Operations Memorandum - Cash Assistance
OPS041104

11/30/04

SUBJECT: State Supplementary Payment (SSP) Program
TO: Executive Directors
FROM: Kathy Yorkievitz Deputy Secretary for Income Maintenance

Purpose

  1. To inform County Assistance Offices (CAOs) that, effective January 1, 2005, the Pennsylvania Department of Public Welfare (DPW) assumes responsibility for the administration and payment of the SSP as described in Operations Memorandum (Ops Memo) # 041103. 

  2. To provide eligibility requirements and procedures for State administration of the SSP program.

  3. To provide eligibility notices related to the SSP program.

  4. To provide procedures for transferring information between the CAO and the SSP Central Unit and between the CAO and the Pennsylvania Treasury Department (Treasury). 

  5. To provide instructions for the use and completion of forms associated with the SSP program.

Background

Ops Memo #041103, Supplementary Security Income State Supplementary Payment, issued on November 9, 2004 provided an overview of imminent changes to the SSP Program. The Social Security Administration (SSA) will continue to administer the SSP for individuals residing in a personal care home (PCH) or domiciliary care facility (DCF) and recipients of the mandatory SSP as explained in the November 9 Ops Memo. DPW will begin in-house issuance of the SSP for all other eligible individuals effective January 1, 2005. Estimates indicate that State issuance of the SSP will result in significant savings to the Commonwealth.

Please note that the January 2005 Cost of Living Adjustment will have no impact on the State-administered SSP benefit amount.

Discussion

(FOR PURPOSES OF THIS DISCUSSION, REFERENCES TO SSP INCLUDE ONLY INDIVIDUALS WHO RECEIVE A STATE-ADMINISTERED SSP)

Who is Eligible for an SSP?

An SSP is issued to:

NOTE: Residents of nursing homes (program status code (PSC) 45) are ineligible for the SSP.
NOTE: There is no change to current SSI policy for individuals who receive SSP-Only, such as categorical eligibility for food stamps or income/resource exclusions for cash assistance.

Who Determines Eligibility for the SSP for SSI Recipients?

CAOs are not required to determine eligibility for SSP for individuals receiving SSI. An individual who is determined eligible for SSI by the SSA is eligible for the SSP.

How is the SSP Authorized for SSI Recipients?

Authorization of the monthly SSP for current SSI recipients will be completed automatically. The auto-SSI process will now include authorization of the ongoing SSP and an initial one-time issuance (OTI) if necessary. For SSI openings that cannot be processed through the auto-SSI process, the CAO must follow current procedures for case openings (refer to Ops Memo 97-03-16, Automated SSI Openings and Closings on CIS). The budget opening includes the issuance of the ongoing SSP. Client Information System (CIS) alert 115 will include the OTI amount and the time period covered by the OTI. There may be instances when the CAO will find the pre-calculated OTI amount on the CVQCSL, SDX Caseload Summary Screen, in the AMT field associated with the disposition posted for the new opening. This information must be included in the opening notice. Immediately after a manual SSI opening, the CAO must authorize the OTI, if applicable, through the stand-alone process using Reason Code 109. Refer to Reason Code 014, Option A, of Attachment # 2, for the language text of the opening notice. (Note that the language text in Attachment # 2 is draft.)

Who Determines Eligibility for SSP-Only?

Due to the limited number of SSP-Only recipients and the differences between SSI eligibility requirements and those for other CAO-administered programs, eligibility for the SSP-Only is determined centrally in Harrisburg by the SSP Central Unit. The Central Unit will determine eligibility for an SSP using eligibility requirements found in Federal regulation and SSI policy manuals. The Central Unit will coordinate the eligibility determination with the CAO.

How is the SSP Authorized for SSP-Only Recipients?

When the Central Unit determines an individual eligible for an SSP, it will notify the CAO of eligibility, the amount of the SSP and other information necessary for the CAO to open the case in the CIS and authorize payment. CIS authorization of SSP-Only is similar to State Blind Pension or any MA-only budget authorization that requires completion of a minimal number of screens. Immediately after the case opening, the CAO must authorize the OTI, if applicable, through the stand-alone process using Reason Code 109.

