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ARKANSAS SOCIAL SERVICES DIVISION

EXECUTIVE DIRECTIVE

DIRECTIVE NUMBER

ED MS 82-3      

TO: All Social Services Division Staff

FROM: Kenny Whitlock, Director, Program Operations

DATE: February 10, 1982

RE: Beneficiary and Earnings Data Exchange (BENDEX)

  1. Purpose

    2. Probably the most misunderstood and least used source of information on recipients receiving SSA benefits is the BENDEX system Some of the reasons for this is that BENDEX in the past has been inaccurate, the information has not been provided on a timely basis, and there has been no set of clear cut, permanent instructions and explanations of how the system works. Over the past several months, a great deal of work has been directed at "cleaning up" the BENDEX system and developing the guidelines necessary to make the system an effective caseworker tool.

    This directive is intended to introduce or re-introduce you to the BENDEX system and describe the types of information which are available to you,

  2. Background

    3. The BENDEX system was developed to facilitate the exchange of information about public assistance recipients between the State agencies and the Social Security Administration.

    The BENDEX system will provide the amount of SSA benefits a recipient is receiving, when the amount changes and the new amount, and if there is information in our files which is in disagreement with information in the Social Security Administration files.

    This request for information is initiated when the State Agency approves an individual for assistance. An individual’s Social Security Number is then matched against SSA files within a month of the date that he/she was certified for assistance. At this time, only AFDC and Medicaid recipients are matched. However, at some point in the future, this system will be expanded to include Food Stamp recipients.

    Once a recipient is added to the system, they remaining it until their case is closed and the record deleted from the BENDEX file. Since BENDEX information is available only for recipients, verification of benefits for applicants should be obtained by viewing the award letter, monthly check or as a last resort, submission of a mark sense query to the Social Security District Office assigned to handle your query requests.

  3. Reports

The BENDEX system will generate information for three reports: List of Eligible Recipients – Exclusions SSI, BENDEX Changes and BENDEX Error Listing. This section will describe each report and how the information should be used.
    1. List of Eligible Recipients – Excluding SSI

      2. This listing is provided once per month, generally near the end of the month with information for the following month. For example, The September listing is provided near the end of August. This listing provides information on all medicaid recipients except those on SSI (these are listed in a separate part of the same printout).

      The listing contains a column labeled "BENDEX" which provides the current SSA benefits amount. In addition, there is a column labeled as "PS" which will contain a code, which tells whether or not benefits are being paid and the reason for the payment status. These codes are explained in Attachment A of this directive. Once a benefit amount appears on this listing, it will continue to appear until the recipient is no longer eligible for public assistance, no longer eligible for SSA benefits or the benefit amount or payment status changes. These changes will be reported on the BENDEX changes listing. The List of Eligible Recipients – Excluding SSI should be used to verify benefit amounts when redetermining eligibility.

    2. BENDEX Changes

      3. The BENDEX change report is a listing of individuals currently on the BENDEX system who have had a change occur in their claim. The change listing will provide identifying information, the new benefit amount, and a payment status code (see Attachment A) which will explain the new status. In addition to the listing, an individual sheet will be provided for each recipient appearing on the list. The supervisor should forward the individual sheet to the appropriate worker for action and retain the listing as a control.

      The change listing will be provided each month. Priority should be given to individuals which changes to a current pay status or from current payment to non-payment status to insure that the benefit amounts carried in the case budgets are accurate.

    3. BENDEX Error Listing

The BENDEX Error Listing will provide a variety of types of information on persons we are attempting to add to the BENDEX file and, in some cases, individuals already on the file. A communication code will appear for each individual which will provide the reason they appear on the listing, For example, IMP/CAN means that the social security number we have listed is not a possible number. An explanation of each of the other possible codes is contained in Attachment B.

Special attention should be paid to communication codes CF/999 and WAS/999. These codes mean that the individual either is already on another state’s BENDEX system, (and thus a recipient there) or that another state is trying to add the individual to their BENDEX system. The numbers following the alpha code will identify the other state. For example, CF/370 would indicate a conflict with the state of Oklahoma. A list of the state codes is contained in Attachment C. These cases should be investigated very carefully to insure that duplicate payments are not being made.

