Session 12 - Payee Annual Reports
Oregon Money Management Program
Revised 6/24/16
Session # 12 - The Annual Payee Report
Welcome to the Oregon Money Management Program New Volunteer
Training Session #12. In this session we will discuss how
volunteers help complete Annual Payee Reports.
Annual Payee Reports
Federal benefit payers require payees to complete an annual
report that details how the client’s benefit dollars were spent
during a specific reporting period. When it’s time to complete the
report, a copy will be provided to you by your program office. To
complete the process you will need three forms:
· Payee Register
· Calculation Worksheet
· Annual Payee Report
The Payee Register Form is used to record transactions to payee
accounts and complete the annual payee report. It identifies how
much was received in federal benefits and how much was spent in two
categories. The Payee Register Form can be provided by your program
office. The Payee Register Form has columns to track the types of
expenses needed to complete the Annual Payee Report.
Volunteers may choose to use the Payee Register Form, the
client’s Payee Checkbook Register, a spreadsheet or financial
software to track client expenses. If you use a spreadsheet or
financial software instead of a payee register, you will need to be
able to produce a report that covers the transactions that posted
to the bank statement during the reporting period.
Payee Register Form
The Calculation Worksheet is designed to help you gather the
information needed to complete the Annual Payee Report. You can ask
your program office for a calculation worksheet. Detailed
instructions for completing the calculation worksheet are on the
back of the form.
The Annual Payee Report is generated by the SSA and is mailed to
your program office. It identifies the report period and the
accountable amount. Typically annual reports are requested on the
anniversary of the appointment of the Payee. That would be the date
that your Regional Sponsor became the Payee for the client.
Additionally, a final report is required when a payee client dies
or leaves the program and a new payee is appointed.
Section #1 asks if the Payee has been convicted of a crime
during the reporting period. Since the Payee is your program
agency, you do not need to answer this question.
Section #2 asks if the client continues to live alone, with the
same person, or in the same institution during the reporting
period. If you have been working with this client for the entire
report period and know the answer to this question, please answer
it. If not, leave it blank.
Section #3 displays how much in benefits were paid to the client
during the reporting period and how much money was reported as
“Saved” on the prior report. The “Saved” amount is the portion of
the benefits received that were not spent. Saved funds typically
are held in the Payee checking account. In some cases, saved funds
are held in a payee savings account and must be added to the
checking account balance to arrive at the client’s total saved
funds. The accountable amount is the total benefits paid plus the
amount reported as “saved” on the last annual payee report.
On the payee register draw lines across the register to indicate
the beginning and ending dates to be included on the payee report.
The total benefits paid on the payee register must equal the
“benefits paid” on the annual Payee Report. Sometimes benefit
deposits are made before the 1st of the month when a weekend is
involved. If that is the case redraw your lines on the payee
register so that the deposits in the reporting period are
included.
Next complete the Annual Payee Calculation Worksheet using your
Payee Register and the total accountable amount listed on the
Annual Payee Report. Add the transactions in each column of the
Payee Register between the report dates. Be sure to check your math
to avoid scrutiny from the federal benefit payer.
Next, transfer the totals from the calculation worksheet to
Annual Payee Report.
Note: If interest is earned on your client’s funds the total of
B, C, & D on the annual payee report will add up to slightly
more than the accountable amount. When this happens, simply explain
the difference in the comment section on the back of the annual
payee report as interest earned.
A separate annual report is needed for each benefit type. Some
clients have two benefits while others have one. Different benefit
types may also have different reporting periods. The following
example is for a client that received two benefit types.
There are two columns provided on the Payee Register Form to
record federal deposits. This will allow you to easily calculate
the annual total for each benefit type. Add the transactions in the
expense and the deposit columns and write the total for each at the
bottom of the last page of the register.
When clients have two benefits, completing the Annual Payee
Report can be a bit tricky. Use the bottom section of the
Calculation Worksheet to help complete the reports. The benefit
reporting periods for each benefit may or may not be the same. To
keep things simple, always apply the full amount of the smaller
benefit to Food & Housing and report any savings on the annual
report for the larger benefit.
Refunded Benefit Dollars
Remember that only benefit dollars may be deposited in the payee
checking account. Sometimes payee clients receive a refund of
benefit dollars spent. For example if an auto insurance policy is
canceled before the end of the term, a refund is due for the unused
portion of the premium.
Refunds of benefits spent may be deposited in the payee account,
however special accounting is needed. Record the refund in the
register by adding it as a negative (-) amount in the appropriate
expense column.
Interest Earned
Interest earned on the payee checking account is entered on the
payee register as a deposit in one of the deposit columns. Interest
earned on a payee savings account accumulates in the account.
Interest earned on payee accounts is included in the annual payee
report.
When you have completed the annual payee report, submit a copy
of it, the payee register, and the calculation worksheet to your
program office. Office staff will submit the annual report to the
federal benefit payer, and place the supportive documents in the
client’s statement file.
Regional Operation Reviews
Periodically federal benefit payers conduct on-site reviews of
regional program operations. During these reviews random sampling
of payee client files and reports are examined. Documentation must
be on file that support the numbers reported on the annual reports
and payee bank statements. During a program review, you may be
asked to provide additional supportive documentation. Be sure to
keep your files up to date and in order so that you can promptly
comply with the request.
This concludes session #11 of the OMMP volunteer training. For
questions about information covered in this session, please contact
your Program Coordinator or Team Leader.
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