Who Processes SSP-Only Applicant Denials?

When the Central Unit determines that an SSP-Only applicant is not eligible at application, the Central Unit is authorized to reject the SSP-Only application. To process the rejection and send proper notice, the Central Unit uses the CAO-SSP Liaison’s worker identification (ID) or the worker ID of a staff member designated by the CAO. The Central Unit notifies the CAO liaison of the rejection via email.

How are Referrals for SSP-Only Made?

There are several ways:

  1. Individuals denied SSI after January 1, 2005 due to excess income will be referred to the Central Unit for review of SSP eligibility. This referral will occur via the State Data Exchange (SDX). These individuals do not have to submit a formal application for the SSP or make a visit to the CAO. The Central Unit will use existing sources of information such as the CAO, SDX and other Income Eligibility Verification System (IEVS) exchanges to determine eligibility. At times, the Central Unit will request information from the individual.

  2. Some individuals may inquire about the SSP at the CAO. The CAO should explain the SSI eligibility requirements and potential Medicaid eligibility and refer the individuals who appear to be potentially eligible for SSI to the SSA for an SSI eligibility determination (see MEH 387.11).

EXCEPTION: Individuals whose income exceeds the FBR are ineligible for SSI and should not be referred to the SSA. These individuals should be referred to the Central Unit using the CAO/Referral Form to SSP Central Unit (refer to Attachment # 3. This attachment should be copied for use in the CAO.). A guideline for CAO referrals for these individuals is included (refer to Attachment # 4).
  1. Additionally, the CAO may become aware of an individual’s potential eligibility for the SSP-Only through an application or reapplication for Medicaid. The CAO may refer these individuals to the Central Unit if the individual agrees to the referral. An individual does not need to agree to the referral as a condition of eligibility for other programs.

Who is Responsible for Redeterminations for SSP?

DPW is not responsible for completing redeterminations on SSI recipients. Individuals receiving SSI will continue to have their redetermination completed by the SSA. CIS will not display a redetermination date for these budgets.

SSP-Only budgets require a redetermination by DPW. The redetermination for SSP-Only budgets is completed by the Central Unit. Most SSP-Only budgets have a 6-year redetermination period. At conversion, if SDX shows only unearned income for the individual, the redetermination date is set at 6 years from the last SSA redetermination, with one exception. If the individual has earned or deemed income, the redetermination date will be set to 2 years. The CABUDG screen on CIS shows the redetermination date. An automated process transmits a list of SSP-Only budgets that are due for redetermination to the Central Unit. The Central Unit determines continued eligibility and payment amount. The Central Unit will e-mail all necessary information to the CAO including the next redetermination date. The CAO completes the redetermination in CIS. CIS will not automatically update the redetermination date. The redetermination date must be manually updated by the CAO using current procedures.

How is Information Exchanged Between the CAO and the Central Unit?

To maintain CAO control over case authorizations, the Central Unit is prohibited from authorizing or changing an SSP-Only case in CIS. The Central Unit sends the SSP Central Unit Referral to CAO SSP Liaison (refer to Attachment #5) to the liaison and to the CAO generic e-mail address. This e-mail contains all pertinent information required for case action and notice issuance. The CAO must develop specific internal procedures for Central Unit-initiated SSP authorizations.

The SSP eligibility review process provides an opportunity for outreach to a population that may not be familiar with the CAO and its available services. To facilitate this outreach, the Central Unit will send an application for other benefits along with a cover letter explaining some of the programs offered (refer to Attachment # 6). Applications sent from the Central Unit will be marked “Central Unit” on the front page to alert the CAO that this applicant is being reviewed for SSP-Only. The CAO should process these applications like any other application for benefits. The Central Unit may be utilized as a source of information and verification for these applications. Requests for information or verification may be submitted to the Central Unit through the SSP liaison.

What is a Representative Payee?

