This appendix consists of the following charts:
Chart E-1 Case Submission and Update Record Layout
Chart E-2 Case Submission and Update Control Record Layout
Chart E-3 State/Local Contact Phone and Address Record Layout
These charts show the detailed record layouts that are accepted by the FCE program.
Each record layout in this appendix provides the following information:
Field Name
Location
Length
Type (A = alphabetic, N = numeric, or A/N = alphanumeric)
Comments
The Comments column in the charts provides edit information and indicates if the field is required for a specific transaction. Comments also provide an explanation of the field and its relationship to other fields, or records, where appropriate. Additional information regarding each field may be found in Appendix C, “Data Dictionary.”
The data transmitted to OCSE must comply with the following requirements:
All data must be in Extended Binary Coded Decimal Interchange Code (EBCDIC) format
All alphabetic data must be in upper case
All alphabetic and alphanumeric data must be left justified and space filled
All numeric data must be right justified and zero-filled
All years must be in the CCYY format
All Filler fields must be filled with spaces.
PAPERWORK REDUCTION ACT OF 1995 (Pub. L. 104-13) STATEMENT OF PUBLIC BURDEN: The purpose of this statutorily required (42 U.S.C. 652(b); 42 U.S.C. 664; 26 U.S.C. 6402(c); 31 CFR 285.3; 45 CFR 302.60; 45 CFR 303.72; 31 U.S.C. 3701 et seq.; 31 U.S.C. 3716(h); 31 CFR 285.1; 42 U.S.C. 652(k); 42 U.S.C. 654(31); 22 CFR 51.60; 42 U.S.C. 654(31); 42 U.S.C. 664; 31 CFR 285.1; and 31 CFR 285.3) information collection is to collect past due child support. Public reporting estimated burden for this collection of information is 0.3 hours per respondent, including the time for reviewing instructions, gathering, and maintaining the data needed, and reviewing the collection of information. As provided by the 5 U.S.C. §§552a(b) and (e), any confidential information collected for this program is protected secured, and accessed only by authorized users. A federal agency may not conduct or sponsor an information collection without a valid OMB Control Number. No individual or entity is required to respond to, nor shall an individual or entity be subject to a penalty for failure to comply with a collection of information subject to the requirements of the Paperwork Reduction Act of 1995, without a current valid OMB Control Number. If you have any comments on this collection of information, please contact OCSEFedSystems@acf.hhs.gov
CHART E‑1: CASE SUBMISSION AND UPDATE RECORD LAYOUT |
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Field Name |
Location |
Length |
A/N |
Comments |
Submitting State Code |
1-2 |
2 |
A |
Required – Key Data This field is required for all Transaction Types. This field must contain the valid, two-character, alphabetic state abbreviation of the submitting state. Refer to Chart H-1, “State and Territory Abbreviations,” for a list of these codes.
|
Local Code |
3-5 |
3 |
A/N |
Optional This field is used with Transaction Types ‘A’, ‘L’, and ‘U’. This field contains the code that is used to associate the NCP with a local contact address when the PON is produced by OCSE, or an offset notice is produced by BFS.
Refer to Section 2.1.4.3.4, “Local Code Change” for details about keeping local code information up to date at OCSE. |
SSN |
6-14 |
9 |
N |
Required – Key Data This field is required for all transaction types. This field must be numeric, must be greater than zero, and must contain a valid SSN or ITIN.
|
Case ID |
15-29 |
15 |
A/N |
Conditionally Required This field is used if the Transaction Type equals ‘A’, ‘C’ or ‘U’. This field is for state use only; it is not sent to BFS or DoS.
|
NCP Last Name |
30-49 |
20 |
A/N |
Required This field is required for all Transaction Types. No spaces or special characters, except a hyphen, can be embedded within the first four positions.
Refer to Sections 2.1.4.3.1, “Name Change” and 2.1.5.6, “Name Processing” for more detail. |
NCP First Name |
50-64 |
15 |
A/N |
Conditionally Required This field is required if the Transaction Type equals ‘A’ or ‘B’. The first position of this field must contain an alphabetic character.
