Form 1 Input Records

INPUT RECORD SPECIFICATIONS
This appendix consists of the following charts:
Chart E-1
Chart E-2
Chart E-3

Case Submission and Update Record Layout
Case Submission and Update Control Record Layout
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:
1.
2.
3.
4.
5.

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.

The Paperwork Reduction Act of 1995
An agency may not conduct or sponsor, and a person is not required to respond to, a collection of
information, unless it displays a currently valid OMB control number. This information
collection is expected to take .4 hours per response. OMB control number: 0970-0161,
Expiration date
.

CHART E-1: CASE SUBMISSION AND UPDATE RECORD LAYOUT
OMB Control No: 0970-0161

Field Name

Expiration Date:

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.
If the Transaction Type equals ‘B’, ‘C’, ‘D’, ‘L’, ‘M’, ‘R’, ‘S’, ‘U’ or ‘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 is rejected.

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.
If the Transaction Type equals ‘A’, the local code that is submitted is compared
against the OCSE State/Local Contact Phone and Address File. If the local
code contains spaces or is not found, the local code for the case is set to
zeros on the OCSE Case Master File, and a local code of zeros is submitted
for the case to BFS.
If the Transaction Type equals ‘L’ or ‘U’ and the local code that is submitted
contains spaces, the local code for the case is set to zeros on the OCSE Case
Master File, and a local code of zeros is submitted for the case to BFS.
Otherwise, the local code that is submitted is compared against the OCSE
State/Local Contact Phone and Address File. If the local code is not found,
the transaction is rejected.
If the Transaction Type equals ‘B’, ‘C’, ‘D’, ‘M’, ‘S’, ‘R’ or ‘Z’, the local code,
if present, is not updated at OCSE or BFS.
Refer to Section 2.1.4.3.4, “Local Code Change” for details about keeping local
code information up to date at OCSE.

CHART E-1: CASE SUBMISSION AND UPDATE RECORD LAYOUT
OMB Control No: 0970-0161

Field Name

Expiration Date:

Location

Length

A/N

Comments

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.
If the transaction type is an ‘A’ (Add Case), the SSN is verified using an SSA
routine that determines whether the SSN has ever been issued. If the SSN
has never been issued, or the SSN could not be verified or matched but a
corrected SSN was found, the transaction is rejected.
If the transaction type is an ‘A’ (Recertify Case), ‘B’, ‘C’, ‘D’, ‘L’, ‘M’, ‘R’,
‘S’, ‘U’ or ‘Z’, all of the 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 is rejected.

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.
If this field is not used by the state, it is filled with spaces.
If the Transaction Type equals ‘A’ or ‘U’, the Case ID, if present, is stored on
the Case Master File without performing any edits.
If the Transaction Type equals ‘C’, this field is required. The new Case ID
overwrites the existing Case ID without performing any edits.
If the Transaction Type equals ‘B’, ‘D’, ‘L’, ‘M’, ‘R’, ‘S’ or ‘Z’, the Case ID, if
present, is not updated at OCSE.

CHART E-1: CASE SUBMISSION AND UPDATE RECORD LAYOUT
OMB Control No: 0970-0161

Field Name

Expiration Date:

Location

Length

A/N

Comments

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.
If the Transaction Type equals ‘A’ (Recertify Case) or ‘U’, and the last name
does not match the OCSE Case Master File for the NCP, the name is
processed as a name change.
If the Transaction Type equals ‘A’ (Add Case) or ‘B’, the first four positions
must contain at least one alphabetic character. After the last name passes
this edit check, it is stored on the OCSE Case Master File.
If the Transaction Type equals ‘C’, ‘D’, ‘L’, ‘M’, ‘R’, ‘S’, or ‘Z’, the first four
characters that are 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’ transaction for the same case in the same process. If
there is no match, the transaction is rejected.
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.
If the Transaction Type equals ‘A’ (Add Case) or ‘B’, the first name is stored
on the OCSE Case Master File after passing the edit check above.
If the Transaction Type equals ‘A’ (Recertify Case) or ‘U’, and the first name
does not match the OCSE Case Master for the NCP, the name is processed
as a name change.
If the Transaction Type equals ‘C’, ‘D’, ‘L’, ‘M’, ‘R’, ‘S’ or ‘Z’, the NCP first
name, if present, is not updated at OCSE or BFS.
Refer to Sections 2.1.4.3.1, “Name Change” and 2.1.5.6, “Name Processing”
for more detail.

