Federal Parent Locator Service

**Federal Offset Program**

**Release 03-01 -- Minor: August 22, 2003**

**Release Specifications**

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# May 22, 2003

**DCN: CI-02.03.01.04**

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# TABLE OF CONTENTS 

> PART 1.0 Send Warning Code to State for Incomplete Address (FOP 1586)

1.  Summary of Changes 1-1

2.  Background 1-1

3.  Description of Changes 1-1

4.  Impact on States 1-2

5.  Output Record Specifications 1-2

6.  Warning/Error Codes 1-2

> PART 2.0 Online Option to Add or Remove Passport Denial Exclusion
> Indicator (FOP 1637)

1.  Summary of Changes 2-1

2.  Background 2-1

3.  Description of Changes 2-1

4.  Impact on States 2-2

5.  Screen Layout 2-2

**PART 3.0 New Detail History Record for Deletes from Case Master (FOP
1656)**

1.  Summary of Changes 3-1

2.  Background 3-1

3.  Description of Changes 3-1

4.  Impact on States 3-2

5.  Delete Detail Record Message Displays 3-2

**List of Charts and Figures**

Chart 1-1: Rejected Case Submission and Update Warning Codes 1-2

Chart 1-2: Rejected Case Submission and Update Error Codes 1-2

Chart 3-1: Current Delete Messages 3-1

Chart 3-2: New Delete Messages 3-2

Figure 2-1: Passport Denial Exclusion Indicator Screen 2-2

Figure 3-1: Current and Prior Year Case Query Screen 3-2

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# PART 1.0

Send Warning Code to State

for Incomplete Address

(FOP 1586)

## Summary of Changes

Federal Offset System processing is being modified to return a new
warning code to the state in the Rejected Case Submission and Update
File to indicate an Add Case (Transaction Type 'A') was submitted
without a complete address. Additionally, the current Error Code of
'40', "Incomplete Address," which is returned with the Address Change
(Transaction Type 'Z') when all of the address fields are blank, will
now be returned with the Transaction Type 'Z' if the address is not
complete.

## Background

The Financial Management Service (FMS) has stated that in the future
they will require all cases that are submitted to have a complete
address. FMS cannot process offsets if addresses are not available.
Currently, the Federal Offset System does not inform a state when a case
does not have a complete address. However, a case submitted without an
address is put through a locate process in an attempt to find an
address. Refer to 2.3.1 "Unaccountable Missing Address File", in the
*FOP User Guide* for additional information.

The inclusion of an address with a case allows Office of Child Support
Enforcement (OCSE)-generated Pre-Offset Notices to be issued
immediately, thus eliminating delays involved in locating an address.
Therefore, cases are submitted to FMS sooner, and the likelihood of a
collection is increased. The presence of an address at FMS will also
ensure that an offset can be taken.

## Description of Changes

In preparation for FMS' address plans, the Federal Offset System will
send a Warning Code of '47', "Address Warning," to the state when a
Transaction Type 'A' is submitted without a complete address. A complete
address is defined as containing data in Address Line 1 or Address Line
2, City and State. If an address is not complete, the case will be put
through the address locate process. As is currently done, states will be
notified of cases that did not find an address in the locate process via
the Unaccountable Missing Address File. If OCSE issues the Pre-Offset
Notices for a state and is unable to obtain an address, the case is not
forwarded to FMS or Department of State (DoS). Refer to 2.2.4.2,
"Address Processing for Notices", in the *FOP User Guide* for details on
the address locate process.

Currently, the Federal Offset System rejects an Address Change
(Transaction Type 'Z') with an Error Code of 40, "Incomplete Address,"
when an address contains all spaces. The system will now reject address
changes that are submitted without a complete address.

## Implementation of these changes will provide specific feedback to the states in a timely fashion regarding cases that may not be getting offset due to a missing address. These changes will also improve the quality of addresses forwarded to FMS.

## 1.4 Impact on States

States will receive a new Warning Code of '47', "Address Warning," in
their Rejected Case Submissions and Update File for a Transaction Type
'A' whose address is not complete.

States are currently receiving an Error Code of 40, "Incomplete
Address," when an Address Change (Transaction Type 'Z') contains all
spaces. This error code will now be returned and the Address Change
rejected when the submitted address is not complete. The Federal Offset
system does not attempt to locate an address for an Address Change.

## Output Record Specifications 

No changes to current Rejected Case Submission and Update Record Layout.

## Warning/Error Codes

A Warning Code of '47', "Address Warning," will be returned when an Add
Case (Transaction Type 'A') has an address that is not complete.

+--------+-------------------------------------------+-----------------+
| #      |                                           |                 |
| ### ** |                                           |                 |
| CHART  |                                           |                 |
| 1-1: R |                                           |                 |
| EJECTE |                                           |                 |
| D CASE |                                           |                 |
|  SUBMI |                                           |                 |
| SSION  |                                           |                 |
| AND UP |                                           |                 |
| DATE** |                                           |                 |
|        |                                           |                 |
| **W    |                                           |                 |
| ARNING |                                           |                 |
| C      |                                           |                 |
| ODES** |                                           |                 |
+--------+-------------------------------------------+-----------------+
| Error  | Error Message and Explanation             | Transaction     |
| Code   |                                           |                 |
|        |                                           | Type            |
+--------+-------------------------------------------+-----------------+
| 47     | **Address Warning**                       | A               |
|        |                                           |                 |
|        | An address should contain data in Address |                 |
|        | Line 1 or Address Line 2, City and State. |                 |
+--------+-------------------------------------------+-----------------+

An Error Code of '40', "Incomplete Address," will be returned when an
Address Change (Z transaction) has an address that is not complete.

