Generally, the system selects Title II records based on the date the payee was selected
(i.e., DOS: field in the RPAYEE segment of the MBR).
EXAMPLE: In January 2001, the system will select records with DOS: 01/2000, 01/1999, 01/1998,
etc.
EXCEPTION: Records are selected based on the negotiated accountability month if a date is shown
in the NAM: field in the RPAYEE segment.
Records for disabled adult children (DACs) converted from child beneficiaries before
April 1, 1989, with type of payee coding “NCL” on the MBR, are selected in March of
every year.
Payees of beneficiaries who are dually entitled on accounts from different trust funds
receive two distinct Representative Payee Report forms. Each report shows the Social
Security Number (SSN) to which it applies and a Total Accountable Amount (TAA) of
only the funds paid on that account during the report period. Payees may receive these
report forms at different times of the year, depending on the reporting periods for
the two accounts. To determine the reporting period, see GN 00605.020B.1.a.
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The system selects records near the end of the month. The records are written to the
offline annual accounting system control file and controlled for receipt of a completed
report. The Electronic Representative Payee Accounting (eRPA) in the Electronic Representative
Payee System (eRPS) is used to query or delete the system control.
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The contractor mails the SSA-623-OCR-SM, SSA-6230-OCR-SM, or SSA-6234-OCR-SM forms
to payees in the month following the month of selection.
EXAMPLE: The initial selection was made in January 2001 and the forms mailed in February for
report period 02/01/2000 through 01/31/2001. The report period is the 12-month period
ending with (and including) the month of selection.
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Pending records are identified as “second request” 90 days after the month of selection.
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The contractor mails the “SECOND REQUEST” SSA-623-OCR-SM, SSA-6230-OCR-SM or SSA-6234-OCR-SM
forms to payees for completion.
EXAMPLE: The initial selection was made in January 2001 and the forms mailed in February for report period 02/01/2000 through 01/31/2001. Cases were selected
as “second request” in April 2001 and the forms mailed in May.
SYSTEMS LIMITATION: The “second request” SSA-623-OCR-SM, SSA-6230-OCR-SM, or SSA-6234-OCR-SM will contain
an updated payee mailing address, if it exists on the MBR. All other data on the forms
will be identical to that displayed on the initial request.
c. Third (Nonresponder) Alerts
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Pending records are identified as “nonresponders” 120 days after the second requests
were selected; i.e., 7 months after the initial selection.
EXAMPLE: The initial selection was made in January 2001 and the forms mailed in February for report period 02/01/2000 through 01/31/2001. Cases were selected
as second request in April 2001 and the forms mailed in May. Cases were selected as “nonresponder” in August 2001.
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Systems prepares two copies of the list of nonresponders. Each FO receives a list
of records within their service area for the report period; the list is electronically
routed to a secure printer. An electronic file copy of the entire (i.e., national)
list is directed to the Management Information Systems Facility (MISF) for access
by authorized RO staff.
REMEMBER: The data displayed on the nonresponder alerts is identical to that displayed on the
first request. (See GN 00605.085 for processing nonresponder alerts.)