Form 2 Output Record Specs.

Federal Tax Offset, Administrative Offset, and Passport Denial Programs

PRA - Output Rec Specs 11-8-06

Output Record

OMB: 0970-0161

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OMB No. 0970-0161

Expiration Date: XX/XX/20XX


OUTPUT RECORD SPECIFICATIONS

This appendix consists of the following charts:

Chart F-1: Rejected Case Submission and Update Record Layout

Chart F-2: Rejected Case Submission and Update Control Record Layout

Chart F-3: Unaccountable Missing Address Record Layout

Chart F-4: Collection and Adjustment Record Layout

Chart F-5: Collection and Adjustment Control Record Layout

Chart F-6: Case Reconciliation Record Layout

Chart F-7: Case Reconciliation Control Record Layout

Each chart provides a detailed description of the output records in the files that are created by the FOP System.

Each record layout in this section provides the following information:

  1. Name

  2. Location

  3. Length

  4. Type (A = alphabetic, N = numeric, or A/N = alphanumeric)

  5. Comments

The Comments column in the charts provides an explanation of each field in the record layout and its relationship to other fields or records. Additional information regarding the fields may be found in Appendix C, “Data Dictionary”.

The output files are transmitted to the states using SSA’s network and the CONNECT:Direct protocol. Additional information regarding CONNECT:Direct, and the process for transmission of data, may be found in Section 7.1, “CONNECT:Direct”

Chart 01: Rejected Case Submission and Update Record Layout

OMB Control No: 0970-0161 Expiration Date: 04/30/2007

Field Name

Location

Length

A/N

Comments

Submitting State Code

1-2

2

A

This field contains the state abbreviation that was sent to OCSE on the Case Submission and Update Record.

Local Code

3-5

3

A/N

This field contains the local code that was sent to OCSE by the state on the Case Submission and Update Record.

SSN

6-14

9

N

This field contains the Social Security Number that was sent to OCSE by the state on the Case Submission and Update Record.

Case ID

15-29

15

A/N

This field contains the case ID that was submitted to OCSE on the Case Submission and Update Record.

Obligor Last Name

30-49

20

A/N

This field contains the obligor last name that was sent to OCSE by the state on the Case Submission and Update Record.

Obligor First Name

50-64

15

A/N

This field contains the obligor first name that was sent to OCSE by the state on the Case Submission and Update Record.

Arrearage Amount

65-72

8

N

This field contains the arrearage amount that was sent to OCSE by the state on the Case Submission and Update Record.

Transaction Type

73

1

A

This field contains the transaction type that was sent to OCSE by the state on the Case Submission and Update Record.

Case Type Indicator

74

1

A

This field contains the case type indicator that was sent to OCSE by the state on the Case Submission and Update Record.

Transfer State Code

75-76

2

A

This field contains the transfer state code that was sent to OCSE by the state on the Case Submission and Update Record.

Transfer Local Code

77-79

3

A/N

This field contains the transfer local code that was sent to OCSE by the state on the Case Submission and Update Record.

Process Year

80-83

4

A/N

This field contains the process year s that was sent to OCSE by the state on the Case Submission and Update Record.

Obligor Address Line1

84-113

30

A/N

This field contains the obligor address line 1 that was sent to OCSE by the state on the Case Submission and Update Record.

Obligor Address Line2

114-143

30

A/N

This field contains the obligor address line 2 that was sent to OCSE by the state on the Case Submission and Update Record.

Obligor City

144-168

25

A/N

This field contains the obligor city that was sent to OCSE by the state on the Case Submission and Update Record.

Obligor State

169-170

2

A

This field contains the obligor state that was sent to OCSE by the state on the Case Submission and Update Record.

Obligor Zip Code

171-179

9

N

This field contains the obligor zip code that was sent to OCSE by the state on the Case Submission and Update Record.

Date Issued

180-187

8

A/N

This field contains the PON date that was sent to OCSE by the state on the Case Submission and Update Record.

Exclusion Indicator(s)

188-227

40

A

This field contains the exclusion indicator(s) that was sent to OCSE by the state on the Case Submission and Update Record.

