TN 23 (07-05)

A. Introduction

This section describes the various versions of the Representative Payee Report sent to payees to obtain the required accounting. Use the appropriate version (and latest edition) to ensure proper processing of the completed report.

B. Process

1. SSA-623-OCR-SM

A contractor sends this self-mailer to payees (other than parents, stepparents or grandparents with custody of minor children who receive Title II, Title XVI, or concurrent benefits and organizational payees) as initial and second requests for accounting. (See GN 00605.020 for a description of the systems selection and control process.) The contractor:

• Imprints identifying and payment information (e.g., payee legend, beneficiary name, total accountable amount, etc.) on the form. (See GN 00605.061 for a description of the computer printed entries.),

• Encloses instructions for completing the form, and

• Encloses a return envelope preaddressed to Wilkes-Barre Direct Operations Center (WBDOC).

NOTE: A Spanish-language Form SSA-623-OCR-SM-SP is mailed to payees in Puerto Rico, based on ZIP Code sorting. These payees serve title II beneficiaries.

2. SSA-6230-OCR-SM

This self-mailer is used in the same manner as the SSA-623-OCR-SM but it is mailed by a contractor to parents, stepparents and grandparents with custody of minor children receiving title II benefits. The payee can account for up to 4 children on one form. Payees in Puerto Rico receive a Spanish-language Form SSA-6230-OCR-SM-SP to complete for these beneficiaries.

NOTE: Effective with the October 2001 contractor mailing (i.e., 09/2001 edition of the accounting report), parents, grandparents, and stepparents with custody of minor children receiving title XVI (and concurrent) payments receive an SSA-6230-OCR-SM to complete. The payee receives one form for each child.

3. SSA-6234-OCR-SM

This self-mailer is similar to the SSA-623-OCR-SM except that it is used by organizational representative payees. A contractor sends this form to organizational payees as initial and second requests for accounting. (See GN 00605.020 for a description of the systems selection and control process.) The contractor:

NOTE: A Spanish-language Form SSA-6234-OCR-SM-SP is mailed to organizational payees in Puerto Rico, based on ZIP Code sorting. These payees serve title II beneficiaries.

4. SSA-623-F6, SSA-6230-F6, and SSA-6234-F6

“These forms elicit the same information from the payee as the self-mailers; however, the F6 versions of these forms are not self-mailers and the contractor does not imprint identifying information on the form. Instead, FO, PC and TSC personnel are responsible for determining and entering the identifying and payment information on the form following the instructions in GN 00605.035.” FOs and PCs stock these forms to use when:

• the payee misplaced or did not receive an SSA-623-OCR-SM, SSA-6230-OCR-SM, or SSA-6234-OCR-SM;

• a final accounting is required (GN 00605.360); or

NOTE 1: These forms are available electronically via E-Forms (IWS/LAN).

NOTE 2: Spanish-language Forms (SSA-623-F6-SP, SSA-6230-F6-SP, and SSA-6234-F6-SP) are available through Supply and are routinely stocked in about 200 FOs that have been identified as frequent users of Spanish forms.

5. Internet Representative Payee Accounting (iRPA)

Beginning November 8, 2008, representative payees will have the option of completing payee reporting online via the Internet Representative Payee Accounting (iRPA). Online reporting is available only to those payees who have received a current request for accounting (i.e., they have received a Representative Payee Report form in the mail to complete). Payees will be able to complete accounting information on iRPA which will be available at: http://www.socialsecurity.gov/payee/index.htm .To access the iRPA reporting facility, payees will need to provide the beneficiary's SSN, TAA, BIC and ID. This information is found on the paper accounting form they received in the mail.

A payee may only report using either the iRPA online facility or by completing and returning the paper report form. They must not complete both an online report and mail a paper report back to SSA.

Once a payee has been identified as a non-responder they will not be able to use iRPA to submit a report.