Expanded Federal Parent Locator Service

**Federal Offset Program**

**Release 02-02 -- Minor: November 15, 2002**

**Release Specifications**

# 

# August 15, 2002

# 

# TABLE OF CONTENTS 

**PART 1.0 Option to Send Transactions for Changing Obligor Name, Case
ID, and Obligor Address (FOP 1487, 1488 and 1489)**

1.  Summary of Changes 1-1

2.  Background 1-1

3.  Description of Changes 1-1

4.  Impact on States 1-1

5.  Input Record Specifications 1-1

6.  Screen Changes 1-1

7.  Error Code 1-1

**PART 2.0 Automate the Fee Reimbursement Report Sent to the States (FOP
1490)**

1.  Summary of Changes 2-1

2.  Background 2-1

3.  Description of Changes 2-1

4.  Impact on States 2-1

5.  Fee Reimbursement Report 2-1

**PART 3.0 Do Not Reject State Payment When Payment Amount Exceeds the
Offset Amount Minus the Adjustment Amount for Prior Years (FOP 1026)**

1.  Summary of Changes 3-1

2.  Background 3-1

3.  Description of Changes 3-1

4.  Impact on States 3-1

**PART 4.0 Transaction Detail Enhancements - No State Impact**

**(FOP 1165, 1491 and 1493)**

1.  Summary of Changes 4-1

2.  Background 4-1

3.  Description of Changes 4-1

4.  Impact on States 4-1

5.  Screen Changes 4-1

TABLE OF CONTENTS (Continued)

**APPENDICES**

Appendix A: Input Record Specifications A-1

Appendix B: Screens B-1

Appendix C: Fee Reimbursement Report C-1

Appendix D: Error Code D-1

**CHARTS**

Chart A-1: Case Submission and Update Record Layout A-2

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

**FIGURES**

Figure B-1: Enter Weekly Update Records B-2

Figure B-2: Federal Offset Processing Menu B-2

# PART 1.0

Option to Send Transactions for Changing Obligor Name, Case ID, and
Obligor Address

(FOP 1487, 1488 and 1489)

## Summary of Changes

Federal Offset System processing is being modified as follows: The
Federal Offset System will accept changes to the obligor name, Case ID
and the obligor address. New transaction type codes ('B' -- Name, 'C' -
Case ID, and 'Z' - Address) are being added for each of the new change
functions. States may elect to use all, several, or none, of the new
transaction types.

## Background

Currently, the Federal Offset System does not accept changes to the
Name, Case ID or Address fields.

## Description of Changes

The Federal Offset System Transaction Type field on the Case Submission
and Update Record is being modified to include transaction types 'B' --
Name, 'C' -- Case ID, and 'Z' -- Address. When a name or address is
modified for an active case, and a different type case for the same
obligor and submitting state exists, that case will also be modified
with the new name or address (i.e., a name or address change is
submitted for a Temporary Assistance to Needy Families (TANF) case, and
a Non-TANF case for the same SSN and submitting state exists, both cases
will be changed to reflect the submitted name or address.

For cases that are at the Financial Management Service (FMS), the newly
submitted name will be sent to FMS as an alias name. For cases that are
not yet at FMS, only the changed name will be provided when the case is
submitted to FMS. All name(s) that are submitted to FMS would be
available for an offset match. The Office of Child Support Enforcement
(OCSE) will have access to archived names for research. For cases at the
Department of State (DoS), a Delete Transaction will be sent for the
previously-submitted name with the Add Transaction that contains the new
name.

For cases that are sent to FMS, a transaction will be sent to change the
address. For cases that are not yet at FMS, the changed address will be
provided when the case is submitted to FMS. OCSE will have access to
archived address(es) for research.

A new error code of '40' will be returned to the state for a submitted
address change if all of the fields that are related to an address
(Address Line 1, Address Line 2, City, State and Zip Code) contain
spaces.

## Impact on States

States that elect to use the enhancement options must program their
systems to generate the new transaction types in the specified format.

## Input Record Specifications 

Appendix A, "Input Record Specifications", provides the state with the
Transaction Type codes for these changes. The revision is a minor change
to add the following Transaction Types and descriptions to the
Transaction Type selections: 'B' -- Name change, 'C' -- Case ID change,
and 'Z' -- Address change.

## Screen Changes 

The screen will be modified to display the new Transaction Types:
'B'=Name change, 'C' =Case ID change, and 'Z' =Address change
Transaction Types. Appendix B, "Screens", Figure B-1, "Enter Weekly
Update Records," presents the new screen.

## Error Codes

An error code of '40' -- Invalid Address will be returned for an address
change that contains all spaces. Appendix D, "Error Codes", shows the
new error code.

**PART 2.0**

Automate the Fee Reimbursement Report

Sent to the States (FOP 1490)

# 

# Summary of Changes

Federal Offset System processing is being modified as follows: The
reporting of fee reimbursements by quarter is being automated. The
Federal Offset System will report to the states the fee reimbursement
totals on a quarterly basis.

