Source: https://www.ssa.gov/foia/bluebook/60-0318.htm
Timestamp: 2015-07-29 02:38:38
Document Index: 670460175

Matched Legal Cases: ['§ 405', '§ 6103', '§\n6103', '§ 2904', '§ 2906', '§ 552', '§ 401', '§ 401', '§ 401', '§ 401', '§ 401']

Representative Payee/Misuse Restitution Control System (RP/MRCS), Office of the Deputy Commissioner for Disability and Income Security Programs, Associate Commissioner for Income Security Programs
FOIA Home / System of Records Notices (SORNs) / Representative Payee/Misuse Restitution Control System (RP/MRCS), Office of the Deputy Commissioner for Disability and Income Security Programs, Associate Commissioner for Income Security Programs
Effective Date: March 15, 2005 (70 F.R. 12774)
System number: 60-0318
System name: Representative
Payee/Misuse Restitution Control System (RP/MRCS), Office of the Deputy
Commissioner for Disability and Income Security Programs, Associate
Commissioner for Income Security Programs. Security classification: None.
System location: Associate
Commissioner for Income Security Programs Social Security
Administration 6401 Security Boulevard
Categories of individuals covered by the system: This system
maintains information about representative payees that have misused benefits
and beneficiaries/recipients whose benefits have been misused.
Categories of records in the system: Data in this
-names, mailing
address, location address, phone number, employee identification number
(EIN)/Social Security number (SSN), and identification number of representative
payees;
-names, SSNs or other cross-referenced account numbers, the program
in which the misuse occurred (Title II or Title XVI), current address, payment
status, misuse amount, misuse determination date, misuse start date, misuse end
date and SSA negligence code (Y or N) of beneficiaries/recipients; and
amount refunded by payee, original amount restored by SSA, new amount refunded
by payee, new amount restored by SSA, case outcome and completion date.
maintenance of the system: The Social
Security Protection Act of 2004 (Public Law 108-203); Section 205(j)(5) of the Social Security Act; (42 U.S.C.
§ 405(j)(5)).
Purpose(s): Information in
this system will assist SSA in investigating certain representative payee
misuse cases going back to January 1, 1995, to determine whether the
beneficiary has been repaid by either SSA or the representative payee. The information in this system will also be
used to control completion of cases and to provide details about how the case
was resolved. Routine uses of records maintained in the system, including categories
of users and the purpose of such uses: Disclosure may
be made for routine uses as indicated below. However, disclosure of any information defined as “return” or “return
information” under 26 U.S.C. § 6103 of the Internal Revenue Code will not be
made unless authorized by a statute, the Internal Revenue Service (IRS) or IRS
regulations. 1. To the Office of the President for the
purpose of responding to an individual pursuant to an inquiry received from
that individual or from a third party on his or her behalf.
2. To a congressional office in response to an
inquiry from that office made at the request of the subject of a record.
3. To the Department of Justice (DOJ), a court
or other tribunal, or another party before such tribunal when:
a)SSA, or any
component thereof; or
c) any SSA employee in his/her individual capacity where DOJ
(or SSA where it is authorized to do so) has agreed to represent the employee;
d) the United
States or any agency thereof where SSA determines that the litigation is likely
to affect the operations of SSA or any of its components, is party to
litigation or has an interest in such litigation, and SSA determines that the
use of such records by DOJ, a court or other tribunal, or another party before
such tribunal, is relevant and necessary to the litigation, provided, however,
that in each case, SSA determines that such disclosure is compatible with the
purpose for which the records were collected.
4. Disclosure may be made for routine uses as
indicated below. However, disclosure of
any information defined as “return” or “return information” under 26 U.S.C. §
6103 of the Internal Revenue Code will not be made unless authorized by a
statute, the Internal Revenue Service (IRS) or IRS regulations. 5. To contractors and
other Federal agencies, as necessary, for the purpose of assisting SSA in the
efficient administration of its programs. We contemplate disclosing information under
this routine use only in situations in which SSA may enter into a contractual
or similar agreement with a third party to assist in accomplishing an Agency
function relating to this system of records.
6. To student volunteers, individuals working
under a personal services contract, and other individuals performing functions
for SSA, but technically not having the status of Agency employees if they need
access to the records in order to perform their assigned Agency functions.
