Ohio Administrative Code › Title 5101:12 - Child Support › Chapter 5101:12-10 - Disposition: Undistributed Support Payments › Section 5101:12-10-05 - Case records

Current through all regulations passed and filed through July 1, 2024
(A) The child support enforcement agency
			 (CSEA) shall maintain a case record for each case for which it has
			 administrative responsibility. The case record shall principally be maintained
			 in the support enforcement tracking system (SETS), in accordance with rule
			 5101:12-1-15
			 of the Administrative Code, and as necessary on paper,
			  electronic, or other format, or a combination thereof.
(B) The case record shall contain any
			 document or information that pertains to the case. A summary notation in the
			 physical or electronic record, regardless of whether the notation is entered by
			 the CSEA worker or generated automatically by an automated system, meets the
			 case records requirement. Information required to be in the case record
			 includes but is not limited to:
(1) The
			 referral from the county department of job and family services (CDJFS) in a
			 case in which an individual receives Ohio works first (OWF) or medicaid, or the
			 referral from a public children services agency (PCSA), or a county agency that
			 is administering a Title IV-B or Title IV-E program, when applicable.
(2) The signed application for IV-D services,
			 when applicable.
(3) A copy of the
			 support order, when applicable. The support order may be summarized as long as
			 the summary notation indicates where the support order is maintained.
(4) Data regarding the non-custodial parent
			 or alleged father including but not limited to:
(a) First, middle, and last name;
(b) Social security number;
(c) Date of birth;
(d) Place of birth;
(e) Mother's full name, including her maiden
			 name;
(f) Father's full
			 name;
(g) Current or last known
			 residential and mailing address; and
(h) Current or last known employer.
(5) A record of the date of,
			 reason for, and results of any contacts with any individual in the
			 case.
(6) A narrative that
			 chronologically traces support enforcement program activities.
(7) A record of efforts to utilize local
			 locate resources and the dates and the results of those efforts, when
			 applicable.
(8) A record of any
			 actions taken to establish paternity or support obligations and to enforce or
			 modify support obligations, including the dates and results of such actions,
			 when applicable.
(9) A record of
			 communications with a CDJFS, the Ohio department of job and family services,
			 office of child support, or any other state child support agency concerning
			 support enforcement program services.
(10) A record of accrued arrears, when
			 applicable.
(11) A record of the
			 collection and disbursement of support payments, when applicable.
(12) A record of all case status changes
			 including case referral, case opening, application for and approval of IV-D
			 services, termination of IV-D services, case closure and, when appropriate, the
			 reason for the change in case status.
(13) When a CSEA receives a referral but does
			 not initiate a case, a record that summarizes the referral information and the
			 reason the case was not initiated.
(14) When an individual received a support
			 payment from the obligor, court, or child support agency while receiving OWF
			 benefits and did not forward the support payment to the CSEA, a record of the
			 following:
(a) Facts that led to the discovery
			 of the retained payment;
(b)
			 Documentation, such as a cancelled check, from the obligor, court, or child
			 support agency that such payment was actually made to the obligee;
(c) Documentation of the date and amount of
			 every retained payment; and
(d)
			 When applicable, documentation that the obligee does not have the ability to
			 pay the retained payment to the CSEA.