A representative payee is a person, agency, organization or institution that is selected to manage funds for the recipient when it is determined that the recipient is unable to manage his own funds. Most children under 18 years of age and legally incompetent adults must have a representative payee. The representative payee is usually a parent for a child under 18 years of age, and a spouse, close relative, guardian, or friend for adults. An institution, such as a nursing home or health care provider, a public or nonprofit agency or a financial organization may serve as a representative payee. For SSI/SSP recipients, a representative payee is responsible for reporting to the SSA any changes in the recipient’s circumstances that could affect eligibility. For SSP-Only, a representative payee must report an address change to the CAO. All automated notices will be sent to the representative payee.

How are SSPs Issued?

DPW will issue SSPs by check, Electronic Benefits Transfer (EBT) or direct deposit. DPW will send the payment to the representative payee if SSA determines that a representative payment is required. This determination will be made based upon information provided on the SDX. For SSP-Only recipients, the Central Unit will determine if a payment to a representative payee is required and will communicate this information to the CAO prior to authorization. CIS Daily Status D1902 explains the procedures to enter the representative payee information in CIS.

SSP recipients may contact Treasury for questions related to SSPs issued via direct deposit or check at 1-877-869-1956. Hearing impaired individuals may call TDD at 1-866-293-9967. Treasury will only respond to questions or issues related to non-receipt of payments authorized by DPW or enrollment in direct deposit. They will not respond to questions related to eligibility.

How does the CAO Communicate with Treasury?

All CAO-initiated communications to Treasury must go through the CAO liaison. Treasury will communicate via e-mail to the CAO’s generic e-mail address.

CAOs can view the up-to-date check status on the OnBase system used by Treasury. Additional information and procedures relating to the OnBase system will be provided at a later date through a CIS Daily Status. The CAO liaison may contact Treasury with questions regarding specific SSP issuances that cannot be resolved using OnBase.

How are Checks Replaced?

SSP recipients who have issues related to their SSP check may call their caseworker or Treasury. Specific check replacement procedures will vary depending on who was contacted and whether the original check was cashed or the recipient reports an address change. SSP recipients may contact either Treasury or the CAO for check replacement. Some check replacements may require the CAO to initiate a check replacement in CIS prior to Treasury issuing a new check.

Treasury Procedures

Check returned to Treasury

If a check is returned to Treasury as undeliverable:

  1. Treasury will re-mail the check if the envelope contains a forwarding address label. Treasury will notify the CAO of the new address via the e-mail procedures.

  2. Treasury will immediately redeposit the check if there is no forwarding address. Once a check is redeposited, the CAO must replace it through the OTI process, if the client contacts the CAO requesting replacement.

Recipient calls Treasury and reports non-receipt of check due to an address change.

Treasury will refer the request for check replacement and address change to the CAO/District via e-mail to the generic CAO/District e-mail address.

Recipient calls Treasury and reports non-receipt of check (does not report an address change).

For Uncashed Checks

  1. Treasury will determine if a check was issued. If a check was not issued, the recipient will be referred to the CAO to determine if the individual was eligible for a payment.

  2. If a check was issued, Treasury will review OnBase to determine if the check was cashed. If cashed, see procedures below for cashed checks. If not cashed, continue to 3.

  3. Treasury will determine if it has been 3 mailing days since the check should have been received. This waiting period does not apply if the recipient reports that the check was received, but it was lost, stolen or destroyed. The first mailing day is the date the check is due.

NOTE: The due date for regular SSP payments is usually the first of the month. Occasionally, the due date will be prior to the first of the month, if the first of the month falls on a weekend or holiday.
  1. If the 3-day waiting period has not lapsed, Treasury will tell the recipient to call back after the third day if the check is not received.

NOTE: Day 1 is the day the check is due. If the check is not received by the mail delivery on Day 3, the recipient should call Treasury.
  1. If the recipient calls Treasury to report that he did not receive his SSP check and the 3-day time period, if applicable, has passed, Treasury will:

  1. determine the check was not cashed. 

  2. place a stop payment on the uncashed check. 

  3. explain to the recipient that a stop payment will  be placed on the check and if the check is subsequently cashed, the recipient may be responsible for bank fees. 

  4. issue a replacement check. 