7. Non-tax return information which is not
restricted from disclosure by Federal law may be disclosed to the General
Services Administration (GSA) and the National Archives and Records
Administration (NARA) under 44 U.S.C. § 2904 and § 2906, as amended by NARA Act
of 1984, for the use of those Agencies in conducting records management
8. To Federal, State, and local law enforcement
agencies and private security contractors, as appropriate, information
to protect the safety of SSA employees and the public, the security of the SSA
workplace, the operation of SSA facilities, or to assist investigations or
prosecutions with respect to activities that affect such safety and security or
activities that disrupt the operation of SSA facilities.
** We may
disclose information to appropriate Federal, State, and local agencies,
Storage: Records in this
system are maintained electronically.
Retrievability: Records in this
system will be retrieved by the name, SSN or EIN of the representative payee,
or name or SSN of the beneficiary/recipient.
Safeguards: Security
measures include the use of access codes to enter the computer system which
will maintain the data and the storage of computerized records in secured areas
which are accessible only to employees who require the information in
performing their official duties. SSA
employees who have access to the data will be informed of the criminal
penalties of the Privacy Act for unauthorized access to, or disclosure of,
information maintained in the system. See
5 U.S.C. § 552a(i)(1).
personnel having access to data in the system of records will be required to
adhere to SSA rules concerning safeguards, access and use of the data.
Retention and disposal: Misuse data and
contact information about misusers (payees) will be
populated into RP/MRCS via a flat file produced by the Office of Systems from
the Representative Payee System (RPS) using the criteria specified by section
205(j) of the Social Security Act. This
flat file will also contain current beneficiary contact data from the Master
Beneficiary Record and/or the Supplemental Security Income Record.
Once the data is
loaded into RP/MRCS, field offices will develop the status of repayment of each
misuse event and post resolution information. Management information regarding cases pending and cleared will be
collected and reported, as will information about case resolution.
during the course of an RP/MCRS action is stored in a database on the Dallas
Regional Office’s Windows servers. Only
a limited number of new records (those that were not recorded on RPS) will be
added to the database. RP/MRCS will
cover only misuse events related to the closed period of January 1, 1995,
through the initial population of the database from SSA’s Representative Payee System in April 2004.
system will be retained for 12 months after the final data are posted and then
they will be archived.
System manager(s): Associate
Notification procedure(s): An individual
systems manager(s) at the above address and providing his/her name, SSN or
other information that may be in the system of records that will identify
him/her. An individual requesting
driver’s license or some other means of identification. If an individual does not have any
identification documents sufficient to establish his/her identity, the
that he/she understands that the knowing and willful request for, or acquisition
of, a record pertaining to another individual under false pretenses, is a
criminal offense. (20 C.F.R. § 401.40).
is requested by telephone, an individual must verify his/her identity by
providing identifying information that parallels the record to which
notification is being requested. If it is determined that the identifying information provided by
telephone is insufficient, the individual will be required to submit a request
in writing or in person. If an
individual is requesting information by telephone on behalf of another
individual, the subject individual must be connected with SSA and the
requesting individual in the same phone call. SSA will establish the subject individual’s identity (his/her name, SSN,
address, date of birth, and place of birth, along with one other piece of
information, such as mother’s maiden name) and ask for his/her consent in
providing information to the requesting individual. (20 C.F.R. § 401.45)
If a request for
notification is submitted by mail, an individual must include a notarized
statement to SSA to verify his/her identity or must certify in the request that
he/she is the person claimed to be and that he/she understands that the knowing
and willful request for, or acquisition of, a record pertaining to another
individual under false pretenses, is a criminal offense. These procedures are in accordance with SSA
Regulations (20 C.F.R. § 401.45).
Record access procedure(s): Same
as Notification procedures. Requesters also should reasonably specify the record contents they are
seeking. These procedures are in
accordance with SSA Regulations (20 C.F.R. § 401.40).
Contesting record procedure(s): Same
as Notification procedures. Requesters should also reasonably identify the record, specify the
information they are contesting, and state the corrective action sought and the
reasons for the correction with supporting justification showing how the record
is untimely, incomplete, inaccurate, or irrelevant. These procedures are in accordance with SSA
Regulations (20 C.F.R. § 401.65).
Record source categories: Information in
this system of records is obtained from existing systems of records such as the
Claims Folder System, 60-0089, Master Beneficiary Record, 60-0090, Supplemental Security Income Record and Special Veterans Benefits, 60-0103 and the Master
Representative Payee File, 60-0222.