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RCAL's Representative Payee Service
GENERAL INFORMATION | FAQ | FORMS | CONTACT
Getting Our Services
General1
You must complete an RCAL application.(undefined)
Once your application is received by RCAL, it takes about two weeks for us to process and submit it to Social Security. Because of backlog, it takes between three months to one year to approve.
Please contact our Representative Payee office as soon as possible. We are not always aware that you have been approved. Sometimes you are notified before we are. Once RCAL is notified of your approval and recieves its first payment for you, we need to set up an appointment to set up a budget. During this appointment you will need to notify us of all of your bills. Please refer to the Budget Meeting section of the FAQ
RCAL is unable to pay your bills if we are unaware that they exist. You need to make a list of all the bills that need to be paid every month. Examples would be rent, car loans, insurance, cable, cellphone bills, etc. A copy of the bills would be very useful.
If you would like us to speak with someone else, we would be happy to. You must download a form (Rep Payee Info Sharing)(undefined). This form needs to be completed, signed and in our office for us to be able to speak to someone. You are welcome to select a family member, a trusted friend or neighbor, one of your counselors or a service coordinator as your selected person. Please note however, that you may only select one person. All others will not be responded to. It is the responsibility of you and the selected person to share information with any other member of your team.
We value your privacy and your rights to protected information. If you would like us to speak with someone else we will be happy to. We recieve hundreds of communications daily.
You must download a form (Rep Payee Info Sharing)(undefined). This form needs to be completed, signed and in our office for us to be able to speak to someone. You are welcome to select a family member, a trusted friend or neighbor, one of your counselors or a service coordinator as your selected person.
Please note however, that you may only select one person, all others will not be responded to. It is the responsibility of you and the selected person to share information with any other member of your team.
Disbursment of Funds
Rep Payee General16
Determining when bills are paid depends on the bill:
• Rent is paid on the 5th of the month
• Utilities and cellphone payments are made weekly
• PNA's are released on Tuesdays
We of course pay bills when they are due!
If your bills are sent to you and then you let them sit for a few days before mailing them to us, chances are they are getting paid late by the time we get them and process them. There are several things you can do to help us help you:
• Contact your bills and have the address changed so the come directly to RCAL. This will cut down on the lag time and people who do this always have timely payments.
• RCAL - Attention: Your Name, 727 Ulster Ave, Kinston, NY 12401
• Authorize RCAL staff to make electronic payments over the phone
• Set up online accounts with cable and give us the username and password
After a few months, we can try. Once we have established a relationship, if you would like to increase your PNA and take on one or two bills, we can try that for a few months and see how it goes. This would be a great step toward independence, which we always encourage.
• If it is a bill that is coming directly to RCAL you do not have to request us to pay it.
• If it is a recurring bill that is the same every month, once set up, you do not have to request us to pay it.
• You do not have to request rent to be paid, once it is set up.
• If you have a onetime bill that needs to be paid, please submit a copy of the bill to us at least 10 days before the due date (an electronic version is fine).
Budget Meeting
General7
Whatever is easiest for you!
You are welcome to come in, set up a virtual Zoom Meeting, or set up a conference call.
If you were referred by Dutchess DSS, we can discuss setting up a meeting closer to you.
• A copy of your lease or rental agreement
• A copy of your latest electric bill, any other utilities, phone bills, car loan, insurance, cable bill, credit cards etc. Anything that you pay monthly that you need us to issue payment for.
• Any outstanding loans
• Insurance bills (medical, automobile, life)
• Pay stubs
Some months have 5 weeks others do not. Basing payments on a five-week cycle makes sure you always receive a personal needs allowance no matter how many weeks the month has. During months that do not have 5 weeks, your funds are conserved, making a reserve of funds available for emergencies, the holidays, birthdays, or any special purchase that you have enough funds for.
Persnnel Needs Allowance
General10
There are many possible answers:
• If nothing has changed and you get your PNA in the mail, there has been a mail delay. Wait at least 10 days before calling.
• If you had too many surprise disbursements this month, it may have used up your funds.
• If you have recently rented movies on cable, then you may have spent your PNA.
Feel free to submit the contact form and ask a question.
Your PNA is determined during the budget meeting. You will hopefully be participating in this meeting. During this meeting, we take your monthly income, subtract your monthly bills, and divide what is left by 5.
If your monthly bills have changed or your rent is decreased, it may be possible to change your PNA. Request a new budget meeting to discuss this.
On Tuesdays we mail all checks and release funds to your bank if you are set up on Auto Deposit.
Absolutely! We highly recommend it. With the post office having more and more delays, it can really speed up getting your funds. We are experiencing mail delays of upwards of 10 days. Checks or deposits are released on Mondays. Depending on your bank an ACH (auto deposit) will get to you by Tuesday or Wednesday. Fill out the appropriate form on our forms page. (https://www.rcal.org/rep-payee-forms)
We encourage using direct deposit for your PNA (ACH). By utilizing direct deposit, your funds will go directly to the bank and you will not have to worry about where the check was sent to.