  5. tell the recipient that the replacement will be deposited in the bank account, if the replacement is going to be sent via direct deposit, because direct deposit was requested and Treasury has successfully prenoted the direct deposit information.

For Cashed Checks

If the recipient calls Treasury to report that he did not receive his SSP check and the check was cashed, Treasury will refer the check replacement to the CAO/District via e-mail to the generic CAO/District e-mail address.

CAO Procedures

If the recipient calls the CAO and reports he did not receive his SSP check or Treasury refers the matter to the CAO, the CAO will review OnBase to determine if the check was cashed.

For Uncashed Checks

The CAO will determine if it has been 3 mailing days since the check should have been received. This waiting period does not apply if the recipient reports that the check was received, but it was lost, stolen or destroyed. If the recipient did not receive his check and the prescribed time frame has not passed, the CAO should tell the recipient to call Treasury (or contact the CAO again if an address change is involved) after the third day if the check is not received.

If not cashed and the prescribed 3-day time frame, if applicable, has passed, the CAO will:

  1. Explain the replacement process including “stop payment” and the potential for the recipient to be charged fees from the bank if a stop payment is placed on a check and the check is subsequently cashed.

  2. Determine, if possible, what happened to the check; i.e., lost, stolen, not received in the mail. If the recipient did not receive the check in the mail due to an address change, the CAO will change the address in CIS, report the change to SSA for SSI recipients in accordance with MEH 387.12, NOTIFYING SSA OF SSI RECIPIENT CHANGED CIRCUMSTANCES, and explain to the SSI recipient that they must report their address change to SSA in accordance with MEH 387.11.

  3. Discuss the benefits of direct deposit and EBT.

NOTE: If the individual is an SSP-Only recipient, the CAO will ask if he has recently requested direct deposit. If yes, the CAO will review OnBase to see if the direct deposit request was processed and inform the recipient if the replacement will be issued by direct deposit.
  1. process the check replacement form in OnBase (see Attachment #7), including an address change, if needed, and forward to Treasury.

NOTE: A check replacement cannot be processed on OnBase for a cashed check.

For Cashed Checks

The CAO will review benefit history and the case narrative to see if the recipient has received three or more replacements of cashed checks within the past 12 months.

  1. If it is the first or second request within 12 months, the CAO will explain the cashed check policy by telling the recipient that recurring requests to replace cashed checks may result in an investigation by Treasury. The CAO will process an OTI to replace the check and will discuss the benefits of direct deposit and EBT. Treasury will issue the replacement based on the OTI file. 

  2. If it is the third or more request within 12 months, the CAO will ask the payee to come into the CAO to sign a replacement form (PA 207) and agree to have Treasury investigate the cashed check. The CAO will explain that the check will not be re-issued nor will future cashed checks be replaced until he signs a PA 207. The CAO will discuss the benefits of direct deposit and EBT. If the PA 207 is signed, the CAO will process an OTI and Treasury will issue a check based on the OTI file.

    NOTE: The fact that the recipient is not required to sign a PA 207 for the first two replacements received within a 12-month period does not eliminate the requirement that the recipient certify that he did not receive the proceeds of the check or that he did not authorize someone to cash it for him. The recipient may make this certification verbally. The caseworker should have a discussion with the individual prior to issuing the replacement check to determine if the recipient may have forgotten about cashing the check or if someone may have cashed the check on his behalf. The caseworker should narrate that this discussion occurred prior to the check replacement. The CAO will not replace a cashed check from which the recipient received the proceeds or if the recipient authorized someone else to cash the check.

PA 207 Procedures

For replacement of three or more checks cashed within a 12-month period, the CAO will complete these steps:

  1. Schedule an appointment for the recipient to come to the CAO to sign a PA 207.

  2. Complete the appropriate sections of the PA 207 including the investigation block. A sample of a properly completed PA 207 may be viewed in Attachment #8.

  3. Have the recipient sign and date the authorization to investigate the cashed check only one time under the certification. The recipient is not required to provide the sample signatures.