+--------+-------------------------------------------+-----------------+
| #      |                                           |                 |
| ### ** |                                           |                 |
| CHART  |                                           |                 |
| 1-2: R |                                           |                 |
| EJECTE |                                           |                 |
| D CASE |                                           |                 |
|  SUBMI |                                           |                 |
| SSION  |                                           |                 |
| AND UP |                                           |                 |
| DATE** |                                           |                 |
|        |                                           |                 |
| *      |                                           |                 |
| *ERROR |                                           |                 |
| C      |                                           |                 |
| ODES** |                                           |                 |
+--------+-------------------------------------------+-----------------+
| Error  | Error Message and Explanation             | Transaction     |
| Code   |                                           |                 |
|        |                                           | Type            |
+--------+-------------------------------------------+-----------------+
| 40     | **Incomplete Address**                    | Z               |
|        |                                           |                 |
|        | An address must contain data in Address   |                 |
|        | Line 1 or Address Line 2, City and State. |                 |
+--------+-------------------------------------------+-----------------+

**PART 2.0**

Online Option to Add or Remove Passport Denial Exclusion Indicator

(FOP 1637)

## Summary of Changes

Federal Offset System processing is being modified to provide the states
with an online option to submit updates to the Passport Denial Exclusion
Indicator.

## Background

The Federal Offset System currently accepts updates to the Passport
Denial Exclusion Indicator through two methods: weekly batch updates
through the Case Submission and Update File; and emergency release
requests manually submitted via the *Notice of* *Withdrawal* *of
Passport Denial* *Form* to the Federal Collections Customer Service
Unit. Refer to 5.3, "Notice of Withdrawal of Passport Denial Form" in
the *FOP User Guide* for details about the form submittal.

## Description of Changes

The Federal Offset System will offer a new online screen function that
will allow states to update a Passport Denial Exclusion Indicator for an
obligor. Online submissions will process daily for adding or removing
the PAS Exclusion Indicator. Cases where the PAS Exclusion Indicator has
been removed will be forwarded to DoS when eligibility requirements have
been met.

The new screen will operate as follows:

-   The state enters a Social Security Number (SSN) for an obligor and
    presses the enter key;

-   Any active TANF/Non-TANF case information for that state and SSN is
    displayed side by side on the screen;

-   The current status of the case at the Department of State (DoS) is
    displayed in the DoS Status field. Refer to Chart 6-2, "Federal
    Offset Processing Menu Current Year Cases" in the *FOP USER Guide*
    for details about the DoS Status and Action Date;

-   Other states that are currently denying the obligor a passport are
    displayed on the screen; and

-   The state will enter an Action Code, 'C' to Certify for Passport
    Denial or 'W' to Withdraw from the Passport Denial Program. The type
    of action entered will be applied to both active cases.

The implementation of this change will improve customer service by
reducing the time required to update Passport Denial Exclusion
Indicators, and will reduce paperwork at state and Federal levels.

## Impact on States

There is no impact on states. States may use the online Daily Passport
Exclusion Change screen as an option. OCSE returns no response record
for notification of the input or removal of a Passport Denial Exclusion
Indicator made via the Daily Passport Exclusion Change screen. It is the
state's responsibility to determine when an exclusion indicator is
updated by using the Current Year Query Case Master Screen.

## Screen Layout 

The following is the new online screen that allows entry of the Passport
Denial Exclusion Indicator change for active cases.

Figure 2-1: Passport Denial Exclusion Indicator Screen

**PART 3.0**

New Detail History Record for Deletes

from Case Master

(FOP 1656)

# Summary of Changes

Federal Offset System processing is being modified to provide additional
Delete Detail Records to clarify the reason why a case was deleted.

## Background

Currently, a Delete Detail Record is not generated and stored for
certain situations. As a result, the Current and Prior Year Query screen
is not able to display comprehensive delete details, making it difficult
to fully trace the lifecycle of some cases.

## Description of Changes

The Federal Offset System will be modified to provide a Delete Detail
Record for a case when:

-   A case is deleted due to an address locate failure where OCSE issues
    the Pre-Offset Notice.

-   A case is deleted by the state prior to activation at FMS or DoS.

-   A case is deleted by the state prior to activation at FMS but after
    activation at DoS.

The new Delete Detail Records will be available for display on the
Current and Prior Year Query screen.

Currently the following two messages exist for deletes:

  ---------------------- ------------------------------------------------
  **CHART 3-1: CURRENT   
  DELETE MESSAGES**      

  Message                Explanation

  Delete From File       Case was activated at FMS; case is flagged for
                         delete and inactivated at FMS.

  Zero Balance Delete    Arrearage balance reached zero or less than
                         zero; case is flagged for delete and inactivated
                         at FMS.
  ---------------------- ------------------------------------------------

The following new messages will be added for deletes:

  -----------------------------------------------------------------------
  **CHART 3-2: NEW       
  DELETE MESSAGES**      
  ---------------------- ------------------------------------------------
  Message                Explanation

  DoS History Delete     Case was activated at DoS; case was not yet
                         activated at FMS. Case is flagged for delete at
                         OCSE and deleted at DoS.

  Missing Address Delete Case transaction submitted with an incomplete
                         address; no address found through the address
                         locate process; case is removed from the OCSE
                         database.

  Add/Recertify Delete   Case was deleted prior to activation at FMS and
                         DoS; new case is removed from the OCSE database;
                         recertify case is flagged for delete.
  -----------------------------------------------------------------------

The implementation of this change will provide improved tracking of case
transactions.

## Impact on States

There is no impact on states.

## Delete Detail Record Message Displays 

The Current and PriorYear Case Query screens will display the new delete
detail records.

Figure 3-1: Current and Prior Year Case Query Screen