DSL Memo Series
2002-15
ACTION MEMO
October 15, 2002
STATE OF WISCONSIN
Department of Health and Family Services
Division of Supportive Living
To:
County Departments of Human Services Directors
County Departments of Social Services Directors
County IM Managers
From:
Sinikka McCabe, Administrator
Re: FINDINGS OF SSA REVIEW OF
INTERIM ASSISTANCE REIMBURSEMENT (IAR) IN WISCONSIN AND MEASURES TO BE
TAKEN BY COUNTIES
Document Summary
This memo contains findings and corrective measures to be taken by
county agencies subsequent to the Social Security Administration's (SSA)
recent review of Interim Assistance Reimbursement (IAR) cases in
Wisconsin.
The Social Security Administration (SSA) recently completed its review
of Interim Assistance Reimbursement (IAR) cases in Wisconsin. The review
occurred during the months of May 2002 through August 2002 and involved
review of 112 cases of IAR that occurred during the months of January
through August 2000. The findings subsequent to this review have been
released to the Department of Health and Family Services (DHS
).
The SSA found that county agencies were generally performing well in
paying individuals timely and reporting to the SSA Regional Office as
required. However, there are four areas where the required IAR procedures
are not being consistently followed. Several of these areas constitute
serious errors. The SSA has required the Department to communicate the
errors and the correct procedures to all counties in order to eliminate
the occurrence of these errors in the future. In addition, the Department
will contact county agency directors regarding plans of correction for
specific instances of error that were identified part of SSA's review.
Please review your county's procedures and modify them if necessary to
comply with the federal requirements.
Errors in the four areas noted by SSA, along with correct procedures,
are as follows:
Problems Area 1 - Incorrect Payment to Individuals
The SSA noted five instances in which the county recovered assistance
from SSI for a month for which SSI was not received. Often, counties begin
providing assistance under IAR to an individual the same month that the
individual applies for SSI. However, SSI payments begin for an eligible
individual the month following the month of application for SSI. When the
initial SSI payment is received at the county agency, the county may
only recover assistance it provided to the individual during the same
month(s) the individual was eligible for SSI. The only exception
occurs if a county agency has a welfare payment in process that could not
be stopped at the time the IAR check was received. This payment can be
included in the reimbursement due to the county. The case file should
include documentation to reflect this situation.
Problem Area 2 - Delayed Payments to Individuals
The SSA noted seven instances in five counties where the county delayed
payments to individuals for periods of time from 11 to 37 workdays. Any
excess amounts of SSI due to individuals must be paid within 10 workdays of receipt of the IAR check at the
agency. In
addition, if the county agency receives an IAR check, but does not receive
the SSA-8125 notice from SSA, they should contact the local SSA office and
request a manual replacement SSA-8125 so that payment to the individual
may be processed timely.
Problem Area 3 - No Apportionment Notice or Incomplete
Notices in File
The SSA noted 33 instances in 12 counties where proof of written notice
of apportionment and/or appeal rights was lacking. The SSA has categorized
this finding as a serious problem. A complete written notice, including
appeal rights, must be issued to the individual in all cases when a county
receives an IAR check. This requirement also includes instances when
the IAR payment is received in installments or when the entire amount of
the IAR check is due the agency. In all cases a written notice to
the SSI recipient is required with a copy included in the case file.
Problem Area 4 - Copy of Claimant Authorization Not in
File
The SSA noted one instance where the claimant authorization was missing
from the county file. While this appears to be an isolated case,
agencies are generally reminded to maintain a copy of the individual's
authorization in the county agency file.
The Department requests that all county agencies review the contents of
DSL Administrator's
Memo 2002-08, Revised Interim Assistance (IAR) Agreement, and the findings
noted by SSA, above. Please take immediate steps to modify your agency's
procedures to comply with these expectations. Thank you for your
assistance and cooperation with this request.
Please contact Kathleen Luedtke at (608) 266-6890 if you have questions
about the contents of this memo.
REGIONAL OFFICE CONTACT:
Area Administration Team
CENTRAL OFFICE CONTACT:
Kathleen Luedtke
SSI Coordinator
(608) 266-6890
cc: Area Administrators/Assistant Area Administrators
Bureau Directors
County Departments of Community Programs Directors
County Departments of Developmental Disabilities
Services Directors
County Long Term Support Coordinators
Licensing Chiefs/Section Chiefs
Tribal Chairpersons/Human Services Facilitators
Bureau Director, Health Care Eligibility
Return
to Numbered Memos Index
|