## Background

Currently, OCSE Special Collections Unit performs this process manually.
The report contains the fee reimbursement case details only and is sent
to the states using CONNECT: Direct. A subsequent e-mail is sent to each
state to provide the total disbursement amount for the quarter.

## Description of Changes

Federal Offset System processing will be modified to display offset
year, offset type and fee amount for each detail record. The Fee
Reimbursement report will display fee reimbursement quarterly totals for
tax, administrative and total disbursement.

## Impact on States

There is no impact on states that require programming or process
changes. The Fee Reimbursement Report will continue to be distributed to
the states using CONNECT: Direct.

## Fee Reimbursement Report

Appendix C, "Fee Reimbursement Report", displays the Fee Reimbursement
Report that will be produced for each state on a quarterly basis.

**PART 3.0**

Do Not Reject State Payment When Payment Amount Exceeds the Offset
Amount Minus the Adjustment Amount for Prior Years (FOP 1026)

# 

# Summary of Changes

Federal Offset System processing is being modified as follows: The
Federal Offset System will accept a state payment even if the payment
amount exceeds the offset amount minus the adjustment amount for prior
years.

## Background

Currently, the Federal Offset System rejects state payments if the
payment amount exceeds the offset amount, minus the adjustment amount
for prior years.

## Description of Changes

Federal Offset System processing will be modified to maintain a state
payment if the payment amount exceeds the offset amount, minus the
adjustment amount for prior years. The Federal Offset System will send
to FMS, a state payment record for prior year offsets if the accumulated
payment amount is greater than the total offsets, minus the total
adjustments for that year.

## Impact on States

There is no impact on states that require programming or process
changes. The state can submit the transaction and it will not be
rejected.

**PART 4.0**

Transaction Detail Enhancements --

No State Impact

# Summary of Changes

Federal Offset System processing is being modified as follows: The
Federal Refund Processing Menu -- Current and Prior Year Cases screens
are being modified to display additional transaction history.

## Background

The Federal Offset System does not currently store Add and Recertify
Transactions or the FMS trace number that is associated with the
collection record.

## Description of Changes

Federal Offset System processing will be modified to display the
following information on the Federal Refund Processing Menu -- Current
and Prior Year Cases screens:

-   Add and Recertify Transactions are displayed with the respective
    messages 'Add Accepted' or 'Recertify Accepted'.

-   FMS Trace Number will be displayed with the associated Collection
    Record.

-   A Delete Transaction will be displayed for cases that are deleted by
    the Federal Offset System from FMS when an offset reduces the
    arrearage amount to \$0 or less than \$0. The Delete Transaction
    will be noted with the message 'Zero Balance Delete'. A state Delete
    Transaction will supersede any delete that is created by the Federal
    Offset System.

-   A statement at the top of the screen was added: '\* Federal Tax
    Information\*'. This statement will appear on screens that may
    contain IRS data.

*Note:* The above changes will only be available through a query on
updates that are received after the system enhancements are put into
production.

## Impact on States

There is no impact on states. The additional fields will display in the
transaction detail section of the Federal Refund Processing Menu --
Current and Prior Year Cases screens.

## Screen Changes 

Appendix B, "Screens", Figure B-2, "Federal Offset Processing Menu --
Current and Prior Year Cases Screen," displays the new screen.

**Appendices**

# INPUT RECORD SPECIFICATIONS

The following is the Case Submission and Update Record Layout. All
references in the comments section of the chart are to the Federal
Offset User Guide.