CHART E-1: CASE SUBMISSION AND UPDATE RECORD LAYOUT
OMB Control No: 0970-0161

Field Name

Arrearage Amount
(Accumulated
Payment Amount)

Expiration Date:

Location

Length

A/N

Comments

65-72

8

N

Conditionally Required
If Transaction Type equals ‘A’, ‘M’, ‘S’ or ‘U’, this field is required. This field
must contain a numeric amount in whole dollars only. Decimal points,
dollar signs, commas, or plus/minus signs are not valid (for example,
$1,500.00 = 00001500).
If the Transaction Type equals ‘A’, the arrearage amount is the current amount
that is owed by the NCP. If the arrearage amount is less than $25, the Add
Case transaction is rejected.
If the Transaction Type equals ‘D’, this field is not required. The existing
arrearage amount on the OCSE Master File is set to zero.
If the Transaction Type equals ‘M’ or ‘U’, the arrearage amount is the current
amount that is owed by the NCP. If the arrearage amount is equal to zero,
the case is flagged as deleted.
If the Transaction Type equals ‘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 year
during which the offset occurred.
If the Transaction Type equals ‘B’, ‘C’, ‘L’, ‘R’ or ‘Z’, the arrearage amount, if
present, is not updated at OCSE or BFS.

CHART E-1: CASE SUBMISSION AND UPDATE RECORD LAYOUT
OMB Control No: 0970-0161

Field Name

Expiration Date:

Location

Length

A/N

Comments

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
If the Transaction Type equals ‘B’, ‘C’, ‘D’, ‘L’, ‘M’, ‘R’, ‘S’, ‘U’ or ‘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 is rejected.

75-79

5

Filler

A/N Space filled. Do not use.

CHART E-1: CASE SUBMISSION AND UPDATE RECORD LAYOUT
OMB Control No: 0970-0161

Field Name

Expiration Date:

Location

Length

A/N

Comments

Process Year

80-83

4

A/N

Conditionally Required
If the Transaction Type equals ‘S’, this field must be in CCYY format, and
must contain the year during which the tax refund or administrative
payment was offset. The date must fall within the previous seven years of
the current year.
If Transaction Type equals ‘A’, ‘B’, ‘C’, ‘D’, ‘L’, ‘M’, ‘R’, ‘U’ or ‘Z’, this
field, if present, is not updated at OCSE.

NCP Address
Line 1

84-113

30

A/N

Conditionally Required
If the Transaction Type equals ‘A’ (Add Case) or ‘Z’, this field contains the
first address line of the NCP’s mailing address. If this line is blank, the NCP
Address Line 2 Field is checked for an address. Refer to Section 2.1.5.4,
“Address Processing” for information regarding address processing.
If the Transaction Type equals ‘Z’, NCP Address Line 1 and NCP Address Line
2 cannot both be all spaces.
If the Transaction Type equals ‘A’ (Recertify Case) or ‘U’, this field is not
required. If present, the address that is currently stored at OCSE is updated
with the submitted address. The submitted address is processed through
FINALIST® for standardization and scrubbing before the update occurs.
If the Transaction Type equals ‘B’, ‘C’, ‘D’, ‘L’, ‘M’, ‘S’ or ‘R’, the address, if
present, is not updated at OCSE or BFS.

CHART E-1: CASE SUBMISSION AND UPDATE RECORD LAYOUT
OMB Control No: 0970-0161

Field Name

Expiration Date:

Location

Length

A/N

Comments

NCP Address
Line 2

114-143

30

A/N

Optional
If the Transaction Type equals ‘A’ (Add Case) or ‘Z’, this field may contain the
second address line for the NCP. Refer to Section 2.1.5.4, “Address
Processing” for information regarding address processing.
If the Transaction Type equals ‘Z’, NCP Address Line 1 and NCP Address Line
2 cannot both be all spaces.
If the Transaction Type equals ‘A’ (Recertify Case) or ‘U’, this field is not
required. If present, the address that is currently stored at OCSE is updated
with the submitted address. The submitted address is processed through
FINALIST® for standardization and scrubbing before the update occurs.
If the Transaction Type equals ‘B’, ‘C’, ‘D’, ‘L’, ‘M’, ‘S’ or ‘R’, the address, if
present, is not updated at OCSE or BFS.

