Federal Offset Program

Federal Parent Locator Service

Federal Offset Program

Technical Guide

Version 12.0 December 10, 2012

Administration for Children and Families Office of Child Support Enforcement 370 L'Enfant Promenade, S.W. Washington, DC 20447 DCN: H2-A2003.80.01

This document was prepared for the United States Department of Health and Human Services, Office of Child

Support Enforcement under Contract Number HHS-N26-3999-900033I by Lockheed Martin, Information

Systems and Global Solutions, Incorporated (LM IS&GS). The work was authorized in compliance with the

following specific prime task order:

Delivery Order Number: HHS-P23-3201-175055W

Delivery Order Title:

Technical Guide

Document Date:

December 10, 2012

Federal Parent Locator Service Federal Offset Program

User Guide Version 12.0

TABLE OF CONTENTS

Purpose of Document .............................................................................................. vi

1. Federal Offset Program .............................................................................. 1-1

1.1 Introduction to the Federal Offset Program ................................................... 1-2 1.1.1 Federal Tax Refund Offset Program ................................................ 1-3 1.1.2 Administrative Offset Program..........................................................1-3 1.1.3 Passport Denial Program ................................................................. 1-4 1.1.4 Multistate Financial Institution Data Match ....................................... 1-4 1.1.5 Insurance Match Program ................................................................ 1-5

2. Federal Offset System Processing ............................................................ 2-1

2.1 States to OCSE - Case Processing .............................................................. 2-1 2.1.1 Files Submitted to OCSE..................................................................2-1 2.1.1.1 State/Local Contact Phone and Address File..................2-1 2.1.1.2 Case Submission and Update File .................................. 2-2 2.1.2 Online Transaction Submission........................................................2-2 2.1.3 DAILY Processing ............................................................................ 2-2 2.1.4 Transaction Types ............................................................................ 2-3 2.1.4.1 Add New Case/Recertify Case ........................................ 2-5 2.1.4.2 Delete Case .................................................................... 2-6 2.1.4.3 Update Case ................................................................... 2-7 2.1.4.3.1 Name Change ........................................................ 2-7 2.1.4.3.2 Address Change ..................................................... 2-8 2.1.4.3.3 Case ID Change ..................................................... 2-8 2.1.4.3.4 Local Code Change ................................................ 2-8 2.1.4.3.5 Modify Arrearage Amount.......................................2-9 2.1.4.3.6 Modify Arrearage Amount/Request Option ............. 2-9 2.1.4.3.7 Replace Exclusion Indicator(s) ............................. 2-10 2.1.4.3.8 State Payment ...................................................... 2-11 2.1.4.3.9 Update Transaction .............................................. 2-12 2.1.4.3.10 Change Case Type............................................... 2-13 2.1.4.3.11 MSFIDM-Only Case Processing ........................... 2-14 2.1.5 General Processing Information ..................................................... 2-15 2.1.5.1 Interagency Case Processing ....................................... 2-15 2.1.5.1.1 Submission of NCPS/Cases to Remedies ............ 2-15 2.1.5.1.2 Removal of NCPs/Cases from Remedies............. 2-17 2.1.5.1.3 Interagency Name Changes ................................. 2-18 2.1.5.2 Duplicate Transaction Records ..................................... 2-18 2.1.5.3 Corrected Unverified State-Submitted SSN .................. 2-19 2.1.5.4 Address Processing ...................................................... 2-19 2.1.5.4.1 Address Search Process ...................................... 2-20 2.1.5.4.2 Military Addresses ................................................ 2-21 2.1.5.4.3 Foreign Addresses................................................ 2-21 2.1.5.5 Holding Period............................................................... 2-21

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2.1.5.6 Name Processing .......................................................... 2-22 2.1.5.7 Zero Balance Delete...................................................... 2-22 2.1.6 Processing Bankruptcies ................................................................ 2-24 2.1.6.1 FMS Sends Bankruptcy Notifications to OCSE ............. 2-24 2.1.6.2 State Receives Bankruptcy Notifications....................... 2-24 2.1.6.3 OCSE Receives Bankruptcy Dismissal/Discharge

Notification .................................................................... 2-25 2.2 OCSE to States - Error Reporting............................................................... 2-25

2.2.1 Unaccountable Missing Address/Corrected SSN (UMACS) File .... 2-25 2.2.2 Rejected Case Submission and Update File .................................. 2-25 2.2.3 Update Report ................................................................................ 2-27 2.3 OCSE to States - Collection and Adjustment Reporting ............................. 2-27 2.3.1 Collection and Adjustment Reports ................................................ 2-27

