) Field
01005.627 Exception Processing (GR)
01311.662 Processing Interim Assistance Reimbursement (IAR) from an SSI Underpayment
For cases involving dedicated accounts or installment payments, see the following instructions:
02101.010 Past-Due Benefits Payable – Individual Alive Under Age 18 with Representative Payee – Dedicated Account Required
SI 02101.020 Large Past-Due Supplemental Security Income (SSI) Payments by Installments – Individual Alive
01301.450 Special Action Code (SZ)
01311.661 How to Resolve a U2 Diary to Release Underpayments of $5,000.00 or More
The system generates the following diaries and alerts associated with underpayment reviews:
UP is greater than $4,999.99 and less than $50,000; option ‘RELEASE UNDERPAYMENT/LOW RISK' selected from the Underpayment Processing (UOUP) screen; and the Low Risk Profile (LRP) criteria were not met.
UP is greater than $4,999.99 and less than $50,000.
UP exceeds $49,999.99 after the second installment payment has been issued.
NOT AUTOMATED DEATH
Indicates the record contains a verification code of ‘U' in the UPV field of the MPMT segment (UPV: U).
Posted when a record's composition changes from eligible couple to eligible individual due to the death of one member of the couple.
After the reviewer selects the appropriate code from the UOUP screen, the system may set additional diaries and generate additional alerts for installment and/or dedicated account cases as shown in the following chart:
Dedicated account - awaiting account establishment and payment.
Dedicated account - Installment – automated one-time payment (AOTP) required.
IAR FO Intervention
Within 25 workdays from the FO transmission of the UOUP transmission and the IA agency eIAR transmission, eIAR requests FO intervention (assistance).
eIAR detects possible missing/erroneous SSR computations. eIAR is awaiting the FO review and corrections, if applicable, to the IAR Automated One-Time Payment (A-OTP) One-Time Payment Amount (UPOP) utility screen.
Dedicated account - EA diary pending - awaiting account establishment and payment.
Dedicated account - Installment - IN diary pending AOTP required for installment payment.
For instructions on resolution of these diaries and alerts, see the following instructions:
MS 00303.024 One Time Payment Amount (UPOP)
SZ Edits and Alerts
SZ Reject and Alert Conditions – Procedure
01311.660 Overview of SSI Underpayment Processing
01311.668 Processing Payments in Installments from an SSI Underpayment
01311.669 How to Resolve a U1 Diary
SM 01311.670 How to Resolve a U3 Diary
01311.675 How to Resolve a U4 Diary
Take the following steps to process UP alerts:
Control UP alerts using a control log until payment reflects on the SSR; and
Make employees aware of their responsibilities in the process.
NOTE: For an example of the control log management is required to use, see SI 02101.110.
Conduct a prepayment review if the UP is $5,000 or more, unless:
Title II offset reduces the UP at risk to less than $5,000, see SI
02006.100F.2 for documenting no money at risk; or
The LRC criteria outlined in SI 02101.025C are met.
Follow these steps to prepare the UP for release:
Determine if all benefits due on the record can be paid without delaying the recurring check.
If YES, go to step 2.
If NO, release the recurring payment. Go to step 2.
Determine whether the case meets the LRC criteria:
If YES, go to step 4.
If NO, go to step 3.
Conduct the prepayment review. Query the Office of Child Support Enforcement(OCSE) online databases to determine if there are any undisclosed wages,unemployment compensation, or "new hire" information according to MS
05203.015 through MS
The query should include the individual and deemors. Follow the procedures in SI 00810.550. Go to step 4.
NOTE: If the FO receives an S2 alert for wages or U5 alert for unemployment compensation because of a central office database match, NEGATIVE VERIFICATION IS NOT REQUIRED.
Determine whether there is an interim assistance reimbursement authorization (IAR).
If YES, go to step 5.
If NO, go to step 7.
Determine whether a GR code is in the GRC field of the MPMT segment of the SSIRD.
If YES, go to step 7.
If NO, go to step 6.
