We have held traditional video/VTC hearings in our offices for close to twenty years. The process to opt-out of a VTC hearing has been a standard process. Online video hearings via Microsoft Teams were introduced during the COVID-19 pandemic, as a secure hearing that we conduct by video, over the internet, using an individual’s personal equipment. We require a separate form for consent to telephone and online video as compared to traditional, or VTC, hearing opt outs.

If you initially opt-out for a traditional video hearing and later change your mind, please contact your local hearing office.

If you miss the timeline for returning the video teleconferencing opt-out form and we schedule your hearing by traditional video/VTC and you do not want to participate in the hearing that way, contact your local hearing office as soon as possible. If you show good cause for missing the deadline we will reschedule your hearing in person, or if you agreed, by telephone or online video.

Effective March 27, 2023, when the COVID-19 Community Level is HIGH (CDC COVID-19 Community Levels) in a county where a an SSA office is located, pursuant to E.O. 13991 and consistent with Centers for Disease Control and Prevention (CDC) guidance, we require all individuals who are 2 years or older—to wear a high-quality mask indoors at the facility, regardless of their vaccination status.

High-quality masks or respirators include respirators that meet U.S. or international standards (e.g., KN95) or “procedure” or “surgical” style masks. We will provide individuals with high-quality masks or respirators when we require them.

Our managers will check the CDC COVID-19 Community levels weekly.

If the office is in a high transmission area:

• Masks will be required for all visitors. Masks can be provided if requested.
• Managers will post signage explaining the masking requirements for the office.
• Visitors entering the office will be asked to complete the COVID-19 Screening questions.

If an individual answers “yes” to any of the screening questions, they will be directed to call the hearing office to reschedule their hearing or request to change their hearing option to a remote hearing if they choose to keep their regularly scheduled appointment time.

If you are unable to wear a face mask and the office you are visiting is in a high transmission area for COVID-19, please contact the office handling your case right away to make alternate arrangements for your hearing. The phone number of the hearing office handling your case is located at the top of the letters we send you. You can also find hearing office phone numbers on our hearing office locator site by visiting the SSA Hearings and Appeals Website at https://www.ssa.gov/appeals/ho_locator.html. as soon as possible.

We offer remote hearing options, telephone and online video hearing, if you not do feel comfortable attending an in-person hearing. If you are interested in these hearing options, indicate your consent when we send you the Remote Hearing Options form after we receive your hearing request.

The hearing office phone number appears on the top right corner of any letter we sent you about your scheduled hearing. You can also visit our https://www.ssa.gov/appeals/ho_locator.html to find the address, phone number, or fax number of your local SSA hearing office.

If you must travel more than 75 miles from your home or office to attend your hearing in one of our hearing sites, we can pay certain costs. Here are the rules that apply for individual claimants:

• We can pay your transportation expenses such as the cost of a bus ticket or expenses for driving your car.
• In certain circumstances, you may need meals, lodging, or taxicabs. The Administrative Law Judge must approve these special travel costs before the hearing unless the costs were unexpected and unavoidable.
• You must submit a written request for payment of travel expenses to the Administrative Law Judge at the time of the hearing or as soon as possible after the hearing. List what you spent and include supporting receipts. If you requested a change in the scheduled location of the hearing to a location farther from your residence, we cannot pay for any additional travel expenses.
• If you need money for travel costs in advance, you should contact the hearing office as soon as possible before the hearing. We can make an advance payment only if you show that without it you would not have the funds to travel to or from the hearing.
• If you receive travel money in advance, you must send an itemized list of your actual travel costs and receipts to the hearing office within 20 days after your hearing.
• If we gave you an advance payment that is more than the amount you are due for travel costs, you must pay back the difference within 20 days after we tell you how much you owe us.