  4. Forward via the US Mail the original signed PA 207 to:

    Commonwealth of Pennsylvania 
    Department of Treasury 
    SSP Disbursements 
    P.O. Box 8001 
    Harrisburg, PA 17105-8001

  5. Retain a copy of the PA 207 in the case record.

  6. Process an OTI to re-issue the check.

If the recipient fails to sign the PA 207, no future replacements of cashed checks will be processed until a 207 is signed.

How is Information Processed that is Received from Treasury?

If the CAO receives an address change from Treasury, the CAO will complete these steps:

  1. Confirm that the new address is correct.

  2. Complete the OnBase request for check replacement and address change.

  3. Follow up with SSA if applicable.

If the CAO receives notification of a request for replacement of a cashed check from Treasury, the CAO will complete these steps:

  1. Contact the recipient.

  2. Follow CAO cashed check procedures.

What are the CAO Procedures for IEVS dispositions and suspensions of SSPs?

An A, J or M budget is placed in suspension by CIS and a system-generated notice is sent if:

  1. A check is not claimed and is returned to Treasury; 

  2. The EBT account is not accessed for more than 60 days; 

  3. The budget goes into a non-pay status in SDX and is not referred to the Central Unit for an SSP-Only eligibility determination; or 

  4. The recipient moves out of state.

For circumstances #1 and #2, process an OTI for the replacement if the recipient contacts the CAO and requests replacement of benefits.

For circumstance #3, the monthly batch process will suspend A, J or M budgets that are in a non-pay status and not referred to the Central Unit for an SSP-Only eligibility determination. The CAO must review the SDX as follows:

If the budget is active as an:

If the A, J or M budget has a PSC of 00, 31, 32, 33, 35, 36 or 37 and is suspended in CIS, review the first position code of the “Payment Status Code.” If the first position code of SDX Payment Status Code is:

For circumstance #4, the monthly batch process will generate a notice (reason code 464, option 2) and suspend the SSP. The CAO will determine if the recipient has moved out of state. If this information on the SDX is accurate, the CAO will close the A, J or M using reason code 064, option #1. If this information on the SDX is not accurate, the CAO will notify SSA of the problem. The case will remain in suspension until the SDX changes and the monthly batch run automatically reinstates the A, J or M.

IEVS Exchange 10 (Criminal History)

For those A, J and M budgets that receive Federal SSI with an IEVS disposition indicating criminal history, the CAO should continue to contact SSA and report criminal history information as indicated by Policy Clarification PCA 11318178.

For A, J and M 44 budgets the CAO must review the IEVS disposition and take action to close the case upon verification that the recipient is ineligible for the SSP as indicated below. Follow the verification procedures as listed in PCA 11318178. Individuals receiving SSP-Only are not eligible for SSP if,

  • Trial on a criminal charge of felony; 

  • Jail or prison after conviction of a felony; or 

  • Custody after conviction of a felony.

Medicaid

Policy and procedures relating to the authorization and termination of Medicaid benefits for an SSI budget will remain the same (see MEH Chapter 387), with one exception.

An A, J or M 44 will no longer be automatically enrolled in Buy-In. Individuals who receive Medicare and SSP-Only as an A, J or M 44 must be manually enrolled in Buy-In.

If the CAO receives information on the SDX that the SSI cash payment is in non-pay status, the CAO may clear the IEVS disposition code as long as there is a plan to review the Medicaid eligibility code in 60 days. The CAO must pay careful attention to the Medicaid eligibility code shown because many of these budgets remain eligible for Medicaid. Also, some of these budgets will go from non-pay status back to current pay status in a very short time period. Because of this, the CAO may choose to allow the SSI Medicaid to remain open in the A, J or M category. If at the end of 60 days the SSI cash payment is still in non-pay status, the CAO will review eligibility for other Medicaid programs prior to closing the A, J or M category (see Using IEVS, Exchange 6, SDX Information and MEH 387.53 and 387.4). The CAO must contact SSA for additional information if IEVS is unclear or incomplete.

Who Handles Appeals?

