The Benefit Claims Payment Management module in Interact SSAS provides a comprehensive solution for the processing, approval, and disbursement of benefit payments to eligible beneficiaries. This module supports the entire lifecycle of benefit claim payments, from claim approval through multiple stages of payment processing, ensuring accuracy, transparency, and compliance with internal policies and legal regulations.

Figure 1: Survivor benefit claim payment sample workflow

Workflow-Based Claim Approval and Payment Initialization

The process begins with the routing of approved benefit claims based on configured workflows within the social security administration. Once claims have been fully approved and meet all criteria, they are included in the Benefit Payments Period Initialization. This step activates all unpaid claims with a payment start date on or before the current open pay period. Claims held back from previous periods can also be included, ensuring no eligible beneficiary is left unpaid due to earlier delays.

Trial Benefit Payment Processing

During the trial processing phase, the system calculates benefit payments for each approved claim. These calculations are pro-rated based on the benefit start and end dates, ensuring that payments are capped correctly according to the payment period or the claim’s validity. Users can perform a trial run that provides access to detailed reports, variance registers, and benefit payment summaries. This process allows for corrections, reviews, and approvals before any actual disbursement takes place.

Payments can be processed to beneficiaries directly or to third-party payees such as courts, hospitals, or tax authorities, depending on the claim’s circumstances. Third-party deductions, if applicable, are split from the main benefit and processed separately, ensuring clarity in disbursement.

Suspended Payments Handling

Claims requiring further verification or documentation—such as missing medical reports or pending reviews—are listed under the Suspended Payment List. These claims remain on hold until the necessary conditions are resolved. Users can access the full beneficiary record from the suspended payment list for detailed follow-up and action.

Approval, Rejection, or Suspension of Payments

From the trial benefit payment screen, authorized personnel can approve, reject, or suspend individual payments. The system records who performed the action and when, ensuring a full audit trail. This step is crucial for filtering out ineligible payments and maintaining control over the disbursement process.

Generation of Trial Reports and Bank Files

Once trial approvals are in place, users can generate trial payment registers, trial ACH (for direct deposits), and trial check registers. These outputs help simulate the disbursement process, including bank file generation, allowing finance teams to validate every detail before actual transmission.

The system also supports trial general ledger (GL) posting, which generates mock journal entries for each transaction to ensure financial integrity and compatibility with the organization’s financial systems.

Final Payment Processing

After successful validation of all trial steps, users can move to the final processing stage. This locks all records and generates official disbursements. At this point, the user can approve payments for beneficiaries, generate final GL posting files, and initiate final ACH or check disbursements.

The system requires user authentication for final payment approvals, adding a layer of security. Final registers are then generated to provide summaries of all finalized benefit payments, including any variances from the previous period.

ACH and Check Processing

For payments via direct deposit, the system generates ACH files formatted to match the requirements of the organization’s banking partners. Alternatively, for check payments, the system provides tools to generate check registers, approve check details, and print checks. All printed checks can be tracked, approved, and if needed, voided through the check voiding function.

GL Integration and Final Posting

Following final ACH or check processing, the system supports final GL file generation for posting to the financial system. These files include all necessary accounting details, batch numbers, and journal voucher references, ensuring a complete and accurate representation of all transactions in the organization’s accounting system.

Benefit Payment Period Closing

The last step in the cycle is the formal closing of the benefit payment period. This step prevents further changes to the period and initiates the opening of the next payment cycle, maintaining continuity and ensuring all activities are properly contained within their respective cycles.

The Benefit Claims Payment Management module ensures a secure, structured, and transparent process for managing social security benefit disbursements, reducing errors, increasing efficiency, and ensuring full auditability and compliance at each step of the payment cycle.

Benefit Claim Payment Workflow

Step 1: Benefit Payment Initialization

• Payments are processed based on the SSA payment calendar.
• SSA can configure different pay cycles (weekly, biweekly, monthly, etc.).
• Past and future adjustments are flagged and incorporated where applicable.

Step 2: Benefit Payment Trial Processing

• A trial process generates reports of pending payments for verification.
• SSA officers review and suspend incorrect claims before final processing.

Step 3: Trial Check Register & ACH Processing

• Trial registers are created for check and ACH (direct deposit) payments.
• SSA officers validate payment details and format ACH files for submission to banks.

Step 4: General Ledger (GL) Trial Posting

• GL transactions related to benefit payments are validated before final posting.
• Ensures correct debit/credit allocations for financial reconciliation.

