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Appendix 1583.1: Guide to the Supplemental Security Income (SSI) Tracking Report

CPS December 2011

The SSI Tracking Report is an Excel document that helps SSI coordinators track children in DFPS conservatorship who are potentially eligible to receive SSI benefits. The guide contains a summary of the master tracking report, the contents and function of each section of the report, field definitions, and entry options. See also:

1583.1 SSI Tracking Report

Master Tracking Report

State office maintains a cumulative master tracking (MT) report that is updated quarterly with information received from the Management Reporting and Statistics unit identifying new children potentially eligible for SSI. The quarterly data is sent to the SSI coordinator individually by region, along with names of children from the MT report shown to be in pending status. The SSI coordinator provides updates on this information to the program specialist for SSI Initiatives in accordance with the designated time frames specified in a Protective Service Action memorandum (PSA) sent quarterly by the SSI program specialist.

SSI Tracking Report Excel Document Attachment

The SSI Tracking Report is an Excel-based report with three sections entitled:

  •   Client Information/Characteristics (CIC);

  •   Status - Application Status (APP); and

  •   Award Status (AWD).

Section One — Client Information/Characteristics (CIC) Worksheet

The CIC worksheet contains the names of children identified by state office as potentially eligible for benefits. These children’s names are identified in RED print.  The SSI coordinator uses this list to identify potentially SSI eligible children but does not update the CIC with application or award status information.

Below are the field names, the Excel column where the field name can be found, the definition of the field, and the entry required by the SSI coordinator.

Field Name

Field Name Column

Definition

Entry Options

FY

Column A

Fiscal Year

 

REG

Column B

Region Number

 

SOU

Column C

Source or Priority

1 or 2

PERSON ID

Column D

CAPS Person ID

 

LAST NAME

Column E

Last Name of Child

 

FIRST NAME

Column F

First Name of Child

 

SSN

Column G

Social Security Number

 

DOB

Column H

Date of Birth

 

FC ELIG

Column I

Foster care Eligibility

20= State Paid 10= IV-E

ALOC

Column J

Authorized Level of Care

 

BLOC

Column K

Billing Level of Care

 

D Delay

Column L

Developmental Delay

 

DS

Column M

Downs Syndrome

 

EMD

Column N

Emotionally Disturbed

DSM diagnosed

 

FT

Column O

Failure to Thrive diagnosed

 

HlD

Column P

Health Disabled diagnosed

 

HeD

Column Q

Hearing Impaired diagnosed

 

HIV

Column R

HIV positive/AIDS diagnosed

 

Ial

Column S

Infant alcohol addiction

Prenatal Exposure to Alcohol

Fetal Alcohol Syndrome or Effect

 

Mfr

Column T

Medically fragile diagnosed

 

MRt

Column U

Intellectual Disability diagnosed

 

PhD

Column V

Physically Disabled diagnosed

 

SpD

Column W

Speech Disabled diagnosed

 

TI

Column X

Terminal Illness diagnosed

 

VI

Column Y

Visually Impaired diagnosed

 

EA

Column Z

Emergency Assistance

 

Section Two — Application Status (APP Status)

The APP Status worksheet is used by the SSI coordinator to report the status of the benefit application for children identified by state office as potentially eligible for benefits. See the table below for the different option codes that may be used for the child’s application status.

If the SSI coordinator is applying to become the representative payee for a child with active benefits the identifying information (columns A through F) for the child is entered only on the APP Status and AWD Status worksheets. The SSI coordinator indicates these children by marking a 3 in the SOU (source) column. The coding allows for queries for these children.

The SSI coordinator enters an application status on this page for any child identified on the report. See the table below for a listing of status data entry options. Any child reported to State Office with a P (current - pending approval) or H (cessation hearing) status will be tracked until a final disposition is reported.

Updating P Status

All cases in application status are assigned a P status, including those in which a protective filing date has been obtained, even though the application has not yet been submitted. Once the award is obtained, the P status changes to C (current recipient) status and the AWD Status worksheet is updated to include the lump sum award and the current monthly benefit.