Rejected Error Codes

228-239

12

A/N

This field contains up to six two-digit codes. These codes are reported consecutively with no commas or spaces. Refer to Charts G-1, “Rejected Case Submission and Update Error Codes” and G-2, “Rejected Case Submission and Update Warning Codes”, for complete lists of possible error and warning codes.

OCSE Last Name

240-243

4

A/N

When a case is rejected with error code 17, this field contains the first four characters of the obligor last name that is stored on the OCSE Case Master file for this case. The OCSE Last Name can be used to correct the obligor last name at the state. Refer to Chart G-1, “Rejected Case Submission and Update Error Codes”, for a complete description of Error Code 17.

Filler

244-244

1

A/N

Space filled.

Request Code

245-245

1

A/N

This field contains the request code that was sent to OCSE by the state on the Case Submission and Update Record.





Chart 02: Rejected Case Submission and Update Control Record Layout

OMB Control No: 0970-0161 Expiration Date: 04/30/2007

Field Name

Location

Length

A/N

Comments

Submitting State Code

1-2

2

A

This field contains the state abbreviation that was sent to OCSE by the state on the Case Submission and Update Record.

Reject Control

3-5

3

A

This is a constant field and contains ‘CTL’ to identify this record as the Reject Control Record.

TANF Accepted

6-14

9

N

This field contains the total number of TANF records on the Case Submission and Update Record that were accepted by OCSE.

TANF Rejected

15-23

9

N

This field contains the total number of TANF records on the Case Submission and Update Record that were rejected by OCSE.

Non-TANF Accepted

24-32

9

N

This field contains the total number of Non-TANF records on the Case Submission and Update Record that were accepted by OCSE.

Non-TANF Rejected

33-41

9

N

This field contains the total number of Non-TANF records on the Case Submission and Update Record that were rejected by OCSE.

TANF Warning

42-50

9

N

This field contains the total number of TANF records on the Case Submission and Update Record that received a warning from OCSE.

Non-TANF Warning

51-59

9

N

This field contains the total number of Non-TANF records on the Case Submission and Update Record that received a warning from OCSE.

Filler

60-245

186

A/N

Space filled.





Chart 03: Unaccountable Missing Address Record Layout

OMB Control No: 0970-0161 Expiration Date: 04/30/2007

Field Name

Location

Length

A/N

Comments

Submitting State Code

1-2

2

A

This field contains the state abbreviation that was sent to OCSE by the state on the Case Submission and Update Record.

Local Code

3-5

3

A/N

This field contains the local code that was sent to OCSE by the state on the Case Submission and Update Record.

SSN

6-14

9

A/N

This field contains the Social Security Number that was sent to OCSE by the state on the Case Submission and Update Record.

Case ID

15-29

15

A/N

This field contains the case identification that was sent to OCSE by the state on the Case Submission and Update Record.

Obligor Last Name

30-49

20

A/N

This field contains the obligor last name that was sent to OCSE by the state on the Case Submission and Update Record.

Obligor First Name

50-64

15

A/N

This field contains the obligor first name that was sent to OCSE by the state on the Case Submission and Update Record.

Arrearage Amount

65-75

11

N

This field contains the arrearage amount that was sent to OCSE by the state on the Case Submission and Update Record.

Unaccountable Error Code

76-77

2

A

This field contains one two-digit error code that identifies the reason that the case address is unaccountable. Refer to Chart G-3, “Unaccountable Missing Address Error Codes”, for a complete list of possible error codes and explanations.

Name Control

78-81

4

A

This field contains the first four characters of the obligor last name that was sent to OCSE on the Case Submission and Update Record.

Case Type Indicator

82

1

A/N

This field contains the case type indicator that was sent to OCSE by the state on the Case Submission and Update Record.

Transfer State Code

83-84

2

A

This field contains the transfer state code that was sent to OCSE by the state on the Case Submission and Update Record.

Transfer Local Code

85-87

3

A/N

This field contains the transfer local code that was sent to OCSE by the state on the Case Submission and Update Record.

Corrected SSN

88-96

9

A/N

If the unaccountable error code is 31, this field contains a corrected Social Security Number that was received from SSA.

If the unaccountable error code is 20, this field is spaces.