Step 5: Final Benefit Payments Processing

• Once validated, payments are finalized and locked from further editing.
• A final register is generated for reference and auditing.

Step 6: Check Printing and Voiding

• Checks are printed in the correct format as per SSA and bank specifications.
• If errors occur, checks can be voided, with a full audit trail maintained.

Step 7: Final GL Transactions and Period Closing

• SSA posts final GL transactions and closes the benefit payment period.
• Pending transactions are moved to the next cycle if necessary.

Step 8: Benefit Payment Statements

• Beneficiaries receive detailed statements for record-keeping and reference.
• Statements are archived for future access and verification.

Benefit Types Managed

• Short-Term Benefits
• Long-Term Benefits
• Injury Benefits

Compliance and Security

• Audit Trails: Tracks all claim-related actions for accountability.
• Approval Workflow: Multi-level approval processes ensure claims are reviewed by appropriate stakeholders.
• Data Security: Protects claimant and employer data under strict compliance regulations.

Integration with Other Modules

• Employer and Employee Records: Ensures accurate claim data.
• Medical Provider Integration: Automates validation of medical claims.
• Financial and Payment Modules: Streamlines payment processing and reconciliation.

The Benefit Claims Payment Management module offers a streamlined, automated solution for processing benefit claims efficiently and accurately. With customizable workflows, integrated medical validation, and robust compliance measures, this module enhances the Social Security Administration’s ability to manage benefit disbursements effectively.

This comprehensive module is highly configurable as there is no limit to the number of benefits which can be defined and the rules for eligibility and entitlement calculation are fully configurable and highly flexible.

There is no limit on the number of Benefit Classes which can be defined, and for each Benefit Class there is no limit of Benefit Types which can be grouped under a given Benefit Class.

The elements used to determine benefit eligibility and to calculate the benefit entitlement are defined in Benefit Class.  Based on the included elements, the user can configure the Benefit Type with the exact benefit eligibility rules and benefit entitlement calculation by configuring the parameters.

Step 1: Social Security Benefit Payments Initialization

Figure 2: Social Security Benefits Payment Calendar

In the above figure you can see the Payments Calendar which is completely configurable and you’ll notice that one particular Period can only be Open at the same time for each Pay Cycle.  This way the system will know which approved Benefit Claim Payments to include in any particular Payment Run.

Interact SSAS supports multiple Pay Cycles, including Weekly, Fortnightly, Monthly, Quarterly and Annual Payments.  The Payment Calendar for this is completely configurable as shown above.  The dates for each payment in the calendar are fully configurable.  Different benefits can then be associated with different Pay Cycles so that the system can automatically include a specific approved Benefit Claim Payment in the correct Pay Cycle.

Figure 3: Social Security Benefit Payments Initialization

The first step in the Payment Process is to run the Payment Initialization to basically make them active and ready for payment and inclusion in the current Pay Cycle.  Since Interact SSAS supports the entry and approval of claims from the past, present and future, and there may be multiple Payment Periods (with different Pay Cycles each) open at any given time, it’s critical to separate the transactions so only the relevant Claims are included in a particular Payment Run.

If there are Past or Future Adjustments which will affect current Benefit Payments these will also be picked up and listed at this time for inclusion so they can either increase or reduce the amount to be paid to a Beneficiary.

Step 2: Social Security Benefit Payments Trial Processing

Figure 4: Social Security Benefit Payment Trial Processing

The Benefit Payment Trial Process will give the user the actual Benefit Payments which are to be included in the Pay Run and provide all details for each Beneficiary Type, Beneficiary Group and Claim Type so that the right people can verify and make sure that the right Benefit Claims with the right amounts are included in this particular Pay Cycle.

At this point in the process, the user will be able to choose whether to Approve or Suspend certain Benefit Claims from this particular Payment Run.

The result of the Trial Process will be a Trial Register to facilitate the Review and Approval of the results prior to Final Processing.

 Step 3: Social Security Benefit Payments Trial Check Register

Figure 5: Social Security Benefit Payments Trial Check Register

For those Beneficiaries who are to be paid by Check, the next step to follow will be to produce a Trial Check Register which offers the opportunity to verify that the right Beneficiaries are paid by Check (vs Direct Deposit or Cash) and that the amounts included are correct.

Step 4: Social Security Benefit Payments Trial ACH

Figure 6: Social Security Benefit Payments Trial ACH

For those Beneficiaries who will be paid directly in their bank account, Interact SSAS will produce an electronic file in the exact format required by the various banks used by the Social Security Administration so this file can be uploaded or sent to the Financial Institution through the application.