Enter appropriate GR code and go to step 7. For grant reimbursement information, see MS
04423.006 and SM 01005.623.
Determine whether the UP must be released using A-OTP procedures per SM 01311.667, and SI 02003.023 and SI 02003.025 for IAR cases.
If YES, and this:
IS NOT a dedicated account case, after reviewer enters appropriate code on UOUP screen to release UP, follow instructions in SM 01901.015 and MS
00303.022 through MS
IS a dedicated account case, after reviewer enters the appropriate code on the UOUP screen to release UP, follow instructions in SI 02101.010, SM 01311.660 and SM
01901.015 and MS
00303.022 through MS
IS an installment case with an exception, after reviewer has entered appropriate code on UOUP screen to release UP, follow SI 02101.020 and SM 01901.015 and MS
00303.022 through MS
If NO, go to step 8.
Determine whether the case involves an attorney.
If YES, complete the UFEE screen. Go to step 9.
If NO, go to step 9.
Determine whether the system automatically generates a notice. If not, prepare a manual notice. Go to step 10.
Document the review using the SSI Prepayment Review - Adjudicator OQA Toolbar Remarks Tool. For more information on how to access the OQA Remarks Tool, see SI
02101.025E.5 in this section.
Create a MSSICS Report of Contact screen (DROC), and document your review.
Lock the DROC to protect the contents.
Create an SSA-5002 (Report of Contact) and document your review.
Store the SSA-5002 in the Non-Disability Repository for Evidentiary Documents (NDRED) or Certified Electronic Folder (CEF).
Follow these steps for reviewer's responsibilities:
Review the determination of the UP amount. Go to step 2.
Review the manual notice. Go to step 3.
Correct any deficiencies. Go to step 4.
Document the review using the SSI Prepayment Review - Reviewer OQA Toolbar Remarks Tool. For more information on how to access the OQA Remarks Tool, see SI
02101.025E.5 in this section.
Create a MSSICS Report of Contact screen (DROC), and indicate that the reviewer completed the review.
Create an SSA-5002 (Report of Contact) and indicate that the reviewer completed the review.
Store the SSA-5002 in the Non-Disability Repository for Evidentiary Documents (NDRED).
Go to step 5.
Complete the UOUP screen to release the UP by entering the appropriate code on the UOUP screen. For UOUP data, see MS
Go to Step 6 if IAR is involved and the MPMT UPV of “V” is set.
Go to Step 7 if no IAR is involved.
After 25 work days from the date the UOUP screen was transmitted (UP $5,000.00 or more) and eIAR has not released the IAR payment, then:
Determine if there is an I9 diary and process accordingly;
If UPV of “V” is set and no I9 diary, do not delete the GRC; contact the RO.
The system releases the UP.
The OQA Toolbar Remarks tool allows users to paste the required language into the MSSICS DROC screen. Remarks propagate to the PCOM screen at the point of the cursor. For the SSA-5002 open the Remarks tool to copy and paste the text to the form.
Access the Remarks Tool via the OQA Toolbar. For the SSI underpayment workload, follow these steps:
Open the OQA Toolbar
Open the Remarks application using the RMKS button. NOTE: The Customizing the Toolbars page contains instructions for adding buttons to the Toolbar.
Select the POMS Remarks category from the drop down menu and select either:
SSI Underpayment Review - Adjudicator or
SSI Underpayment Review - Reviewer
Tip: Begin typing "SSI Underpayment" in the Search field
to filter entries, enabling you to find the remark
Paste into the DROC or the SSA-5002:
To paste into MSSICS DROC navigate to the DROC screen. Select the Send to PCOM button (ALT + P). The text will appear in the screen.
To paste into the SSA-5002 open the SSA-5002 form. Select all text shown in the Remark box on the right side and copy it by right-clicking and selecting Copy or by using CTRL + C. Paste the text into the form.
Delete a PPR_ADJ or PPR_Rev button on your PCOM Toolbar by right-clicking each button and selecting Delete Item.
Remarks replaces the functions of both PCOM macros.