If you're a representative payee, there's one task that comes around every year and causes more stress than almost anything else: filling out the SSA-6230, the Representative Payee Report. This form is how the Social Security Administration checks that you've been using the beneficiary's funds properly. It doesn't have to be overwhelming — but it does require accurate records and a clear understanding of what the SSA is looking for.
In this article, we'll cover:
- What the SSA-6230 form is and why it matters
- A step-by-step walkthrough of each section
- Common mistakes that trigger SSA follow-ups
- What happens if you file late or not at all
- Tips for keeping records throughout the year
- How Purple simplifies the entire reporting process
What Is the SSA-6230?
The SSA-6230 (formally titled "Representative Payee Report") is an annual accounting form that every representative payee is required to complete. The form asks you to report how the beneficiary's Social Security or SSI funds were received and spent during the reporting period, typically the previous 12 months.
The purpose is straightforward: the SSA wants to make sure that the beneficiary's money was used for their care and well-being. Rent, food, clothing, medical expenses, personal needs — these are all appropriate uses. The SSA also wants to see what happened to any funds that weren't spent (savings), and whether the beneficiary's living situation has changed.
You'll receive the form by mail or you may be contacted by the SSA to complete it over the phone or online. Regardless of the format, the information requested is the same.
Step-by-Step: Filling Out the SSA-6230
Section 1: Beneficiary Information. This section asks for the beneficiary's name, Social Security number, and current living arrangement. You'll need to indicate whether the beneficiary lives in their own home, with family, in a care facility, or another arrangement. If their living situation has changed during the reporting period, note this carefully — changes in living arrangements can affect benefit amounts, especially for SSI.
Section 2: Benefits Received. Here you'll report the total amount of Social Security or SSI benefits received during the reporting period. This should match the total deposits you received from the SSA. If the beneficiary receives both SSI and SSDI, you'll report both. Double-check this number against your bank records — discrepancies between what the SSA sent and what you report can trigger questions.
Section 3: How Funds Were Spent. This is the most detailed section and the one where most payees get tripped up. The SSA asks you to break down spending into categories including food and housing (rent or mortgage, utilities, groceries), clothing, medical and dental care not covered by insurance, personal needs (recreation, haircuts, entertainment), and other expenses (education, transportation, phone).
You'll report a total dollar amount for each category. You don't need to provide individual receipts with the form, but you should have them available in case the SSA requests supporting documentation. The totals across all categories, plus any savings, should roughly equal the total benefits received.
Section 4: Savings and Investments. If any of the beneficiary's funds were saved rather than spent, you'll report the current balance of savings accounts, any investments held on behalf of the beneficiary, and the account information where saved funds are held. Having savings is perfectly fine — in fact, it shows responsible management. But for SSI beneficiaries, remember that saved funds count toward the $2,000 resource limit. If the balance exceeds this, you'll need to explain why.
Section 5: Changes and Additional Information. The final section asks about any changes in the beneficiary's condition, living arrangement, or needs. If the beneficiary started working, moved to a different facility, or experienced a significant change in health, this is where you note it. Being proactive about reporting changes here can actually protect you — it shows the SSA that you're engaged and paying attention.
Common Mistakes That Trigger SSA Follow-Ups
Several errors come up repeatedly in payee accounting reports. Spending totals that don't add up to the total benefits received is one of the most common. If the numbers don't match — even by a small amount — the SSA may flag the report for review. Not accounting for saved funds is another issue. If you report $10,000 in benefits received but only $8,000 in spending and show $0 in savings, the SSA will want to know where the other $2,000 went. Vague or round numbers can also raise flags. Reporting exactly $500/month for food every single month looks like an estimate, not an actual record. Reasonable variation across months is actually more credible. Finally, not reporting changes in living situation is a problem because this is one of the first things the SSA cross-references with their own records.
What Happens If You File Late — Or Not at All?
The SSA takes the annual accounting report seriously. If you fail to file, or if you file significantly late, there can be consequences. The SSA may send follow-up notices and attempt to contact you. If they can't reach you or you don't respond, they may initiate a review that could result in your removal as representative payee. In serious cases — especially where there's reason to suspect misuse of funds — the SSA can refer the matter for investigation.
The simplest way to avoid this is to respond promptly when you receive the form. If you need more time, contact the SSA and request an extension — they're generally willing to accommodate reasonable delays if you communicate.
Keeping Records Throughout the Year
The payees who have the easiest time with the SSA-6230 are the ones who track spending all year long, rather than trying to reconstruct 12 months of expenses when the form arrives. Keep beneficiary funds in a dedicated account that's separate from your personal finances. Save receipts for major purchases, or at minimum, keep a monthly log of spending by category. Use your bank statements as a primary record — if all beneficiary spending flows through one account, the statements become your documentation. Set a reminder to review and organize records quarterly, so you're never more than a few months behind.
How Purple Makes Reporting Effortless
One of the biggest reasons representative payees struggle with the SSA-6230 is that traditional bank accounts aren't designed for this kind of reporting. You get a transaction history, but nothing that maps to the SSA's spending categories. That means hours of manual work sorting through transactions, categorizing each one, and totaling everything up.
Purple's representative payee accounts are built with this exact problem in mind. Transactions are categorized in a way that aligns with SSA reporting requirements, so when it's time to fill out the SSA-6230, the information you need is already organized. Instead of dreading the annual report, you can approach it with confidence.
The SSA-6230 doesn't have to be the most stressful day of your year. Purple's representative payee accounts automatically track and categorize spending so that reporting is straightforward — not a scramble.