While in North America the ACH format is standard, the application can produce any international format required by international banks as required.

Figure 7: ACH File

The above screen lets the user download the Trial ACH file so it can be checked for accuracy if required.

Step 5: Social Security Benefit Payments Trial GL

Figure 8: Social Security Benefit Payments Trial GL

The last Trial Process to be run is that of the Trial GL, which provides the exact GL Journal Entries that will result from the Pay Cycle currently under way.  The Trial GL gives the user the opportunity to verify all transactions as well as all GL accounts and other details to be used.

Figure 9: GL Journal Entries

The GL Journal Entries produced as a result of the GL Trial Process can be verified at this point. Once that is done and verified and all information is correct, the user can proceed.  If during the review of these Trial results it is found that some of the results are not what was expected, this can only be due to incorrect data submitted or incorrect policy setup, then the user can retrace their steps, fix the underlying issue and re-run the Trial Process for those transactions affected before proceeding to Final Steps.

Figure 10: GL Journal Entries File Format

Interact SSAS will produce the exact File Format required to export the Journal Entries to the external General Ledger currently in use.

This provides a perfect way to ensure that with careful review, the final output of the system is 100% correct as the user will have had many chances to spot and rectify any issues in advance.

Step 6: Social security Benefit Payments Final Processing

Figure 11: Social Security Benefits Payment Final Processing

If the Benefits Payment Trial, the Check Trial (or ACH Trial) and the GL Trial details have all been carefully verified and confirmed to be correct, then the user can move on to the final steps (which are irreversible) by starting with the Benefits Payment Final Processing.

Figure 12: Final Benefits Payments

When the Benefits Payments Final Processing has been run, the user will get a list of all payments and will be able to Approve them or Reject them individually or all together at once.

The system will then also produce a Final Register for further reporting purposes.

Step 7: Social Security Benefit Payments Final Register

Figure 13: Social Security Final Benefit Payments Register

The Final Benefit Payments Register will give the user a complete listing of all approved payments which are included in this Pay Cycle so any time it is necessary in the future to check which transactions were included in the Register all the required detail information will be available immediately.

Step 8: Social Security Benefit Payments Final Check Register

Figure 14: Social Security Benefit Payments Final Check Register

Interact SSAS will next produce a Final Register of all Benefit Payments which will be paid by Check so that the user can check against this register and also use it afterwards to verify that all checks printed correctly and are of the same count and total.  An Approval is required at this point in order to proceed with printing the Checks.

Step 9: Social Security Benefit Payments Check Printing

Figure 15: Check Printing Window

At this point, the user can proceed with printing the Checks.  This is done based on the exact requirements of each Bank, using the correct Check Format and Printer as show in the above screen.  There is no limit on the number of Printers to be used or on the number and type of Check Formats which can be used.

Figure 16: Social Security Benefit Payments Check Printing

The above form shows the final step in Printing the Checks so that the user can Approve and proceed.

Step 10: Voiding benefit payments check printing

Figure 17: Voiding Benefit Payments Check Printing

If during printer a mechanical problem occurs with the printer or the paper, or if for any other reason a Check needs to be voided after printing, the system allows the user to Void the Check with a simple process so that it is recorded with an audit trail to ensure it can also be verified what the exact process was regarding this particular Benefit Payment.

Figure 18 Confirmation of Voided Check

The above screen shows the confirmation provided by the system that a Check has been Voided.

Step 11: Social Security Benefit Payments Final GL

Figure 19: Social Security Benefit Payments Final GL

The above form will allow the user to initiate the process to generate the Final GL Transactions related to the selected Benefit Payments.

Step 12: Social Security Benefit Payments Final GL/JV Transactions

Figure 20: Benefit Payments Final GL Transactions

Once the system has generated the Final GL Transactions they will be displayed for the user to review so they can be produced in the correct GL File Format afterwards.

Figure 21: Benefit Payment Final GL Transactions

The above form is used to generate the GL File which will be sent to the external General Ledger in the exact file format required by this General Ledger system.

Step 13: Benefit payments period closing

Figure 22: Benefit Payments Period Closing

The above form enables the user to Close the Period for the Benefit Payments and open a new period.

Figure 23: Benefit Payment Period Closing Confirmation Screen

Step 14: Benefit Payment Statement

Figure 24: Benefit Payment Statement

After all processes for Payments have been run and the period has been closed, the user can produce Benefit Payment Statements which will be made available to all Beneficiaries who have received a payment so their records are complete and they can verify themselves also what they were paid.

Figure 25: Benefit Payment Statement