Each applicant for or recipient of SSP has the right to ask for a hearing to appeal a decision or failure to act which affects his SSP benefit. The CAO, agency, or provider is responsible for helping the client with the hearing request and may not limit or interfere with the right to appeal in any way (refer to Supplemental Handbook Chapter 870, Appeal and Fair Hearing).

The CAO will offer the client the opportunity to have a pre-hearing conference. This conference may be by telephone or face-to face. A pre-hearing conference is an effort to resolve an issue between the client and the CAO before going to a hearing. If the issue can be resolved at the pre-hearing conference, the work and expense of an appeal hearing can be eliminated. For SSP-Only appeals, a representative from the Central Unit may be available to participate in the pre-hearing conference. An e-mail must be sent to the Central Unit upon notification of a pending appeal. The pre-hearing conference does not affect the client's right to have a hearing and it does not affect the requirements for submitting requests timely to the Bureau of Hearings and Appeals.

Since the Central Unit is involved in the eligibility determination, a representative from the Central Unit will participate in all SSP-Only hearings. If an individual requests a face-to-face hearing, a representative from DPW must be present. Generally this representative will be from the Central Unit. If the Central Unit representative is unable to attend due to travel constraints, a representative from the CAO will attend in person with the Central Unit representative participating via telephone, as long as the appellant approves. Clear and regular communication between the Central Unit and CAO is necessary in order to coordinate representation in the appeals process. Failure to establish effective communication will result in unfavorable decisions for DPW.

The CAO will handle appeals of SSI/SSP recipients. Generally, notices relating to the SSP for these individuals are system generated at the monthly batch process. The notice is generated as the result of a change in the SDX. In order for the CAO to justify the decision at an appeal hearing, the appellant must agree that the information on the SDX is accurate. If the appellant contests the information on the SDX, the CAO will assist the individual in resolving the discrepancy with the SSA. This discussion of the accuracy of the SDX information should occur prior to any appeal hearing.

NOTE: An SSI recipient who appeals a decision from the SSA and continues to receive SSI, pending the appeal, will also continue to receive SSP.

What Changes must an SSP recipient report?

SSP recipients that also receive SSI will continue to report changes to the SSA. Any change reported to the CAO by the SSP recipient should be forwarded to SSA in accordance with MEH 387.12. The SSI recipient should be advised to report the change to SSA in accordance with MEH 387.11. The SSA will determine continued eligibility for SSI. The CAO should update CIS with a reported address change. Follow inter-county transfer procedures below for a move to another county. The CAO should not update CIS for the SSP budget due to any other reported change. CIS will be updated when SSA reports the change.

SSP-Only recipients are only required to report address changes to the CAO. The CAO should update CIS with the reported address. Verified moves out-of-state will result in case closure. The CAO should close the case using Reason Code 052 Option D (see Attachment #2). Reported moves to another Pennsylvania county are handled by the inter-county transfer process. There are no other reporting requirements for SSP-Only. However, if an SSP-Only recipient reports a decrease in income, this information should be referred to the Central Unit (refer to Attachment 3). No other reported changes need to be reported to the Central Unit.

Inter-county transfer procedures for recipients of SSI

If the SDX indicates that an SSP recipient has moved, the CAO should review the record to determine if the reported new address is correct. Possible indications of an incorrect SDX address include a recent call from the recipient indicating that his SSP check was not received. Receipt of other DPW benefits may provide an indication as to whether the recipient has moved. If there is no indication that the address change is incorrect:

The losing CAO should:

  1. Update CIS with the new address.

  2. Discontinue SSP using Reason Code 099, Option D. Reason Code 099 will set the closing date.

  3. Notify the gaining CAO of the impending transfer via e-mail to the SSP liaison and the generic CAO e-mail address.

  4. Transfer the case record to the gaining CAO.

The gaining CAO should:

  1. Enter the case into AP when notified of the case transfer.

  2. Open SSP with the appropriate PSC effective the day after the closing date in the losing county.

If there are indications that the address on SDX is incorrect, a client contact is necessary prior to closing the case and initiating an inter-county transfer. If the address on SDX is incorrect, report the correct address to SSA as required by MEH 387.12 and advise the recipient to report the correct address to SSA. Reporting the correct address will ensure that the recipient receives notices from SSA timely.