Rent
Rep Payee General22
To ensure your funds are received by Social Security and available, rent is paid on the 5th of the month.
Please notify us as soon as possible.
• If you do not have a subsidy, we need the new agreement with the landlord.
• If your subsidy has changed, we need documentation from your funding source.
This is not a problem. Use this form.(undefined) Have your landlord fill it out with you and submit it to us.
Absolutely! Please see the landlord section of our forms page (https://www.rcal.org/rep-payee-forms)and pick the form for your county. Submit it to us with your information and account number and we will get you set up for ACH deposits.
Electronic Funds
Anyone in a nursing home setting who wants to work on returning to the community can apply. There is no age requirement.
Nursing home residents, family members, advocates, and nursing home staff can make referrals for this program.
The Open Doors Peer Program matches caring peers with people who want to leave a nursing home. Many peers have lived in a nursing home at one time and have personal experience with the transition process. Over time, the individual and the peer will identify the resources that are right for the individual and available in their community. They will meet with the individual on their schedule and will work with them throughout the entire transition process.
The Olmstead Subsidy Housing Program was put in place to help find the participants appropriate housing so that they can safely return to living in the community.
The Medicaid Waiver Program allows the state to choose groups of people with needs and health conditions to receive tailor-made healthcare options at home or within the community. They provide waivers for care relating to developmental disabilities, traumatic brain injuries, AIDS, and substance use disorders. Waiver services provide more oversight and supervision as well as service coordination. A waiver program allows the state to waive some requirements to meet the needs of individuals. For example, a waiver may help those more likely to need long-term care. Under the HCBS (Home and Community-Based Services) program, states can also offer a variety of non-medical services like case management, homemaker services, respite care, personal care, and adult day care. The waiver may also include any other services that help individuals maintain as much independence as possible.
MMC (Medicaid Managed Care) or MLTC (Medicaid Long Term Care) are Medicaid plans for eligible children and adults with low income. They provide low-cost healthcare, who will have access to a comprehensive range of preventative, primary, specialty, ancillary, and inpatient services.
NYIA (New York Independent Assessor) Assessment is an assessment program established for NYS Medicaid recipients who want to receive personal care and/or CDPAS and other community-based long-term services and supports.
The Good Neighbor Program (GN) is a component of the Open Doors program which was designed to assist people who do not have the informal supports such as the family and friends they need to leave a nursing home. GN can fill crucial gaps in an individual’s support network, but they cannot replace a home health aide or personal care aide in an emergency.
The Open Doors Food Card program was put into place for participants who are discharged from a nursing home setting to buy food and toiletries until their SNAP benefits are approved. SNAP approval can take up to 30 days and this helps to bridge the gap.
There are not any requirements for applying for an OD Food Card. The individual has to be discharging from a nursing home and planning to apply for SNAP Benefits from the Department of Social Services.
Health Home Referrals are referrals made for an individual going home who would like some support and help with services. A "Health Home" is not a place; it is a group of health care and service providers working together to make sure you get the care and services you need to stay healthy. Once you are enrolled in a Health Home, you will have your own care manager.
Please be sure to give notice when requesting an advocate. Although we are trying our best, our office is short-staffed and will unfortunately not be able to accommodate all cases, especially those that are requested last minute.
Yes. As long as you are able to provide an interpreter, your child will still be able to receive our services.
Yes, special education advocates may help prepare you for as well as accompany you to IEP and 504 meetings.
Yes. Our special education advocacy department can refer you to services, programs, and accommodations that can help meet your child's needs.
Yes. A special education advocate may help you interpret documents such as evaluations and reports.
Scheduling a meeting with a special education advocate to discuss strategy on how to go about advocating for your child is a great start.
The best way to file a complaint is in writing. Please refer to https://www.nysed.gov/special-education/state-complaint (https://www.nysed.gov/special-education/state-complaint)for the proper procedure.
Determining when bills are paid depends on the bill:
• Rent is paid on the 5th of the month
• Utilities and cellphone payments are made weekly
• PNA's are released on Tuesdays
We of course pay bills when they are due!
If your bills are sent to you and then you let them sit for a few days before mailing them to us, chances are they are getting paid late by the time we get them and process them. There are several things you can do to help us help you:
• Contact your bills and have the address changed so the come directly to RCAL. This will cut down on the lag time and people who do this always have timely payments.
• RCAL - Attention: Your Name, 727 Ulster Ave, Kinston, NY 12401
• Authorize RCAL staff to make electronic payments over the phone
• Set up online accounts with cable and give us the username and password
After a few months, we can try. Once we have established a relationship, if you would like to increase your PNA and take on one or two bills, we can try that for a few months and see how it goes. This would be a great step toward independence, which we always encourage.