The BENDEX Error Listing will be provided each month if your county has an individual that fits one of the communication codes. Errors in social security numbers, names, etc. should be corrected via SS-15 so the individual can be re-submitted for accretion to the BENDEX file.
  1. Timetables

    2. The Data Processing Section re-submitted all AFDC and Medicaid recipients with social security numbers to the Social Security Administration in December 1981 for re-accretion to the BENDEX file. Those recipients with no change in SSA benefit status will continue to appear on the List of Eligibles-Excluding SSI with no change. Those with changes will appear on the BENDEX Change List and problem cases on the BENDEX Error List. These reformatted reports should be received around February 1, 1982.

  2. Implementation

Utilization of the BENDEX information, and performance of all BENDEX-related activities associated with the Reports described in this Directive, will begin upon receipt of such Reports by the County Office.

The Count Director is responsible to develop intra-office procedures and necessary controls to insure that BENDEX information is utilized, and/or corrected and re-submitted to Central Office, in an effective and timely manner. In addition, the County Director is responsible for training county staff regarding the BENDEX system, the information provided, reports sent to the county, as well as the effective and timely utilization of the information and reports.

Caseworker and clerical staff performing BENDEX-related functions are responsible to be familiar with the procedures developed for use in their county and to perform them in an effective and timely manner.

ATTACHMENT A

Payment Status Codes

The payment status codes appear on the list of Eligibles - Excluding SSI report and the list of BENDEX changes. These codes tell you whether benefits are being paid and when applicable, the reason. Generally, the codes will be in two parts: 1. Payment Status code and 2. Reason Code. The following identifies all the possible codes and their meanings.

Payment Status Code Reason Code           Definition
A ( ) The claim has been withdrawn for adjustment. Except under very unusual circumstances, benefits will not be paid while in this status. Once the adjustment is made, the individual will appear on the BENDEX change list.
J The individual’s SSA benefits were being reduced because of Workmen’s Compensation benefits. Workmen’s Compensation has now terminated and benefits are being adjusted.
M Individual who was entitled to hospital insurance benefits only is now being awarded monthly cash benefits.
W The individual’s benefits are being reduced because of Workmen’s Compensated benefits.
& Status being changed from non-payment to current payment status.
-- Status being changed from current payment to suspended or deferred.
Y Miscellaneous reason
B None Claimant died prior to entitlement
CA None Eligibility has been determined. Payment will begin at a future date. The individual will appear on the BENDEX Change list when payment begins.
CP None Current payment, the amount shown will be received on or near the third of next month.
D ( ) The individual is eligible for benefits but payment is being deferred to a future time.
1 An individual eligible for benefits under the claim number is engaged in foreign employment.
2 To recover an overpayment caused by an eligible individual’s employment.
3 The primary beneficiary is employed.
4 Eligible child(ren) are not in the SSA payee’s care.
5 The primary beneficiary is engaged in foreign employment.
6 To recover an overpayment for reasons other than employment.
W An eligible individual is receiving Workman’s Compensation.
Y Miscellaneous reason
E None Current payment through Railroad Retirement Board.
N None Ineligible, reason other than disability.
ND None Ineligible, not disabled
P or PB None Claim delayed pending proof of eligibility factor.
PT None Terminated from a pending or denied claim.
P ( ) Benefits delayed
0 Continuing disability investigation is being conducted on the primary beneficiary.
1 Primary beneficiary is engaged in foreign work.
2 Primary beneficiary is working and expects earnings in excess of annual allowable amount.
3 Eligible individual’s benefits withheld because of P2.
4 Failure to have child in care.
5 Eligible individual’s benefits withheld because of P1.
6 Check has been returned, SSA is investigating to find correct address
H Special age 72 (Prouty) individual suspended because receiving government pension.
J Alien suspension.
M Individual refused social security benefits, eligible for hospital insurance benefits only.
P Special age 72 (Prouty) individual suspended because receiving public assistance.
W In receipt of Workman’s Compensation benefits.
Y Benefits have been suspended.
S ( ) Benefits have been suspended.
0 Continuing disability investigations being conducted on the primary beneficiary,
1 Primary beneficiary is engaged in foreign work.
2 Primary beneficiary is working and expects earning in excess of annual allowable amount.
3 Eligible individual’s benefits withheld because of P2.
4 Failure to have child in care
5 Eligible individual’s benefits withheld because of P1.
6 Check has been returned; SSA is investigating to find correct address.
H Special age 72 (Prouty) individual suspended because receiving government pension.
J Alien suspension
M Individual refused social security benefits, eligible for hospital insurance benefits only.
P Special age 72 (Prouty) individual suspended because receiving public assistance.
W In receipt of Workman’s Compensation benefits.
Y Miscellaneous reason.
T ( ) Benefits have been terminated
0 Benefits payable by some other agency
1 Death of eligible individual
2 Death of primary beneficiary
3 Eligible individual divorced, married, or remarried.
4 Child attained age 18 (or 22 if a student) and is not attending school; mother/father terminated based on last entitled child reaching age 18 or 22.
5 Eligible individual is entitled to equal or greater benefits on another record.
6 Child is no longer a student or disabled, or mother/father terminated because the last eligible child died or married
7 Eligible child was adopted or mother/father terminated because the last eligible child was adopted.
8 Primary beneficiary or last disabled child recovered from a disability.
B Individual became entitled to widow (er)’s benefits based on disability.
C Disabled widow (er) turned age 65 and is being converted to aged benefits.
P Claim number suffix changed
& Claim withdrawn.
Y Miscellaneous reason
U None Entitled to Hospital and/or Supplemental Medical Insurance, only, No cash payment.
W None Claim withdrawn before entitlement.
X ( ) Change to an individual who was eligible for Hospital or Supplemental Medical Insurance benefits only.
0 Claim transferred to Railroad Board
1 Eligible individual died.
5 Eligible individual became entitled to cash benefit payments.
J Alien suspension.
Y Miscellaneous reason.