+----------+-----+----+---+------------------------------------------+
| ####     |     |    |   |                                          |
|  **CHART |     |    |   |                                          |
|  A-1: CA |     |    |   |                                          |
| SE SUBMI |     |    |   |                                          |
| SSION AN |     |    |   |                                          |
| D UPDATE |     |    |   |                                          |
|  RECORD  |     |    |   |                                          |
| LAYOUT** |     |    |   |                                          |
+==========+=====+====+===+==========================================+
| #### Fi  | #   | #  | # | #### Comments                            |
| eld Name | ### | ## | # |                                          |
|          |  Lo | #  | # |                                          |
|          | cat | Le | # |                                          |
|          | ion | ng |   |                                          |
|          |     | th | A |                                          |
|          |     |    | / |                                          |
|          |     |    | N |                                          |
+----------+-----+----+---+------------------------------------------+
| Su       | 1‑2 | 2  | A | **Required -- Key Data**                 |
| bmitting |     |    |   |                                          |
| State    |     |    |   | -   This field is required for all       |
| Code     |     |    |   |     Transaction Types. This field must   |
|          |     |    |   |     contain a valid, two-character,      |
|          |     |    |   |     alphabetic state abbreviation code   |
|          |     |    |   |     for the submitting State. Refer to   |
|          |     |    |   |     Appendix H, "State and Territory     |
|          |     |    |   |     Abbreviations; Country Codes", for a |
|          |     |    |   |     list of these codes.                 |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For Transaction Types 'B', 'C', 'D', |
|          |     |    |   |     'L', 'M', 'R', 'S', 'T' and 'Z', all |
|          |     |    |   |     key fields (Submitting State Code,   |
|          |     |    |   |     SSN, Case Type Indicator) must match |
|          |     |    |   |     key fields on the OCSE Case Master   |
|          |     |    |   |     File in order for the transaction to |
|          |     |    |   |     be processed. If there is no match,  |
|          |     |    |   |     the transaction will be rejected.    |
+----------+-----+----+---+------------------------------------------+
| Local    | 3‑5 | 3  | A | **Optional**                             |
| Code     |     |    | / |                                          |
|          |     |    | N | This field is used with Transaction      |
|          |     |    |   | Types 'A' and 'L'. This field contains   |
|          |     |    |   | the code that will be used to associate  |
|          |     |    |   | the obligor with a state or local        |
|          |     |    |   | contact address when the Pre-Offset      |
|          |     |    |   | Notice is produced by OCSE or an offset  |
|          |     |    |   | notice is produced by FMS.               |
|          |     |    |   |                                          |
|          |     |    |   | -   For Transaction Type 'A'             |
|          |     |    |   |     (Add/Recertify Case), the local code |
|          |     |    |   |     submitted is compared against the    |
|          |     |    |   |     state's Local Code File. If the      |
|          |     |    |   |     local code contains spaces or is not |
|          |     |    |   |     found, the local code for the case   |
|          |     |    |   |     will be set to zeros on the OCSE     |
|          |     |    |   |     Case Master File, and a local code   |
|          |     |    |   |     of zeros will be submitted for the   |
|          |     |    |   |     case to FMS.                         |
|          |     |    |   |                                          |
|          |     |    |   | -   For Transaction Type 'L', if the     |
|          |     |    |   |     local code submitted contains        |
|          |     |    |   |     spaces, the local code for the case  |
|          |     |    |   |     will be set to zeros on the OCSE     |
|          |     |    |   |     Case Master File, and a local code   |
|          |     |    |   |     of zeros will be submitted for the   |
|          |     |    |   |     case to FMS. Otherwise, the local    |
|          |     |    |   |     code that is submitted is compared   |
|          |     |    |   |     against the state's Local Code File. |
|          |     |    |   |     If the local code is not found, the  |
|          |     |    |   |     transaction will be rejected.        |
|          |     |    |   |                                          |
|          |     |    |   | -   For all other Transaction Types      |
|          |     |    |   |     ('B', 'C', 'D', 'M', 'R', 'S', 'T'   |
|          |     |    |   |     and 'Z'), the local code, if         |
|          |     |    |   |     present, will not be updated at OCSE |
|          |     |    |   |     or FMS.                              |
|          |     |    |   |                                          |
|          |     |    |   | Refer to Section 2.2.1.1, "State/Local   |
|          |     |    |   | Contact Phone and Address File", for     |
|          |     |    |   | information about keeping local codes    |
|          |     |    |   | and addresses up to date at OCSE.        |
+----------+-----+----+---+------------------------------------------+
| SSN      | 6   | 9  | N | **Required -- Key Data**                 |
|          | ‑14 |    |   |                                          |
|          |     |    |   | This field is required for all           |
|          |     |    |   | Transaction Types. This field must be    |
|          |     |    |   | numeric, must be greater than zero, and  |
|          |     |    |   | must contain a valid SSN.                |
|          |     |    |   |                                          |
|          |     |    |   | -   For Transaction Type 'A'             |
|          |     |    |   |     (Add/Recertify Case) the SSN is      |
|          |     |    |   |     verified using an SSA-defined range  |
|          |     |    |   |     check that automatically validates   |
|          |     |    |   |     the *area* portion of the SSN (the   |
|          |     |    |   |     first three positions of the SSN)    |
|          |     |    |   |     against the current high digit being |
|          |     |    |   |     used for *area*. In addition, the    |
|          |     |    |   |     *group* portion of the SSN (the      |
|          |     |    |   |     fourth and fifth positions of the    |
|          |     |    |   |     SSN) is compared against the *area*  |
|          |     |    |   |     to ensure that the *group* number    |
|          |     |    |   |     was issued with the particular       |
|          |     |    |   |     *area* number. To verify the current |
|          |     |    |   |     high digits for *area* and *group*   |
|          |     |    |   |     issued by SSA, refer to Chart D-3,   |
|          |     |    |   |     "Useful Web Sites".                  |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For Transaction Types 'B', 'C', 'D', |