• If it is a bill that is coming directly to RCAL you do not have to request us to pay it.
• If it is a recurring bill that is the same every month, once set up, you do not have to request us to pay it.
• You do not have to request rent to be paid, once it is set up.
• If you have a onetime bill that needs to be paid, please submit a copy of the bill to us at least 10 days before the due date (an electronic version is fine).
To ensure your funds are received by Social Security and available, rent is paid on the 5th of the month.
Please notify us as soon as possible.
• If you do not have a subsidy, we need the new agreement with the landlord.
• If your subsidy has changed, we need documentation from your funding source.
This is not a problem. Use this form.(undefined) Have your landlord fill it out with you and submit it to us.
Absolutely! Please see the landlord section of our forms page (https://www.rcal.org/rep-payee-forms)and pick the form for your county. Submit it to us with your information and account number and we will get you set up for ACH deposits.
You must complete an RCAL application.(undefined)
Once your application is received by RCAL, it takes about two weeks for us to process and submit it to Social Security. Because of backlog, it takes between three months to one year to approve.
Please contact our Representative Payee office as soon as possible. We are not always aware that you have been approved. Sometimes you are notified before we are. Once RCAL is notified of your approval and recieves its first payment for you, we need to set up an appointment to set up a budget. During this appointment you will need to notify us of all of your bills. Please refer to the Budget Meeting section of the FAQ
RCAL is unable to pay your bills if we are unaware that they exist. You need to make a list of all the bills that need to be paid every month. Examples would be rent, car loans, insurance, cable, cellphone bills, etc. A copy of the bills would be very useful.
If you would like us to speak with someone else, we would be happy to. You must download a form (Rep Payee Info Sharing)(undefined). This form needs to be completed, signed and in our office for us to be able to speak to someone. You are welcome to select a family member, a trusted friend or neighbor, one of your counselors or a service coordinator as your selected person. Please note however, that you may only select one person. All others will not be responded to. It is the responsibility of you and the selected person to share information with any other member of your team.
We value your privacy and your rights to protected information. If you would like us to speak with someone else we will be happy to. We recieve hundreds of communications daily.
You must download a form (Rep Payee Info Sharing)(undefined). This form needs to be completed, signed and in our office for us to be able to speak to someone. You are welcome to select a family member, a trusted friend or neighbor, one of your counselors or a service coordinator as your selected person.
Please note however, that you may only select one person, all others will not be responded to. It is the responsibility of you and the selected person to share information with any other member of your team.
Whatever is easiest for you!
You are welcome to come in, set up a virtual Zoom Meeting, or set up a conference call.
If you were referred by Dutchess DSS, we can discuss setting up a meeting closer to you.
• A copy of your lease or rental agreement
• A copy of your latest electric bill, any other utilities, phone bills, car loan, insurance, cable bill, credit cards etc. Anything that you pay monthly that you need us to issue payment for.
• Any outstanding loans
• Insurance bills (medical, automobile, life)
• Pay stubs
Some months have 5 weeks others do not. Basing payments on a five-week cycle makes sure you always receive a personal needs allowance no matter how many weeks the month has. During months that do not have 5 weeks, your funds are conserved, making a reserve of funds available for emergencies, the holidays, birthdays, or any special purchase that you have enough funds for.
There are many possible answers:
• If nothing has changed and you get your PNA in the mail, there has been a mail delay. Wait at least 10 days before calling.
• If you had too many surprise disbursements this month, it may have used up your funds.
• If you have recently rented movies on cable, then you may have spent your PNA.
Feel free to submit the contact form and ask a question.
Your PNA is determined during the budget meeting. You will hopefully be participating in this meeting. During this meeting, we take your monthly income, subtract your monthly bills, and divide what is left by 5.
If your monthly bills have changed or your rent is decreased, it may be possible to change your PNA. Request a new budget meeting to discuss this.
On Tuesdays we mail all checks and release funds to your bank if you are set up on Auto Deposit.
Absolutely! We highly recommend it. With the post office having more and more delays, it can really speed up getting your funds. We are experiencing mail delays of upwards of 10 days. Checks or deposits are released on Mondays. Depending on your bank an ACH (auto deposit) will get to you by Tuesday or Wednesday. Fill out the appropriate form on our forms page. (https://www.rcal.org/rep-payee-forms)
We encourage using direct deposit for your PNA (ACH). By utilizing direct deposit, your funds will go directly to the bank and you will not have to worry about where the check was sent to.
To apply or be referred for ACCES-VR services you must be:
-A person with a disability or disabilities that impact your ability to get, keep or advance in a job
-Currently present in New York State
-Available to participate in the vocational rehabilitation process
-At least 14 years old
-Able to work in the United States
Note: If you are not a United States Citizen, you must provide proof from the United States Department of Immigration and Naturalization Services that you are allowed to work in the United States.