If an SSI recipient reports an address change to the CAO, the CAO should:

  1. Make the address change in CIS.

  2. Notify SSA.

  3. Advise the recipient to notify SSA.

  4. Follow the inter-county transfer procedures above.

Inter-county transfer procedures for SSP-Only cases

SSP-Only cases will not have an active SDX record to indicate an address change. Notification of address changes will generally be the result of a client report. An SSP-Only recipient may report an address change as part of a review of other DPW benefits or a request for a check replacement.

The losing CAO should:

  1. Update CIS with the new address.

  2. Discontinue SSP-Only using Reason Code 099, Option D. Reason Code 099 will set the closing date.

  3. Notify the gaining CAO of the impending transfer via e-mail to the SSP liaison and the generic CAO e-mail address.

  4. Transfer the case record to the gaining CAO.

The gaining CAO should:

  1. Enter the case into AP when notified of the case transfer.

  2. Open SSP-Only effective the day after the closing date in the losing county.

  3. Change the redetermination date on CABUDG to reflect the originally scheduled redetermination prior to the case transfer.

What notices will be used?

SSP is a cash benefit and proper notice is required for any changes to the benefit. Refer to Attachment #2 for a complete list of the reason codes, options and language text. Most of the individuals that receive SSP also receive SSI and their eligibility for the maximum SSP is based on their eligibility for SSI. For SSI/SSP individuals, the SSA will be sending notice of changes to their SSI benefit. When this change also affects the SSP, a confirming notice for the SSP is used regardless of change in the benefit.

Notices developed for the SSP program will be system-generated and include one of three stuffers developed for this program, dependent on SSI/SSP eligibility. Currently, there is a generic stuffer included with each system-generated notice for the Cash Assistance, Medicaid and Food Stamp programs that contains program-specific information about the right to appeal and a fair hearing. Stuffers for the SSI/SSP budgets are as follows:

The auto-SSI process for case openings will follow current policy. The system-generated notice will include the monthly SSP benefit and the OTI amount and the time period the OTI covers, if applicable. For SSI budgets which must be manually opened by the CAO, use Reason Code 014, Option A. The OTI information will be provided in the CIS alert that notifies the CAO to open the SSI budget.

For individuals who receive SSI, most of the notices that are necessary for changes in the SSP will be generated through the monthly batch payment process. This will occur around the twentieth of each month. Allowing notices to be generated out of the batch process instead of the CAO initiating the change based on IEVS or CIS alerts will keep the SDX aligned with CIS. The reason code for these batch notices is a three digit number that begins with a “4.” During the batch run, a change in circumstances as noted on the SDX may result in one of the following batch notices.

For individuals receiving SSP-Only, except for the Reason Code 451 notices, the system-generated notices will be CAO or Central Unit initiated. Attachment #2 with the reason code, option and language text also includes a key for the information that must be included in the blank text fields. This information will be provided by the Central Unit. The following is a summary of the new notices.

CIS 

Refer to the Daily Status D1902, D1903, D1905, and D1908 associated with the SSI/SSP program.

Next Steps

  1. Review this information with all staff.

  2. Review the attachments.

  3. Direct questions to your Area Manager.

  4. Implement these procedures effective January 1, 2005.

  5. This Memorandum will become obsolete when the information contained herein is incorporated into the Supplemental Handbook.

Attachments

Attachment 1 2005 FBR and SSP Levels
Attachment 2 Language Text, Notices
Attachment 3 CAO Referral Form to SSP Central Unit
Attachment 4  Guidelines for Referral to Central Unit for SSP-Only Determination
Attachment 5  SSP Central Unit Referral to CAO SSP Liaison
Attachment 6 Central Unit Cover Letter for Application for Other Benefits
Attachment 7 OnBase Check Replacement Screen
Attachment 8 Request for Investigation/Waiver of Investigation of Check (PA 207)
Attachment 9  SSP-Only Stuffer
Attachment 10 SSI-SSP Stuffer
Attachment 11 SSP Stuffer for PSC 45, 60, 62