|          |     |    |   |     'L', 'M', 'R', 'S', 'T' and 'Z', all |
|          |     |    |   |     key fields (Submitting State Code,   |
|          |     |    |   |     SSN, and Case Type Indicator) must   |
|          |     |    |   |     match key fields on the OCSE Case    |
|          |     |    |   |     Master File in order for the         |
|          |     |    |   |     transaction to be processed. If      |
|          |     |    |   |     there is no match, the transaction   |
|          |     |    |   |     will be rejected.                    |
+----------+-----+----+---+------------------------------------------+
| Case ID  | 15  | 15 | A | **Conditionally Required**               |
|          | ‑29 |    | / |                                          |
|          |     |    | N | This field is for state use only. This   |
|          |     |    |   | field is required for Transaction Type   |
|          |     |    |   | 'C' (Change Case ID). The new Case ID    |
|          |     |    |   | will overwrite the existing one. This    |
|          |     |    |   | field should be filled with spaces if it |
|          |     |    |   | is not used by the state.                |
|          |     |    |   |                                          |
|          |     |    |   | -   For Transaction Type 'A'             |
|          |     |    |   |     (Add/Recertify Case), if present,    |
|          |     |    |   |     OCSE will store the field on the     |
|          |     |    |   |     Case Master File without performing  |
|          |     |    |   |     any edits. This field is not sent to |
|          |     |    |   |     FMS or DoS.                          |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For all other Transaction Types      |
|          |     |    |   |     ('B', 'D', 'L', 'M', 'R', 'S', 'T'   |
|          |     |    |   |     and 'Z'), the Case ID, if present,   |
|          |     |    |   |     will not be updated at OCSE.         |
+----------+-----+----+---+------------------------------------------+
| Obligor  | 30  | 20 | A | **Required**                             |
| Last     | ‑49 |    |   |                                          |
| Name     |     |    |   | This field is required for all           |
|          |     |    |   | Transaction Types. The first four        |
|          |     |    |   | positions of this field must contain an  |
|          |     |    |   | alphabetic character. No imbedded spaces |
|          |     |    |   | or special characters, except a hyphen,  |
|          |     |    |   | can be present within the first four     |
|          |     |    |   | positions.                               |
|          |     |    |   |                                          |
|          |     |    |   | -   For Transaction Types 'A' (Add Case) |
|          |     |    |   |     and 'B' (Name Change), the entire    |
|          |     |    |   |     last name is stored on the OCSE Case |
|          |     |    |   |     Master File after the last name      |
|          |     |    |   |     passes the edit check above.         |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For Transaction Types 'C', 'D', 'L', |
|          |     |    |   |     'M', 'R', 'S', 'T' and 'Z', the      |
|          |     |    |   |     first 4 characters submitted must    |
|          |     |    |   |     match the first four characters that |
|          |     |    |   |     are stored on the OCSE Case Master   |
|          |     |    |   |     File or the first four characters of |
|          |     |    |   |     a Transaction Type 'B' (Name Change) |
|          |     |    |   |     transaction for the same case in the |
|          |     |    |   |     same process. If there is no match,  |
|          |     |    |   |     the transaction will be rejected.    |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For Transaction Type 'A' (Recertify  |
|          |     |    |   |     Case), if the last name does not     |
|          |     |    |   |     match against the OCSE Case Master   |
|          |     |    |   |     File, the name is processed as a     |
|          |     |    |   |     name change.                         |
|          |     |    |   |                                          |
|          |     |    |   | If imbedded spaces or special characters |
|          |     |    |   | exist *after* the first four characters, |
|          |     |    |   | the case will be submitted to FMS for    |
|          |     |    |   | offset. However, DoS may reject the case |
|          |     |    |   | for passport denial.                     |
+----------+-----+----+---+------------------------------------------+
| Obligor  | 50  | 15 | A | **Conditionally Required**               |
| First    | ‑64 |    |   |                                          |
| Name     |     |    |   | This field is required for Transaction   |
|          |     |    |   | Types 'A' and 'B'. The first position of |
|          |     |    |   | this field must contain an alphabetic    |
|          |     |    |   | character.                               |
|          |     |    |   |                                          |
|          |     |    |   | -   For Transaction Types 'A' (Add Case) |
|          |     |    |   |     and 'B' (Name Change), the entire    |
|          |     |    |   |     first name is stored on the OCSE     |
|          |     |    |   |     Case Master File after the first     |
|          |     |    |   |     character passes the edit check      |
|          |     |    |   |     above.                               |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For Transaction Type 'A' (Recertify  |
|          |     |    |   |     Case), the first character must pass |
|          |     |    |   |     the edit above. The obligor first    |
|          |     |    |   |     name is not matched against the      |
|          |     |    |   |     first name stored on the OCSE Case   |
|          |     |    |   |     Master File; the entire first name   |
|          |     |    |   |     is stored on the OCSE Case Master    |
|          |     |    |   |     File.                                |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For all other Transaction Types      |
|          |     |    |   |     ('C', 'D', 'L', 'M', 'R', 'S', 'T'   |
|          |     |    |   |     and 'Z'), the obligor first name, if |
|          |     |    |   |     present, will not be updated at OCSE |
|          |     |    |   |     or FMS.                              |
+----------+-----+----+---+------------------------------------------+
| A        | 65  | 8  | N | **Conditionally Required**               |
| rrearage | ‑72 |    |   |                                          |
| Amount   |     |    |   | This field is required for Transaction   |
|          |     |    |   | Types 'A', 'M' and 'S'. This field must  |
| (Acc     |     |    |   | contain a numeric amount in whole        |
| umulated |     |    |   | dollars only. Decimal points, dollar     |
| Payment  |     |    |   | signs, commas, or plus/minus signs are   |
| Amount)  |     |    |   | not valid (e.g., \$1,500.00 = 00001500). |
|          |     |    |   |                                          |
|          |     |    |   | -   For Transaction Type 'A'             |
|          |     |    |   |     (Add/Recertify Case), the arrearage  |