To be eligible for ACCES-VR services you must:
-Have a disability that interferes with getting, keeping, or advancing in a job, and
-Be able to benefit from vocational rehabilitation services
You must fill out an application,(https://www.acces.nysed.gov/vr/apply-vocational-rehabilitation-services#application) present documentation from your doctor, treatment program, or school about your disability, fill out a consent form (VR-21 (https://www.acces.nysed.gov/sites/acces/files/vr/vr21.pdf)for general health impairments and/or VR-22 (https://www.acces.nysed.gov/sites/acces/files/vr/vr22.pdf)for substance use disorders or mental health conditions), and fill out a Confidential Health Assessment. (https://www.acces.nysed.gov/sites/acces/files/vr/vr26_0.pdf)
Watching an Orientation recording is not required but offers the best way to learn about ACCES-VR services and the vocational rehabilitation process. ACCES-VR has three (3) Orientation recordings to help you decide if ACCES-VR services may be right for you:
-Overview of ACCES-VR Services: Your Journey to Employment Begins Today(https://vimeo.com/483375715)
-How to Apply For ACCES-VR Services (https://vimeo.com/483376397)
-Do You Want A Job That Requires A College Degree? (https://vimeo.com/483376782)
RCAL also holds informational meetings on the first three Thursdays of every month at 10:00 am sharp. Pre-Registration is mandatory. Please call Marge Knox at 845-454-8388 ext. 21 to register to attend a meeting. These are informational meetings only. RCAL is here to answer basic questions about the process.
ACCES- VR and OPWDD Vocational Employment Services are free for residents of New York State.
Please contact Leah Gherardi, RCAL Employment Coordinator, at (845) 331-0541, ext. 27, or email lgherardi@rcal.org (mailto:lgherardi@rcal.org)if you have any further questions or are looking for a career coordinator.
The Office of Temporary and Disability Assistance (OTDA) is a state-run program that is designed to give you temporary supplementary disability assistance. Social Security Disability (SSD) is a federal, non-temporary supplementary program. To qualify for SSD, your disability should be expected to last for more than one year.
Medicaid is an entitlement program that covers medical expenses if you financially qualify. Medicare is a program in which to qualify you must be 65+ years old or have received 24 payments of SSD. Medicare typically only covers 80% of medical bills unless you have a supplemental or advantage plan.
Social Security Supplemental Income (SSI) is an entitlement program where the individual receiving services must qualify as medically disabled, own less than $2,000 in assets (home and car are exempt from the asset calculation), and have little to no income. Social Security Disability (SSD) is an insurance program that is tied to payroll taxes. You must be medically disabled to qualify. Financial qualifications are based on working credits within the last 60 months. SSD is strictly determined by your ability to work, not your assets or unearned income.
You must fill out an online application, survey, and follow-up paperwork promptly. Social Security will then wait for your medical information to be sent by your doctor. You may be asked to complete an independent medical exam or for additional follow-up information. It is highly recommended that you work with a benefits advisor throughout the application process to answer your questions appropriately.
Adjudication is the approval process of being declared disabled. This process is done by the Office of Temporary Disability Assistance (OTDA) in New York State.
The Medicare Savings Plan (MSP) is a program for those who do not qualify for Medicaid but cannot afford Medicare. Learn more about the financial qualifications here.
The process takes 6 months to 1 year to complete in its entirety. If an appeal is filed, the appeal may take up to 3 years. Please note that Social Security is over 1 million cases behind.
Receiving benefits advisement from an RCAL advisor is free of cost while receiving services from an outside disability advocate or attorney requires you to pay out of pocket. Please note that our benefits advisors are certified by the Cornell Cooperative Extension and are authorized to represent you during Social Security Hearings in New York State.
A person under the age of 18 may be eligible based on the financial qualifications of the parent and/or the type of disability. A child with a developmental disability may be eligible for a waiver which removes the parents' finances from the application. This would be for SSI purposes only. A child may be eligible for SSD under certain conditions as well. Please inquire with an advocate for clarity about your specific circumstances.
Eligibility is dependent on your medical condition, how your medical condition impacts your ability to work, and either your working credits or your financial qualification.
No, this is not true. Many factors in SSA decide who receives approval and who does not.
It is extremely important that you put a lot of honest thought and effort into your application. Answer questions based on your worst day. Respond promptly to follow-up questions (it is the hurry-up-and-wait game!). Work with a benefits advisor to make the process smoother and more clarified.
We can help you with Section 8 Housing application and Recertification forms, Representative Payee applications, SNAP temporary assistance, and other forms required by DSS, and navigating and understanding the rules for if you decide to return to work.
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