Filler

97-108

12

A/N

Space filled.





Chart 04: Collection and Adjustment Record Layout

OMB Control No: 0970-0161 Expiration Date: 04/30/2007

Field Name

Location

Length

A/N

Comments

Submitting State Code

1-2

2

A

This field contains the state abbreviation that was sent to OCSE by the state and stored on the OCSE Case Master File.

Local Code

3-5

3

A/N

This field contains the local code that was sent to OCSE by the state and stored on the OCSE Case Master File.

SSN

6-14

9

N

This field contains the Social Security Number that was sent to OCSE by the state and stored on the OCSE Case Master File.

Case ID

15-29

15

A/N

This field contains the case identification that was sent to OCSE by the state and stored on the OCSE Case Master File.

Obligor Last Name

30-49

20

A/N

This field contains the obligor last name that was sent to OCSE by the state and stored on the OCSE Case Master File.

Obligor First Name

50-64

15

A/N

This field contains the obligor first name s that was sent to OCSE by the state and stored on the OCSE Case Master File.

Certified Arrearage Amount

65-75

11

N

This field contains the arrearage amount that is stored on the OCSE Case Master File at the time of certification. The certified arrearage amount is a signed positive numeric amount with two decimal places assumed.

Collection Amount

76-86

11

N

This field contains the amount of the offset that was sent to OCSE on the FMS Weekly Collection Record. The collection amount is a signed positive numeric amount with two decimal places assumed.

If the Collection Amount Field contains a value greater than zero, the adjustment amount is zeroes.

Adjustment Amount

87-97

11

N

This field contains the amount of the adjustment that was sent to OCSE on the FMS Weekly Collection Record. The adjustment amount is a signed positive numeric amount with two decimal places assumed.

If the adjustment amount contains a value greater than zero, the collection amount is zeroes.

Adjustment Year

98-101

4

N

This field contains the year the offset originated that was sent to OCSE on the FMS Weekly Collection Record. The adjustment year is in the CCYY format.

If the adjustment amount is greater than zero, this field contains a valid year.

If the collection amount is greater than zero this field is zeroes.

Offset Year

102-105

4

N

This field contains the current processing year when the offset occurred, in the CCYY format.

Return Indicator

106

1

A

This field contains the return indicator that was sent to OCSE on the FMS Weekly Collection Record. The return indicator identifies whether or not this is a joint return.

Y – joint return

N – not a joint return

Case Type Indicator

107

1

A

This field contains the case type indicator that was sent to OCSE by the state and stored on the OCSE Case Master File.

Transfer State Code

108-109

2

A

This field contains the transfer state code that was sent to OCSE by the state, and stored on the OCSE Case Master File.

Transfer Local Code

110-112

3

A/N

This field contains the transfer local code that was sent to OCSE by the state, and stored on the OCSE Case Master File.

Payment Name

113-147

35

A/N

If the collection amount is greater than zero, this field contains the name on the FMS Payment Record.

If the return indicator is equal to ‘Y’, this field may contain both obligor and/or non-obligor name(s).

If the adjustment amount is greater than zero, this field contains spaces.

Payment Street Address

148-182

35

A/N

If the collection amount is greater than zero, this field contains the payment street address that was sent to OCSE on the FMS Weekly Collection Record.

If the adjustment amount is greater than zero, this field contains spaces.

Payment City and State

183-207

25

A/N

If the collection amount is greater than zero, this field contains the payment city and state that was sent to OCSE on the FMS Payment Record.

If the adjustment amount is greater than zero, this field contains spaces.

Payment Zip Code

208-216

9

N

If the collection amount is greater than zero, this field contains the payment Zip Code that was sent to OCSE on the FMS Payment Record.

If the adjustment amount is greater than zero, this field contains spaces.

Offset Type

217-219

3

A

This field identifies the type of offset or adjustment that applied. Valid values are:

RET – Federal Retirement

TAX – Tax Refund Offset

VEN – Vendor Payment/Miscellaneous

Fee Amount

220-224

5

N

This field contains the service fee amount for an adjustment that was sent to OCSE on the FMS Weekly Collection Record. The fee amount is a signed positive numeric amount with two decimal places assumed.