|          |     |    |   |     amount is the current amount owed by |
|          |     |    |   |     the obligor. If the arrearage amount |
|          |     |    |   |     is less than \$25, the Add Case      |
|          |     |    |   |     transaction will be rejected.        |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For Transaction Type 'D', this field |
|          |     |    |   |     is not required. However, the        |
|          |     |    |   |     existing arrearage amount will be    |
|          |     |    |   |     zeroed out.                          |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For Transaction Type 'M', the        |
|          |     |    |   |     arrearage amount is the current      |
|          |     |    |   |     amount owed by the obligor. If the   |
|          |     |    |   |     arrearage amount is equal to zero,   |
|          |     |    |   |     the case will be flagged as deleted. |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For Transaction Type 'S', this field |
|          |     |    |   |     functions as the Accumulated Payment |
|          |     |    |   |     Amount Field, and is referred to by  |
|          |     |    |   |     that name. The accumulated payment   |
|          |     |    |   |     amount is the accumulated State      |
|          |     |    |   |     Payment Amount for the processing    |
|          |     |    |   |     year.                                |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For all other Transaction Types      |
|          |     |    |   |     ('B', 'C', 'L', 'R', 'T' and 'Z'),   |
|          |     |    |   |     the arrearage amount, if present,    |
|          |     |    |   |     will not be updated at OCSE or FMS.  |
+----------+-----+----+---+------------------------------------------+
| Tra      | 73  | 1  | A | **Required**                             |
| nsaction |     |    |   |                                          |
| Type     |     |    |   | This field must contain a valid          |
|          |     |    |   | Transaction Type code. Valid codes for   |
|          |     |    |   | this field are:                          |
|          |     |    |   |                                          |
|          |     |    |   | A Add/Recertify Case                     |
|          |     |    |   |                                          |
|          |     |    |   | B Name Change                            |
|          |     |    |   |                                          |
|          |     |    |   | C Case ID Change                         |
|          |     |    |   |                                          |
|          |     |    |   | D Delete Case                            |
|          |     |    |   |                                          |
|          |     |    |   | L Local Code Change                      |
|          |     |    |   |                                          |
|          |     |    |   | > M Modify Arrearage Amount              |
|          |     |    |   | >                                        |
|          |     |    |   | > R Replace Exclusion Indicator(s)       |
|          |     |    |   |                                          |
|          |     |    |   | S State Payment                          |
|          |     |    |   |                                          |
|          |     |    |   | T Transfer for Administrative Review     |
|          |     |    |   |                                          |
|          |     |    |   | Z Obligor Address Change                 |
+----------+-----+----+---+------------------------------------------+
| Case     | 74  | 1  | A | **Required - Key Data**                  |
| Type     |     |    |   |                                          |
| I        |     |    |   | -   This field is required for all       |
| ndicator |     |    |   |     Transaction Types. This field must   |
|          |     |    |   |     contain one of the following valid   |
|          |     |    |   |     case type codes:                     |
|          |     |    |   |                                          |
|          |     |    |   | A TANF                                   |
|          |     |    |   |                                          |
|          |     |    |   | N Non‑TANF                               |
|          |     |    |   |                                          |
|          |     |    |   | -   For Transaction Types 'B', 'C', 'D', |
|          |     |    |   |     'L', 'M', 'R', 'S', 'T' and 'Z', all |
|          |     |    |   |     key fields (Submitting State Code,   |
|          |     |    |   |     SSN, and Case Type Indicator) must   |
|          |     |    |   |     match key fields on the OCSE Case    |
|          |     |    |   |     Master File in order for the         |
|          |     |    |   |     transaction to be processed. If      |
|          |     |    |   |     there is no match, the transaction   |
|          |     |    |   |     will be rejected.                    |
+----------+-----+----+---+------------------------------------------+
| Transfer | 75  | 2  | A | **Conditionally Required**               |
| State    | ‑76 |    |   |                                          |
| Code     |     |    |   | -   For Transaction Type 'T', This field |
|          |     |    |   |     must contain a valid, two-character, |
|          |     |    |   |     alphabetic State abbreviation code   |
|          |     |    |   |     for the transfer State. Refer to     |
|          |     |    |   |     Appendix H, "State and Territory     |
|          |     |    |   |     Abbreviations; Country Codes", for a |
|          |     |    |   |     list of these codes.                 |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For all other Transaction Types      |
|          |     |    |   |     ('A', 'B', 'C', 'D', 'L', 'M', 'S',  |
|          |     |    |   |     'Z' and 'R'), this field, if         |
|          |     |    |   |     present, will not be updated at      |
|          |     |    |   |     OCSE.                                |
+----------+-----+----+---+------------------------------------------+
| Transfer | 77  | 3  | A | **Optional**                             |
| Local    | ‑79 |    | / |                                          |
| Code     |     |    | N | -   For Transaction Type 'T', this field |
|          |     |    |   |     should contain a three-position,     |
|          |     |    |   |     alphanumeric local code for the      |
|          |     |    |   |     transfer state. If present, this     |
|          |     |    |   |     field is stored on the OCSE Case     |
|          |     |    |   |     Master File.                         |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For all other Transaction Types      |
|          |     |    |   |     ('A', 'B', 'C', 'D', 'L', 'M', 'R',  |
|          |     |    |   |     'S' and 'Z'), this field, if         |
|          |     |    |   |     present, will not be updated at      |
|          |     |    |   |     OCSE.                                |
+----------+-----+----+---+------------------------------------------+
| Process  | 80  | 4  | A | **Conditionally Required**               |
| Year     | -83 |    | / |                                          |
|          |     |    | N | -   For Transaction Type 'S', this field |
|          |     |    |   |     must be in the format of CCYY, and   |
