Form 1 output record specifications

Federal Parent Locator Service

Federal Offset Program User Guide

1. 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:

Name

Location

Length

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

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 F‑1: Rejected Case Submission and Update Record Layout OMB Control No: 0970-0161 Expiration Date: XX/XX/20XX
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	1	A/N	Space filled.
Request Code	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 F‑2: Rejected Case Submission and Update Control Record Layout OMB Control No: 0970-0161 Expiration Date: XX/XX/20XX
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 F‑3: Unaccountable Missing Address Record Layout OMB Control No: 0970-0161 Expiration Date: XX/XX/20XX
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 F‑4: Collection and Adjustment Record Layout OMB Control No: 0970-0161 Expiration Date: XX/XX/20XX
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 offset 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 non-zeroes.
Injured Spouse Indicator	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 allocation has been processed. Y – processed injured spouse allocation N – no information is available, or no injured spouse allocation 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	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 F‑5: Collection and Adjustment Control Record Layout OMB Control No: 0970-0161 Expiration Date: XX/XX/20XX
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 F‑6: Case Reconciliation Record Layout OMB Control No: 0970-0161 Expiration Date: XX/XX/20XX
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
Insurance Exclusion Indicator	106-108	3	A	This field contains one of the following values that were sent by the participating State: INS – Exclude from Insurance Match Space – Exclusion indicator does not apply
SSN/Name Verification Code	109	1	A	This field contains one of the following values indicating whether the obligor has a verified or matched SSN/Name combination: M – The obligor’s current SSN/Name matches P – The obligor’s previous SSN/Name verifies or matches, the current SSN/Name does not verify or match U – The obligor’s current SSN/Name does not verify or match V – The obligor’s current SSN/Name verifies
Address Source	110	1	A	This field contains one of the following values to indicate the source of the address: O – Other S – Submitting State
Address Line 1	111-145	35	A/N	The first address line of the obligor’s mailing address
Address Line 2	146-180	35	A/N	The second address line of the obligor’s mailing address
City	181-205	25	A/N	The city of the obligor’s mailing address
State	206-207	2	A/N	The State abbreviation of the obligor’s mailing address
Zip	208-216	9	A/N	The zip code of the obligor’s mailing address
Foreign Indicator	217	1	A/N	An indicator to tell if the obligor’s address information is for a foreign address.
Country Name	218-242	25	A/N	The name of the obligor’s foreign country.
Filler	243-245	3	A/N	This field is reserved for future use and contains spaces.

Chart F‑7: Case Reconciliation Control Record Layout OMB Control No: 0970-0161 Expiration Date: XX/XX/20XX
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.

Appendix F: Output Record Specification F-1