NCP City

144-168

25

A/N

Conditionally Required
If the Transaction Type equals ‘A’ (Add Case) or ‘Z’, this field contains the city
of the NCP’s mailing address. Refer to Section 2.1.5.4, “Address
Processing” for information regarding address processing.
If the Transaction Type equals ‘A’ (Recertify Case) or ‘U’, this field is not
required. If present, the address that is currently stored at OCSE is updated
with the submitted address. The submitted address is processed through
FINALIST® for standardization and scrubbing before the update occurs.
If the Transaction Type equals ‘Z’, the NCP City is required.
If the Transaction Type equals ‘B’, ‘C’, ‘D’, ‘L’, ‘M’, ‘S’ or ‘R’, the address, if
present, is not updated at OCSE or BFS.

CHART E-1: CASE SUBMISSION AND UPDATE RECORD LAYOUT
OMB Control No: 0970-0161

Field Name

Expiration Date:

Location

Length

A/N

Comments

NCP State

169-170

2

A

Conditionally Required
If the Transaction Type equals ‘A’ (Add Case) or ‘Z’, this field contains a twocharacter, alphabetic state abbreviation of the state of the NCP’s mailing
address. Refer to Section 2.1.5.4, “Address Processing” for information
regarding address processing.
If the Transaction Type equals ‘A’ (Recertify Case) or ‘U’, this field is not
required. If present, the address that is currently stored at OCSE is updated
with the submitted address. The submitted address is processed through
FINALIST® for standardization and scrubbing before the update occurs.
If the Transaction Type equals ‘Z’, the NCP State is required.
If the Transaction Type equals ‘B’, ‘C’, ‘D’, ‘L’, ‘M’, ‘S’ or ‘R’, the address, if
present, is not updated at OCSE or BFS.

NCP Zip Code

171-179

9

N

Conditionally Required
If the Transaction Type equals ‘A’ (Add Case) or ‘Z’, this field contains a fiveor nine-digit zip code. Refer to Section 2.1.5.4, “Address Processing” for
information regarding address processing.
If the Transaction Type equals ‘A’ (Recertify Case) or ‘U’, this field is not
required. If present, the address that is currently stored at OCSE is updated
with the submitted address. The submitted address is processed through
FINALIST® for standardization and scrubbing before the update occurs.
If the Transaction Type equals ‘Z’, the NCP Zip Code is required.
If the Transaction Type equals ‘B’, ‘C’, ‘D’, ‘L’, ‘M’, ‘S’ or ‘R’, the address, if
present, is not updated at OCSE or BFS.

CHART E-1: CASE SUBMISSION AND UPDATE RECORD LAYOUT
OMB Control No: 0970-0161

Field Name

Expiration Date:

Location

Length

A/N

Comments

Date Issued

180-187

8

A/N

Conditionally Required
If the Transaction Type equals ‘A’, and the state issues their own PONs, this
field is required. The date must be in CCYYMMDD format. This field
indicates the date that the PON was mailed. If OCSE issues the PON, OCSE
fills the date.
If the Transaction Type equals ‘B’, ‘C’, ‘D’, ‘L’, ‘M’, ‘S’, ‘R’, ‘U’ or ‘Z’, the
date issued, if present, is not updated at OCSE or BFS.

Exclusion
Indicator(s)

188-227

40

A

Filler

228-244

17

A/N

Optional
If the Transaction Type equals ‘A’, ‘R’ or ‘U’, this field is optional. If setting
more than one exclusion indicator, the indicators must be separated with a
comma or space (for example, “RET, PAS, FIN,” or “RET PAS FIN”).
Valid exclusion indicators are:
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
If the Transaction Type equals ‘B’, ‘C’, ‘D’, ‘L’, ‘M’, ‘S’ or ‘Z’, this field, if
present, is not updated at OCSE or BFS.
Space filled. Do not use.

CHART E-1: CASE SUBMISSION AND UPDATE RECORD LAYOUT
OMB Control No: 0970-0161

Field Name

Request Code

Location

Length

A/N

245

1

A/N

Expiration Date:

Comments

Optional
If the Transaction Type equals ‘M’ or ‘U’, this field may contain a ‘P’ to
request that a PON be generated by OCSE. If present, this field generates a
PON if all of the edits are passed to update an arrearage amount and for
processing a notice.
If the Transaction Type equals ‘A’, ‘B’, ‘C’, ‘D’, ‘L’, ‘R’, ‘S’ or ‘Z’, no action
is taken at OCSE or BFS, if this field contains a value.