|          |     |    |   |     must contain the year the tax refund |
|          |     |    |   |     or administrative payment was        |
|          |     |    |   |     offset. The date must fall within    |
|          |     |    |   |     the previous seven years of the      |
|          |     |    |   |     current year.                        |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For all other Transaction Types      |
|          |     |    |   |     ('A', 'B', 'C', 'D', 'L', 'M', 'R',  |
|          |     |    |   |     'T' and 'Z'), this field, if         |
|          |     |    |   |     present, will not be updated at      |
|          |     |    |   |     OCSE.                                |
+----------+-----+----+---+------------------------------------------+
| Obligor  | 84‑ | 30 | A | **Conditionally Required**               |
| Address  | 113 |    | / |                                          |
| Line1    |     |    | N | -   For Transaction Types 'A' (Add Case) |
|          |     |    |   |     and 'Z' (Address Change), this field |
|          |     |    |   |     contains the first address line of   |
|          |     |    |   |     the obligor's mailing address. If    |
|          |     |    |   |     this line is blank, the Obligor      |
|          |     |    |   |     Address Line2 Field will be checked  |
|          |     |    |   |     for an address (refer to Part 3,     |
|          |     |    |   |     "Federal Offset Program Pre-Offset   |
|          |     |    |   |     Notices", for information regarding  |
|          |     |    |   |     address processing).                 |
|          |     |    |   |                                          |
|          |     |    |   | -   For Transaction Type 'Z' (Address    |
|          |     |    |   |     Change), Obligor Address Line 1,     |
|          |     |    |   |     Obligor Address Line 2, Obligor      |
|          |     |    |   |     City, Obligor State, and Obligor Zip |
|          |     |    |   |     Code cannot all be spaces.           |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For Transaction Type 'A' (Recertify  |
|          |     |    |   |     Case), this field is not required.   |
|          |     |    |   |     If present, the address currently    |
|          |     |    |   |     stored at OCSE will be updated with  |
|          |     |    |   |     the submitted address.               |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For all other Transaction Types      |
|          |     |    |   |     ('B', 'C', 'D', 'L', 'M', 'S', 'R'   |
|          |     |    |   |     and 'T'), the address, if present,   |
|          |     |    |   |     will not be updated at OCSE or FMS.  |
+----------+-----+----+---+------------------------------------------+
| Obligor  | 1   | 30 | A | **Optional**                             |
| Address  | 14- |    | / |                                          |
| Line2    | 143 |    | N | -   For Transaction Types 'A' (Add Case) |
|          |     |    |   |     and 'Z' (Address Change), this field |
|          |     |    |   |     may contain the second address line  |
|          |     |    |   |     for the obligor. On an Add Case, if  |
|          |     |    |   |     OCSE sends the Pre-Offset Notices    |
|          |     |    |   |     and no address information is        |
|          |     |    |   |     submitted in either address line,    |
|          |     |    |   |     OCSE will attempt to obtain an       |
|          |     |    |   |     address (refer to Part 3, "Federal   |
|          |     |    |   |     Offset Program Pre-Offset Notices",  |
|          |     |    |   |     for information regarding address    |
|          |     |    |   |     processing).                         |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For Transaction Type 'Z' (Address    |
|          |     |    |   |     Change), Obligor Address Line 1,     |
|          |     |    |   |     Obligor Address Line 2, Obligor      |
|          |     |    |   |     City, Obligor State, and Obligor Zip |
|          |     |    |   |     Code cannot all be spaces.           |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For Transaction Type 'A' (Recertify  |
|          |     |    |   |     Case), this field is not required.   |
|          |     |    |   |     If an address is present, the        |
|          |     |    |   |     address currently stored at OCSE     |
|          |     |    |   |     will be updated with the submitted   |
|          |     |    |   |     address.                             |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For all other Transaction Types      |
|          |     |    |   |     ('B', 'C', 'D', 'L', 'M', 'S', 'R'   |
|          |     |    |   |     and 'T'), the address, if present,   |
|          |     |    |   |     will not be updated at OCSE or FMS.  |
+----------+-----+----+---+------------------------------------------+
| Obligor  | 1   | 25 | A | **Conditionally Required**               |
| City     | 44- |    |   |                                          |
|          | 168 |    |   | -   For Transaction Types 'A' (Add Case) |
|          |     |    |   |     and 'Z' (Address Change), this field |
|          |     |    |   |     contains the city of the obligor's   |
|          |     |    |   |     mailing address (refer to Part 3,    |
|          |     |    |   |     "Federal Offset Program Pre-Offset   |
|          |     |    |   |     Notices", for information regarding  |
|          |     |    |   |     address processing).                 |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For Transaction Type 'Z' (Address    |
|          |     |    |   |     Change), Obligor Address Line 1,     |
|          |     |    |   |     Obligor Address Line 2, Obligor      |
|          |     |    |   |     City, Obligor State, and Obligor Zip |
|          |     |    |   |     Code cannot all be spaces.           |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For Transaction Type 'A' (Recertify  |
|          |     |    |   |     Case), this field is not required.   |
|          |     |    |   |     If an address is present, the        |
|          |     |    |   |     address currently stored at OCSE     |
|          |     |    |   |     will be updated with the submitted   |
|          |     |    |   |     address.                             |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For all other Transaction Types      |
|          |     |    |   |     ('B', 'C', 'D', 'L', 'M', 'S', 'R'   |
|          |     |    |   |     and 'T'), the address, if present,   |
|          |     |    |   |     will not be updated at OCSE or FMS.  |
+----------+-----+----+---+------------------------------------------+
| Obligor  | 1   | 2  | A | **Conditionally Required**               |
| State    | 69- |    |   |                                          |
|          | 170 |    |   | -   For Transaction Types 'A' (Add Case) |
|          |     |    |   |     and 'Z' (Address Change), this field |
|          |     |    |   |     contains a two-character, alphabetic |
|          |     |    |   |     State abbreviation code for the      |
|          |     |    |   |     State of the obligor's mailing       |
|          |     |    |   |     address (refer to Part 3, "Federal   |
|          |     |    |   |     Offset Program Pre-Offset Notices",  |
|          |     |    |   |     for information regarding address    |
