WAG 16-05-03-a: Volunteer Protective Payee

To establish a protective payment plan with a volunteer protective payee, do the following:

  1. (FCRC) Explain to the protective payee the duties (see PM 16-05-11 and WAG 16-05-11).

    Tell the volunteer protective payee that they are required to have the client's aid checks deposited directly into a checking account or savings account, managed by one of these financial institutions: 

    • bank;
    • savings and loan; or
    • credit union.
  2. (FCRC) Complete 2 copies of Protective Payment Plan Agreement (Form 2391):
    • Provide one copy to the protective payee.
    • Keep the original.
  3. (FCRC) Send Notice to Client of Protective Payment Plan (Form 2392) to client when a decision is made to establish a protective payment plan (see WAG 16-05-00).
  4. (FCRC) Complete the address section (the top portion) of Authorization for Deposit of Cash Assistance -- Protective Payee Cases (Form 2493A) as follows:
    • protective payee's last name and first name, followed by the payee indicator PPP or PPSA;

      NOTE: When a social service agency acts as the protective payee (PPSA cases only), enter the social service agency's name. 

    • client's last name and first name, followed by the protective payee's street address or P.O. Box; and
    • city, state, and zip code of the protective payee.

      NOTE: This format matches the layout of the Form 552 for Items 8, 9, and 10. It is used by the Exception Processing Unit (EPU) to change the case to protective payment status. 

  5. (FCRC) Give Form 2493A to the volunteer protective payee.
  6. (VOL PP) Completes Section A of Form 2493A.
  7. (VOL PP) Decides whether to:
    • set up a separate checking or savings account for direct deposit of client's check; or
    • use their own personal banking account (if one exists).

      NOTE: 1. Although it is recommended that a separate account be kept for the protective payee funds, the volunteer protective payee may use their own personal savings or checking account.

      2. When a social service agency acts as the protective payee (PPSA cases only), the agency uses their business FEIN number in place of a social security number. 

      1. When using their own personal banking account for direct deposit of client's check:
        • attaches a deposit slip (from their account) to the Form 2493A; and
        • mails them to the agency address shown on the Form 2493A.
      2. When setting up a separate checking or savings account for direct deposit of client's check:
        • takes the Form 2493A to a bank, savings and loan, or credit union;
        • registers the account title in this way:
        • (client's name) by (protective payee's name), protective payee; or
        • (protective payee's name), protective payee for (client's name); and

          NOTE: While the funds in the account are considered to belong to the client, the account title does not permit the client to have direct access to the funds.

          This method protects the client's ownership to the funds if the protective payee dies. It also ensures that any interest paid on the funds, in the account, is credited to the client for tax purposes. 

        • requests that staff in the financial institution complete Section B of Form 2493A and mail Form 2493A to the address shown on the form.
  8. (EPU) Receives Form 2493A and completes the Form 552 actions for processing client checks into direct deposit.
  9. (System) Sends Notice Regarding Your Direct Deposit Request (Form 2501CF) to the volunteer protective payee to verify the information.
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  11. (System) For the first regular roll month of protective payment status, mails client's check to the volunteer protective payee (not to the bank). The check goes to the protective payee's address listed in Item 9 of Form 552.

    NOTE: The first regular roll month of protective payment status is a test run of the direct deposit system to make sure the process runs smoothly. If a problem arises, the concerns can be corrected before direct deposit takes place. 

  12. (System) If there are no changes, mails Notice of Direct Deposit (Form 2501A) to the volunteer protective payee. This form shows the starting date of the client's check being placed in direct deposit.
  13. (System) Directly deposits client's next check, for the 2nd regular roll month of protective payment status, into the bank account.
  14. (System) Performs the additional following actions:
    • Sends Notice of Benefit Direct Deposit (Form 3159A) to the volunteer protective payee each time a check is deposited into the protective payee account.
    • Mails the MediPlan card to the client.
    • Sends client's SNAP benefits to their Illinois Link account.
  15. (IM) Make changes to case situation as necessary. Changes in need, amount of income, address, or circumstances may affect the protective payment plan.
  16. (IM) When a case transfers in to your Family Community Resource Center, review the need for continuing the protective payment plan.
    • The need may no longer exist due to a change in client conditions.
    • The need may exist, but you may have to alter the protective payee/direct deposit information.

      The case must be taken out of direct deposit when transferred in. Begin the enrollment process again, if direct deposit is needed.

      NOTE: For the transfer of a case (that remains coded for voluntary protective payee status) to a Family Community Resource Center located in a different county: 

    • The protective payment plan/direct deposit information, existing on the Form 552 of the sending office, can not be reentered during the transfer-in action by the receiving office. An edit in the computer system prevents this from happening.

      If you decide that protective payment is still needed, you must take the appropriate steps to put the case back into protective payment/direct deposit status. 

    • For the transfer of a case (that remains coded for voluntary protective payee status) to another Family Community Resource Center located within Cook County:
    • The protective payment plan/direct deposit information, existing on the Form 552 of the sending office, will be accepted for reentry during the transfer-in action by the receiving office.

      If you decide that a protective payment is still needed, you must take the appropriate steps to put the case back into protective payment/direct deposit status. 

For the transfer of a case (that remains coded for voluntary protective status) to another Family Community Resource Center located within Cook County:

  • The protective payment plan/direct deposit information , existingon the 552 of the sending office, will be accepted for reentry during the trnasfer-in action by the receiving office.