![]() In addition to the above documentation, individual payees may use a worksheet or ledger to document all deposits and expenses for the beneficiary/recipient. NOTE: A payee must save records for at least two years and make them available to SSA upon request.Īn organizational payee must establish some form of accounting system that will track the following information for each beneficiary/recipient: Statements signed by the claimant confirming receipt of funds for personal use.Cancelled checks (including electronic versions).Bank statements (including electronic versions).A detailed record of expenditures may include: Representative payees are required to maintain detailed and accurate records of all funds received and spent in order to provide a true accounting to SSA. NOTE: A payee must save records for at least two years plus the current year and make them available to SSA upon request. As a payee, all payments received from the Social Security Administration (SSA) must be used for the individual's current maintenance needs or saved for future needs. The most important duty of a representative payee is to know the needs of each beneficiary/recipient for whom they are payee and to use the payments they receive in the best interest of that beneficiary/recipient. If payment is not received after the past due letter notification, the manager, senior manager and director of services as needed, will meet and all documentation will be reviewed to develop a plan of action for the personĪll managers are required to complete Accounts Receivable training with Finance within six months of hire.Using Funds and Keeping Records Using Funds.After 90 days of past due balances, a letter will be sent out by the Finance Department to the guardians and representative payee with copies to the manager, senior manager and director of services as needed, that the account is past due and unless paid immediately further actions may be taken.By month-end the Finance Department will send out the Room & Board aging report after review from the Finance Department. This worksheet can be the first step in your journey to control your personal finances.By mid-month the Finance Department will send out statements to anyone with outstanding balances which are the responsibility of the person to reimburse Mains’l Services.Payments are made within 5 days of person’s social security being received. ![]() The manager will initiate payment to Mains’l Services out of the person’s funds and deliver payment to the Finance Department. This reminder is for CRS (Community Residential Services) residents who receive their own Social Security and those who pay cost of care toward their Room and Board. On the 10th of each month a reminder will be sent to each manager via email to let them know Room and Board payments are due for the people they support.Payments received by Social Security and GRH are received monthly and applied to the monthly Room and Board invoice. This form is to acknowledge the financial responsibility as representative payee of the person’s funds. ![]() The Room and Board Worksheet and Financial Agreement is completed at intake by the manager and guardian/case manager and is put in the person’s file on the “M” drive.
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