|          |     |    |   |     processing).                         |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For Transaction Type 'Z' (Address    |
|          |     |    |   |     Change), Obligor Address Line 1,     |
|          |     |    |   |     Obligor Address Line 2, Obligor      |
|          |     |    |   |     City, Obligor State, and Obligor Zip |
|          |     |    |   |     Code cannot all be spaces.           |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For Transaction Type 'A' (Recertify  |
|          |     |    |   |     Case), this field is not required.   |
|          |     |    |   |     If an address is present, the        |
|          |     |    |   |     address currently stored at OCSE     |
|          |     |    |   |     will be updated with the submitted   |
|          |     |    |   |     address.                             |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For all other Transaction Types      |
|          |     |    |   |     ('B', 'C', 'D', 'L', 'M', 'S', 'R'   |
|          |     |    |   |     and 'T'), the address, if present,   |
|          |     |    |   |     will not be updated at OCSE or FMS.  |
+----------+-----+----+---+------------------------------------------+
| Obligor  | 1   | 9  | N | **Conditionally Required**               |
| Zip Code | 71- |    |   |                                          |
|          | 179 |    |   | -   For Transaction Types 'A' (Add Case) |
|          |     |    |   |     and 'Z' (Address Change), this field |
|          |     |    |   |     contains a 5 or 9 digit zip code     |
|          |     |    |   |     (refer to Part 3, "Federal Offset    |
|          |     |    |   |     Program Pre-Offset Notices", for     |
|          |     |    |   |     information regarding address        |
|          |     |    |   |     processing).                         |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For Transaction Type 'Z' (Address    |
|          |     |    |   |     Change), Obligor Address Line 1,     |
|          |     |    |   |     Obligor Address Line 2, Obligor      |
|          |     |    |   |     City, Obligor State, and Obligor Zip |
|          |     |    |   |     Code cannot all be spaces.           |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For Transaction Type 'A' (Recertify  |
|          |     |    |   |     Case), this field is not required.   |
|          |     |    |   |     If an address is present, the        |
|          |     |    |   |     address currently stored at OCSE     |
|          |     |    |   |     will be updated with the submitted   |
|          |     |    |   |     address.                             |
|          |     |    |   |                                          |
|          |     |    |   | ```{=html}                               |
|          |     |    |   | <!-- -->                                 |
|          |     |    |   | ```                                      |
|          |     |    |   | -   For all other Transaction Types      |
|          |     |    |   |     ('B', 'C', 'D', 'L', 'M', 'S', 'R'   |
|          |     |    |   |     and 'T'), the address, if present,   |
|          |     |    |   |     will not be updated at OCSE or FMS.  |
+----------+-----+----+---+------------------------------------------+
| Date     | 1   | 8  | A | **Conditionally Required**               |
| Issued   | 80- |    | / |                                          |
|          | 187 |    | N | For Transaction Type 'A' (Add/Recertify  |
|          |     |    |   | Case), if the State issues their own     |
|          |     |    |   | Pre-Offset Notices, this field is        |
|          |     |    |   | required. The date must be in the format |
|          |     |    |   | of CCYYMMDD. This field indicates the    |
|          |     |    |   | date the Pre-Offset Notice was mailed.   |
|          |     |    |   | If OCSE issues the Pre-Offset Notices,   |
|          |     |    |   | OCSE will fill in the date.              |
|          |     |    |   |                                          |
|          |     |    |   | -   For all other Transaction Types      |
|          |     |    |   |     ('B', 'C', 'D', 'L', 'M', 'S', 'R',  |
|          |     |    |   |     'T' and 'Z'), the date issued, if    |
|          |     |    |   |     present, will not be updated at OCSE |
|          |     |    |   |     or FMS.                              |
+----------+-----+----+---+------------------------------------------+
| E        | 1   | 40 | A | **Optional**                             |
| xclusion | 88- |    |   |                                          |
| Indi     | 227 |    |   | -   For Transaction Types 'A'            |
| cator(s) |     |    |   |     (Add/Recertify Case) and 'R', this   |
|          |     |    |   |     field is optional. If setting more   |
|          |     |    |   |     than one exclusion indicator, the    |
|          |     |    |   |     indicators must be separated with a  |
|          |     |    |   |     comma or space (e.g., RET, PAS, FIN, |
|          |     |    |   |     or RET PAS FIN).                     |
|          |     |    |   |                                          |
|          |     |    |   | > Valid exclusion indicators are:        |
|          |     |    |   | >                                        |
|          |     |    |   | > ADM Exclude all Administrative Offsets |
|          |     |    |   | > (RET, SAL, VEN)                        |
|          |     |    |   | >                                        |
|          |     |    |   | > RET Exclude Federal Retirement Offset  |
|          |     |    |   | >                                        |
|          |     |    |   | > VEN Exclude Vendor                     |
|          |     |    |   | > Payment/Miscellaneous Offset           |
|          |     |    |   | >                                        |
|          |     |    |   | > SAL Exclude Federal Salary Offset      |
|          |     |    |   | > (*not yet activated*)                  |
|          |     |    |   | >                                        |
|          |     |    |   | > TAX Exclude Tax Refund Offset          |
|          |     |    |   | >                                        |
|          |     |    |   | > PAS Exclude Passport Denial            |
|          |     |    |   | >                                        |
|          |     |    |   | > FIN Exclude Multistate Financial       |
|          |     |    |   | > Institution Data Match                 |
|          |     |    |   | >                                        |
|          |     |    |   | > Space Remove all existing exclusion    |
|          |     |    |   | > indicators                             |
|          |     |    |   |                                          |
|          |     |    |   | -   For all other Transaction Types      |
|          |     |    |   |     ('B', 'C', 'D', 'L', 'M', 'S', 'T'   |
|          |     |    |   |     and 'Z'), this field, if present,    |
|          |     |    |   |     will not be updated at OCSE or FMS.  |
+----------+-----+----+---+------------------------------------------+
| Filler   | 2   | 18 | A | **Space filled**                         |
|          | 28- |    | / |                                          |
|          | 245 |    | N |                                          |
+----------+-----+----+---+------------------------------------------+

