Reporting Responsibilities

Reporting Responsibilities

Disability Updates & Review Forms  

The Social Security Administration mandates that we immediately report any changes in client’s living arrangements. This means that you are required to notify the sub-payee unit immediately when the following events occur:

• All hospital admissions and discharges
• All incarcerations: dates entered and dates released
• When a client leaves California or the U.S.
• When a client moves or otherwise changes the place where he/she lives
• When whereabouts become unknown
• When a client dies
• When the household changes (someone moves in/out where the client lives)

REPORTING RESPONSIBILITIES for SUB-PAYEE CASE MANAGERS AND CONTACT PERSONS  

• Becomes homeless, transient, or their whereabouts become unknown.
• Moves or changes residences, is admitted to a hospital or nursing home, or is incarcerated.
• Leaves Alameda County, California, or the United States for 30 days or more.
• Is released from a hospital, nursing home, jail, institution, etc.
• Is no longer a legal resident of the United States.

• Someone moves into or out of your client’s household (except for clients in board & care homes, hospitals, etc.).
• The amount your client pays toward rent, room & board, or household expenses changes.
• Your client dies or if their former spouse dies.
• There are any births and/or deaths of any people living with client (except for clients in board & care homes, hospitals, or institutions such as Villa Fairmont or John George Pavilion).
• There are any changes in the client’s marital status: they get married, separated, divorced or marriage is annulled; they start to live with their spouse after a separation; they begin to live with someone as husband and wife; their spouse dies (even if they are divorced or separated).

• The amount of money (checks or any other type of payment) your client receives from someone or someplace changes. They start to receive money (checks or any other type of payment); someone provides your client with free rent, food, clothing and/or free utilities.
• Your client starts or stops working. You will be responsible for providing start/end dates of employment, name of employer, and original wage stubs to the Sub-Payee Worker for each month of employment.
• Your client becomes eligible for benefits other than Social Security (such as Unemployment, State Disability, VA benefits, pension, etc.).

• The amount of help (money, food, clothing, or payment of household expenses) your client receives changes.
• Someone starts or stops helping your client with living expenses.

• Receives an inheritance, wins a prize or winnings from the lottery, receives settlements or lump sum payments from any source. ►The total value of their resources goes over $2000.00.
• Sells or gives anything of value away; buys or is given anything of value.
• Has or opens a bank account. All bank accounts must be closed once approved for Sub Payee. You will be required to submit monthly bank statements until the account is closed.

• Is jailed or convicted of a felony (dates must be provided). Or has a warrant out for their arrest.
• Is released from custody. You must submit written verification from the criminal justice system stating the incarceration AND release date to the Sub-Payee Worker.

• You will or have terminated your employment. Notification of new case manager will be needed for Sub-Payee clients.
• Your client has been discharged from your program or you have closed their case. You will remain responsible for Sub-Payee services until you transfer your client to a case manager in another program or until client has a new payee.