2.3.1.1 Federal Offset Collections TCC..................................... 2-27 2.3.1.2 OCSE Federal Offset Net Check Amount Report.......... 2-28 2.3.1.3 Federal Administrative Offset Report ............................ 2-28 2.3.1.4 Federal Offset Collection Report ................................... 2-28 2.3.1.5 Statement of Service Fee Report .................................. 2-28 2.3.1.6 Federal Offset Fee Reimbursement e-Flash ................. 2-28 2.3.1.7 Federal Offset Fee Reimbursement Report .................. 2-29 2.3.2 Money Transfer to the States ......................................................... 2-29 2.4 OCSE/State Case Reconciliation ................................................................ 2-29 2.4.1 OCSE-to-State Reconciliation ........................................................ 2-29 2.4.2 State-to-OCSE Reconciliation ........................................................ 2-30

3. Pre-Offset Notice ......................................................................................... 3-1

3.1 State-Issued Pre-Offset Notices .................................................................... 3-1 3.2 OCSE-Issued Pre-Offset Notices .................................................................. 3-1

4. Financial Management Service .................................................................. 4-1

4.1 Offsetting Accounts ....................................................................................... 4-1 4.1.1 Order of Priority for Offset and Distribution.......................................4-1

4.2 FMS Offset Notices ....................................................................................... 4-2 4.3 FMS Collections ............................................................................................ 4-2

4.3.1 Adjustment/Reversal of Collections .................................................. 4-3 4.3.1.1 Injured Spouse Allocation................................................4-3 4.3.1.2 Incorrect Address ............................................................ 4-3

4.3.2 FMS Service Fee..............................................................................4-4 4.3.3 Refund Anticipation Loans (Rapid Refunds).....................................4-4 4.4 Debt Check ................................................................................................... 4-4 4.4.1 Debt Check Overview.......................................................................4-4 4.4.2 Debt Check Processing .................................................................... 4-5

4.4.2.1 Requesting Participation in Debt Check .......................... 4-5 4.4.2.2 Establishing a Dollar Threshold.......................................4-6 4.4.2.3 Excluding Individual Cases ............................................. 4-6

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5. Passport Denial Process ............................................................................ 5-1 5.1 Submitting Individuals for Passport Denial .................................................... 5-2 5.2 Releasing Individuals from Passport Denial .................................................. 5-3 5.3 Emergency Release from Passport Denial....................................................5-3 5.4 Overseas Releases and Limited Validity Passports ...................................... 5-5 5.5 OCSE Passport Denial Policies for States .................................................... 5-5 5.6 Obtaining a Passport after Clearance of Denial ............................................ 5-6

6. File Transmission........................................................................................6-1 6.1 CyberFusion Integration (CFI) Suite..............................................................6-1

6.1.1 Sample JCL for CFI .......................................................................... 6-1 6.1.2 CyberFusion Technical Support ....................................................... 6-2 6.1.3 Transmission Site ............................................................................. 6-2

7. State Services Portal (SSP) ........................................................................ 7-1 7.1 Obtaining Access to SSP .............................................................................. 7-1 7.2 Federal Collections and Enforcement (FCE) Application .............................. 7-2 7.3 FCE Application User Roles .......................................................................... 7-2 7.4 Security and Confidentiality Requirements for Transmission of Data............7-4

8. Computer and Information Security .......................................................... 8-1 8.1 General Safeguarding Requirements ............................................................ 8-1 8.2 Computer Security and Information Confidentiality Requirements ................ 8-2

8.2.1 Statewide Automated System .......................................................... 8-2 8.2.2 Transmission of Data ....................................................................... 8-2 8.2.3 Cases of Federal Tax Refund Offset ................................................ 8-3

A. Acronyms List ............................................................................................ A-1

B. Glossary of Terms...................................................................................... B-2

C. Data Dictionary ........................................................................................... C-1

D. Technical and Program Assistance.......................................................... D-1

E. Input Record Specifications ...................................................................... E-1

F. Output Record Specifications....................................................................F-1

G. Error Codes and Explanations .................................................................. G-1

H. State, Territory and Country Codes.......................................................... H-1

I. Letters and Notices .................................................................................... I-12 I.1 Annual Certification Letter ............................................................................ I-13 I.2 OCSE Pre-Offset Notice............................................................................... I-17 I.3 FMS Offset Notice ........................................................................................ I-19 I.4 FMS OPM Pre-Offset Notice ........................................................................ I-20 I.5 Debt Check ? SBA Loan Denial Letter ......................................................... I-22

J. Sample Reports ........................................................................................... J-1 J.1 Federal Offset Collections TCC..................................................................... J-2

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