Refer to Sections 2.1.4.3.1, “Name Change” and 2.1.5.6, “Name Processing” for more detail. |
Arrearage Amount (Accumulated Payment Amount) |
65-72 |
8 |
N |
Conditionally Required
|
Transaction Type |
73 |
1 |
A |
Required 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 U – Update Transaction Z – Address Change |
Case Type Indicator |
74 |
1 |
A |
Required – Key Data This field is required for all Transaction Types. This field must contain one of the following valid Case Type codes: A – TANF N – non-TANF
|
Filler |
75-79 |
5 |
A/N |
Space filled. Do not use. |
Process Year |
80-83 |
4 |
A/N |
Conditionally Required
|
NCP Address Line 1 |
84-113 |
30 |
A/N |
Conditionally Required
|
NCP Address Line 2 |
114-143 |
30 |
A/N |
Optional
|
NCP City |
144-168 |
25 |
A/N |
Conditionally Required
|
NCP State |
169-170 |
2 |
A |
Conditionally Required
|
NCP Zip Code |
171-179 |
9 |
N |
Conditionally Required
|
Date Issued |
180-187 |
8 |
A/N |
Conditionally Required
|
Exclusion Indicator(s) |
188-227 |
40 |
A |
Optional
ADM – OCSE replaces with VEN and RET, to exclude all Administrative Offsets RET – Exclude Federal Retirement Offset VEN – Exclude Vendor Payment/Miscellaneous Offset TAX – Exclude Tax Refund Offset PAS – Exclude Passport Denial FIN – Exclude Multistate Financial Institution Data Match INS – Exclude Insurance Match (for participating states) Space – Remove all existing exclusion indicators
|
Filler |
228-244 |
17 |
A/N |
Space filled. Do not use. |
Request Code |
245 |
1 |
A/N |
Optional
|
Chart E‑2: Case Submission and Update Control Record Layout OMB Control No: 0970-0161 Expiration Date: xx/xx/xxxx |
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Field Name |
Location |
Length |
A/N |
Comments |
Submitting State Code |
1-2 |
2 |
A |
This field should contain a valid, two-character, alphabetic state abbreviation of the submitting state. |
Control |
3-5 |
3 |
A |
This field must contain the value ‘CTL’ to indicate that this is the control record for the file. |
Total TANF Records |
6-14 |
9 |
N |
This field should contain the total number of TANF records on the Case Submission and Update File. |
Total Non-TANF Records |
15-23 |
9 |
N |
This field should contain the total number of non-TANF records on the Case Submission and Update File. |
Total TANF Amount |
24-34 |
11 |
N |
This field should contain the total arrearage amount for TANF records on the Case Submission and Update File. |
Total Non-TANF Amount |
35-45 |
11 |
N |
This field should contain the total arrearage amount for non-TANF records on the Case Submission and Update File. |
Filler |
46-245 |
200 |
A/N |
Space filled. Do not use. |
Chart E‑3: State/Local Contact Phone and Address Record Layout |
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Field Name |
Location |
Length |
A/N |
Comments |
Submitting State Code |
1-2 |
2 |
A |
Required – Key Data This field must contain a valid, two-character, alphabetic state abbreviation of the submitting state. Refer to Appendix H, “State, Territory and Country Codes,” for a list of these codes. |
Local Code |
3-5 |
3 |
A/N |
Required – Key Data This field must be numeric.
|
Telephone Number 1 |
6-19 |
14 |
A/N |
Required This field must contain the state or local contact telephone number. The area code must be surrounded by parentheses, with a space after the right parenthesis. The first three digits of the telephone number are followed by a dash, and the last four digits of the telephone number fill the remainder of the field (for example, (301) 555-1212). |
Extension 1 |
20-23 |
4 |
N |
Optional If used, this field must be numeric and contains the extension to Telephone Number 1. |
Telephone Number 2 |
24-37 |
14 |
A/N |
Optional This field should contain the in-state toll-free telephone number and will be designated as such on the PON. The area code must be surrounded by parentheses with a space after the right parenthesis. The first three digits of the telephone number are followed by a dash, and the last four digits of the telephone number fill the remainder of the field (for example, (800) 555-1212). |
Extension 2 |
38-41 |
4 |
N |
Optional If present, this field must be numeric and contains the extension to Telephone Number 2. |
State Agency Name |
42-76 |
35 |
A/N |
Required This field must contain the name of the contact office (for example, Bureau of Child Support Enforcement). A reference to “Child Support” or “Family Support” must be included in this field. Do not reference the ‘IRS’, ‘BFS’, or specific names of contact persons in any of the State Agency Name or Address fields. |
State Agency Address Line 1 |
77-111 |
35 |
A/N |
Conditionally Required This field is required if Address Lines 2 and 3 are spaces. |
State Agency Address Line 2 |
112-146 |
35 |
A/N |
Conditionally Required This field is required if Address Lines 1 and 3 are spaces. |
State Agency Address Line 3 |
147-181 |
35 |
A/N |
Conditionally Required This field is required if Address Lines 1 and 2 are spaces. |
State Agency Address Line 4 |
182-216 |
35 |
A/N |
Required This field must contain the fourth address line for the state agency name (for example, state, city and zip code). |
Filler |
217-220 |
4 |
A/N |
Space Filled. Do not use. |
File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
Author | Tutwiler, Angela (ACF) (CTR) |
File Modified | 0000-00-00 |
File Created | 2022-04-05 |