ATTACHMENT B

Communication Codes

The communication codes appear on BENDEX Error Listing and explain why an individual could not be added to the BENDEX file or, if added, provides some other important information on the individual. The following identifies all of the possible codes and their meanings.

Communication Code

          Definition
B - I Term Medicare premium is no longer being paid by Medicaid.
CF/999 Another state is adding this individual to their BENDEX file. The last three digits identify the other state (See Attachment C).

The individual will no longer appear on your BENDEX. To re-add, submit memo with identifying information and results of your investigation to AFDC Unit.
DOB/UMN Date of birth unmatched. Individual not added to BENDEX. Correct and resubmit.
FIN/MYY Benefits terminated due to change in payment status or death. Month and year will be shown if available.
GIV/UN Given name and date of birth unmatched. Individual not added to BENDEX. Correct and resubmit.
IMP/CAN Impossible claim number. Individual not added to BENDEX. Correct and resubmit.
REP/PAYE Benefits, if payable, are made to another individual.
SUR/UNM Surname unmatched, individual not added to BENDEX. Correct and resubmit.
WAS/999 This individual is already on another state’s BENDEX. The last three digits identify the other state (see Attachment C) Investigate for possible duplicate payment.

ATTACHMENT C

State Identification Codes

     State

 Code

     State

 Code
Alabama 010 Montana 270
Alaska 020 Nebraska 280
Arizona 030 Nevada 290
Arkansas 040 New Hampshire 300
California 050 New Jersey 310
Colorado 060 New Mexico 320
Connecticut 070 New York 330
Delaware 080 North Carolina 340
District of Columbia 090 North Dakota 350
Florida 100 Ohio 360
Georgia 110 Oklahoma 370
Guam 650 Oregon 380
Hawaii 120 Pennsylvania 390
Idaho 130 Puerto Rico 400
Illinois 140 Rhode Island 410
Indiana 150 American Samos 640
Iowa 160 South Carolina 420
Kansas 170 South Dakota 430
Kentucky 180 Tennessee 440
Louisiana 190 Texas 450
Maine 200 Utah 460
Maryland 210 Vermont 470
Massachusetts 220 Virgin Islands 480
Michigan 230 Virginia 490
Minnesota 240 Washington 500
Mississippi 250 West Virginia 510
Missouri 260 Wisconsin 520
Wyoming 530