# SCREENS

The following are the screens for the Enter Weekly Update Records and
the Federal Offset Processing Menu.

![](media/image1.png){width="6.393055555555556in"
height="3.2506944444444446in"}

![](media/image2.png){width="6.393055555555556in"
height="3.6305555555555555in"}Figure B-1: Enter Weekly Update Records

Figure B-2: Federal Offset Processing Menu -- Current and Prior Year
Cases Screen

# FEE REIMBURSEMENT REPORT

The following is an example of a Fee Reimbursement Report.

![](media/image3.png){width="9.097222222222221in"
height="5.888888888888889in"}

# ERROR CODE

The following is the Rejected Case Submission and Update Error Code.

+--------+-------------------------------------------+-----------------+
| #      |                                           |                 |
| ### ** |                                           |                 |
| CHART  |                                           |                 |
| D-1: R |                                           |                 |
| EJECTE |                                           |                 |
| D CASE |                                           |                 |
|  SUBMI |                                           |                 |
| SSION  |                                           |                 |
| AND UP |                                           |                 |
| DATE** |                                           |                 |
|        |                                           |                 |
| ##     |                                           |                 |
| ## **E |                                           |                 |
| RROR C |                                           |                 |
| ODES** |                                           |                 |
+========+===========================================+=================+
| Error  | Error Message and Explanation             | Transaction     |
| Code   |                                           |                 |
|        |                                           | Type            |
+--------+-------------------------------------------+-----------------+
| 40     | **Invalid Address**                       | Z               |
|        |                                           |                 |
|        | All address fields (Address Line 1,       |                 |
|        | Address Line 2, State, City and Zip)      |                 |
|        | contain spaces.                           |                 |
+--------+-------------------------------------------+-----------------+