If the collection amount contains a value greater than zero, the fee amount is zeroes.

Injured Spouse Indicator

225-225

1

A

This field contains the injured spouse indicator that was sent to OCSE on the FMS Weekly Collection Record. The injured spouse indicator identifies if an injured spouse claim has been processed.

Y – processed injured spouse claim

N – no information is available, or no injured spouse claim has been filed.

This field is only populated for Non-TANF joint return offset records, i.e., position 106 is a ‘Y’ and position 107 is an ‘N’.

If the record is for a TANF offset, Non-TANF single return offset or any adjustment record, the field contains a space.

Zero Balance Delete Indicator

226-226

1

A

This field contains the zero balance delete indicator that was set by OCSE to show that an offset reduced the modified arrearage amount for a case to zero. The case is deleted at OCSE but not FMS.

Y – case deleted by the offset

N – all other records, including adjustments and offsets that did not reduce the modified arrearage amount to zeros

TOP Trace Number

227-236

10

A/N

The trace number assigned to a collection by FMS and returned as an identifier with a collection or associated adjustment.

Filler

237-240

4

A/N

Space filled.





Chart 05: Collection and Adjustment Control Record Layout

OMB Control No: 0970-0161 Expiration Date: 04/30/2007

Field Name

Location

Length

A/N

Comments

Submitting State Code

1-2

2

A

This field contains the state abbreviation that was sent to OCSE and stored on the OCSE Case Master File.

Filler

3-5

3

A/N

Space Filled.

Total Control

6-14

9

A/N

This field is a constant field and contains ‘TOTAL’ to identify this record as the Collection and Adjustment Control Record.

Filler

15-34

20

A/N

Space Filled.

Total Adjustments

35-49

15

N

This field contains the total number of adjustments that were processed.

Total Collections

50-64

15

N

This field contains the total number of collections that were processed.

Total Certified Arrearage Amount

65-75

11

N

This field is an accumulation of the certified arrearage amounts that were processed. The total certified arrearage amount is a signed positive numeric amount with two decimal places assumed.

Total Collection Amount

76-86

11

N

This field is an accumulation of the collection amounts that were processed. The total collection amount is a signed positive numeric amount with two decimal places assumed.

Total Adjustment Amount

87-97

11

N

This field is an accumulation of the adjustment amounts that were processed. The total adjustment amount is a signed positive numeric amount with two decimal places assumed.

Total Net Amount

98-108

11

N

This field contains the total collection amount minus the total adjusted amount. The total net amount is a signed positive numeric amount with two decimal places assumed.

Filler

109-240

132

A/N

Space filled.



Chart 06: Case Reconciliation Record Layout

OMB Control No: 0970-0161 Expiration Date: 04/30/2007

Field Name

Location

Length

A/N

Comments

Record Identifier

1-3

3

A

This field is a constant and contains ‘REC’ to identify this record as the Federal Offset Reconciliation Detail Record.

Submitting State Code

4-5

2

A

This field contains a valid state code for the state requesting the Reconciliation File. The state code contains a valid two-character alphabetic postal abbreviation.

Local Code

6-8

3

A/N

This field contains the most recent local code submitted by the state and accepted for the case.

SSN

9-17

9

N

This field contains the Social Security Number submitted for the obligor.

Case ID

18-32

15

A/N

This field contains the case identification that was submitted by the state for the case. This field contains spaces if a case identification was not submitted by the state.

Obligor Last Name

33-52

20

A/N

This field contains the last name of the obligor as originally certified. It will contain at least one alphabetic character and be uppercase. No embedded spaces or special characters, except a hyphen, will be present within the first four positions.

Obligor First Name

53-62

10

A/N

This field contains the first name of the obligor, up to the first 10 characters. It contains at least one alphabetic character and be uppercase.

Current Arrearage Amount

63-70

8

N

This field contains the current arrearage amount for the case. The value is the amount certified by the state net of any Tax or Administrative Offsets or modifications. This field contains the amount in whole dollars only.

Case Type Indicator

71

1

A

This field contains one of the following codes to indicate the type of case:

A – TANF

N – Non-TANF

Last Pre-Offset Notice Date

72-79

8

A/N

This field contains the date that the most recent Pre-Offset Notice was sent, in CCYYMMDD format.