If the child received a lump sum award but is no longer eligible for benefits, the status is changed to either A (Title IV-E foster care), L (left care/18 year of age), or N (not disabled/improved). If at any point the SSI coordinator decides not to submit an application, the P status is changed to an N status, or other appropriate status code.

Currently there is not a method for separating the children by unit level. In regions where there is more than one SSI coordinator, each coordinator will receive the same quarterly report for the region. When the SSI coordinator identifies a child with P or H status, he or she modifies the REG (the region number; column B) column to include the first letter of the city where the coordinator is located. (For example, a Region 3 Dallas case in either P or H status will read 3D in the REG column.) A letter can be added by clicking on the block to be modified in the REG column and pressing the F2 function key on the keyboard. The letter is typed next to the number already there.

Below are the field names, the column where the field name can be found, the definition of the field, and the entry required by the SSI coordinator.

Field Name

Field Name Column

Definition

Entry Options

FY

Column A

Fiscal Year

 

REG

Column B

Region Number

 

SOU

Column C

Source or Priority - probability of receiving benefits

1=Higher

2=Lower

3=Rep payee

PERSON ID

Column D

IMPACT Person ID

 

LAST NAME

Column E

Last Name of Child

 

FIRST NAME

Column F

First Name of Child

 

STATUS

Column G

Application Status

C=Current Recipient †

E=Exceeds income

L=Left Care/18 yoa

H=Cessation Hearing

I=Illegal Alien

D=Deceased

N=Not disabled/improved

P=current-pending approval

Z=Zebley

A=Title IV-E Foster care

R=Runaway

APP SUB

Column H

Date Application Submitted

**

DEC

Column I

Decision

A=Awarded

D=Denied

DOD

Column J

Date of Decision (date on award notice)

**

RECON SUB

Column K

Date Reconsideration Submitted (date coordinator mails request to SSA)

**

DEC

Column L

Decision

A=Awarded

D=Denied

DOD

Column M

Date of Decision (date of SSA notice)

**

ALJ SUB

Column N

Date ALJ submitted

**

DEC

Column O

Decision

A=Awarded

D=Denied

DOD

Column P

Date of Decision (date of SSA notice)

**

APL COUN SUB

Column Q

Date Appeals Council Submitted (date coordinator mails request to SSA)

*

DEC

Column R

Decision

A=Awarded

D=Denied

DOD

Column S

Date of Decision

**

F DEC

Column T

Final Decision

A=Awarded

D=Denied

* All appeals to the Appeals Council must be reviewed with the SSI Program Specialist.

† All children indicating a C status must have an entry in the AWD Status worksheet.

Section Three — Award Status (AWD Status)

The AWD Status worksheet is used to track information for children who have received an award. The information is reported to state office for inclusion in the MT Report.

The AWD Status page is sent to the SSI coordinator as a blank shell with each quarterly report. The SSI coordinator uses the AWD Status worksheet to enter all awards related to any application submitted to SSA. The coordinator copies all pertinent information (columns A through F) into the AWD Status worksheet before sending it to state office. State office uses the information submitted to update the MT Report.

The APP Status worksheet shows the lump sum and monthly benefit amount for children listed with a C status on the AWD Status worksheet.

Below are the field names, the column where the field name can be found, the definition of the field, and the entry required by the SSI coordinator:

Field Name

Field Name Column

Definition

Entry Options

FY

Column A

Fiscal Year

 

REG

Column B

Region Number

 

PRI

Column C

Priority - probability of receiving benefits

1=Higher

2=Lower

3=Rep payee

PERSON ID

Column D

IMPACT Person ID

 

LAST NAME

Column E

Last Name of Child

 

FIRST NAME

Column F

First Name of Child

 

AWD TYPE

Column G

Award Type

SSI

RSDI

VA

OTHER

AWD TOTAL

Column H

Award Total for Lump Sums only

 

AWD CODE

Column I

Award Code

D=Dedicated

L=Lump Sum

R=Regular Monthly Benefit

CUR MO BEN

Column J

Current Monthly Benefit

 

 

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