If OCSE issues the notice for the state, this is the date that the Pre-Offset Notice was sent by OCSE.

If the state issues the notice, this is the date issued that was provided by the state on the Add Case Transaction or the Annual Submittal Process Transaction.

Pre-Offset Notice Hold Indicator

80

1

A

This field contains one of the following values to indicate if the case is active at FMS:

H – The case is on hold pending the Pre-Offset Notice hold period.

Space – The case has either been sent to FMS or is MSFIDM-only.

Department of State Action Indicator

81

1

A

This field contains one of the following codes to indicate the action that was taken with DoS for the case:

S – OCSE submitted the obligor to DoS for passport denial when the case’s arrearage amount exceeded the Federally-mandated threshold.

D – OCSE previously submitted the obligor to DoS for passport denial, but has now forwarded a Delete Record to DoS.

C – OCSE submitted the obligor to DoS for passport denial when the combined arrearage amount for the eligible TANF and Non-TANF cases from a single state exceeded the Federally-mandated threshold.

R – OCSE submitted the obligor to DoS for passport denial, but DoS rejected the case for an invalid country code or an invalid date of birth.

Space – The obligor is eligible to receive their passport based on one of the following conditions: 1) the current arrearage amount is less than the Federally mandated threshold, or 2) the Passport Denial exclusion indicator was set.

Administrative Offset Exclusion Indicator

82-84

3

A

This field contains one of the following values that were sent by the state:

ADM – Exclude all Administrative Offsets (RET, SAL,VEN)

Space – Exclusion indicator does not apply

Federal Retirement Offset Exclusion Indicator

85-87

3

A

This field contains one of the following values that were sent by the state:

RET – Exclude Federal Retirement

Space – Exclusion indicator does not apply

Vendor Payments Exclusion Indicator

88-90

3

A

This field contains one of the following values that were sent by the state:

VEN – Exclude Vendor Payment/Miscellaneous

Space – Exclusion indicator does not apply

Federal Salary Exclusion Indicator

91-93

3

A

This field contains one of the following values that were sent by the state:

SAL – Exclude Federal Salary (pre-set on all cases at FMS)

Space – Exclusion indicator does not apply

Tax Refund Offset Exclusion Indicator

94-96

3

A

This field contains one of the following values that were sent by the state:

TAX – Exclude Tax Refund Offset

Space – Exclusion indicator does not apply

Passport Denial Exclusion Indicator

97-99

3

A

This field contains one of the following values that were sent by the state:

PAS – Exclude Passport Denial

Space – Exclusion indicator does not apply

Multi-State Financial Institution Data Match Exclusion Indicator

100-102

3

A

This field contains one of the following values that were sent by the state:

FIN – Exclude MSFIDM

Space – Exclusion indicator does not apply

Debt Check Exclusion Indicator

103-105

3

A

This field contains one of the following values that were sent by the state:

DCK – Exclude from the Debt Check Program

Space – Exclusion indicator does not apply

Filler

106-245

140

A/N

This field is reserved for future use and contains spaces.



Chart 07: Case Reconciliation Control Record Layout

OMB Control No: 0970-0161 Expiration Date: 04/30/2007

Field Name

Location

Length

A/N

Comments

Record Identifier

1-3

3

A

This field is a constant and contains ‘RCT’ to identify this record as the Federal Offset Reconciliation Control Totals Record.

Submitting State Code

4-5

2

A

This field contains the state abbreviation that was sent to OCSE by the state on the Case Submission and Update Record.

TANF Cases Returned

6-14

9

N

This field contains a count of the total detail records on the file for TANF cases.

Non-TANF Cases Returned

15-23

9

N

This field contains a count of the total detail records on the file for Non-TANF cases.

Total Cases Returned

24-32

9

N

This field contains a count of the total number detailed records on the file.

Extract Date

33-40

8

N

Contains the date the reconciliation data was extracted from the OCSE Case Master file in CCYYMMDD format.

Filler

41-245

205

A/N

This field is reserved for future use and contains spaces.




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Last Modified Byjshaw1
File Modified2007-03-27
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