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pdfOUTPUT RECORD SPECIFICATIONS
This appendix consists of the following charts:
Chart F-1:
Chart F-2:
Chart F-3:
Chart F-4:
Chart F-5:
Chart F-6:
Chart F-7:
Rejected Case Submission and Update Record Layout
Rejected Case Submission and Update Control Record Layout
Unaccountable Missing Address/Corrected SSN (UMACS) Record Layout
Collection and Adjustment Record Layout
Collection and Adjustment Control Record Layout
Case Reconciliation Record Layout
Case Reconciliation Control Record Layout
Each chart provides a detailed description of the output records in the files that are created by the
FCE program.
Each record layout in this section 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 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 MFT protocol. Additional
information regarding MFT, and the process for transmission of data, may be found in Section
6.1, “Managed File Transfer.”
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 F-1: REJECTED 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
Local Code
3-5
3
SSN
6-14
9
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.
NCP Last Name
30-49
20
A/N This field contains the NCP last name that was sent to OCSE by the state on
the Case Submission and Update Record.
NCP First Name
50-64
15
A/N This field contains the NCP 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.
Filler
75-79
5
A/N Space filled.
Process Year
80-83
4
A/N This field contains the process years that were sent to OCSE by the state on the
Case Submission and Update Record.
NCP Address Line1
84-113
30
A/N This field contains the NCP address line 1 that was sent to OCSE by the state
on the Case Submission and Update Record.
NCP Address Line2
114-143
30
A/N This field contains the NCP address line 2 that was sent to OCSE by the state
on the Case Submission and Update Record.
This field contains the state abbreviation that was sent to OCSE on the Case
Submission and Update Record.
A/N This field contains the local code that was sent to OCSE by the state on the
Case Submission and Update Record.
N
This field contains the Social Security number that was sent to OCSE by the
state on the Case Submission and Update Record.
CHART F-1: REJECTED CASE SUBMISSION AND UPDATE RECORD LAYOUT
OMB Control No: 0970-0161
Field Name
Location
Length
NCP City
144-168
25
NCP State
169-170
2
A
This field contains the NCP state that was sent to OCSE by the state on the
Case Submission and Update Record.
NCP Zip Code
171-179
9
N
This field contains the NCP zip code that was sent to OCSE by the state on the
Case Submission and Update Record.
Date Issued
180-187
8
Exclusion
Indicator(s)
188-227
40
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 NCP last name that is stored on the OCSE Case Master File
for this case. The OCSE Last Name can be used to correct the NCP 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.
244
1
A/N For records with a value of ‘02’ in the Rejected Error Codes field, the value of
this indicator informs the submitting state whether a corrected SSN was
identified for the submitted SSN.
Y
– A record with the state submitted SSN and submitting state code will
be returned in the UMACS file the same day; the record will also
contain the corrected SSN found.
Space – No corrected SSN was found.
Corrected SSN
Indicator
A/N
Expiration Date:
Comments
A/N This field contains the NCP city that was sent to OCSE by the state on the Case
Submission and Update Record.
A/N This field contains the PON date that was sent to OCSE by the state on the
Case Submission and Update Record.
A
This field contains the exclusion indicator(s) that was sent to OCSE by the
state on the Case Submission and Update Record.
CHART F-1: REJECTED CASE SUBMISSION AND UPDATE RECORD LAYOUT
OMB Control No: 0970-0161
Field Name
Request Code
Location
Length
245
1
Expiration Date:
A/N
Comments
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
Field Name
Expiration Date:
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/CORRECTED SSN (UMACS) RECORD LAYOUT
OMB Control No: 0970-0161
Field Name
Expiration Date:
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.
NCP Last Name
30-49
20
A/N This field contains the NCP last name that was sent to OCSE by the state on
the Case Submission and Update Record.
NCP First Name
50-64
15
A/N This field contains the NCP 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
record is being returned. Refer to Appendix G, Chart G-3, “Unaccountable
Missing Address/Corrected SSN 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 NCP last name that was sent
to OCSE on the Case Submission and Update Record.
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.
Filler
83-87
5
A/N Space filled.
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.
Case Type Indicator
CHART F-3: UNACCOUNTABLE MISSING ADDRESS/CORRECTED SSN (UMACS) RECORD LAYOUT
OMB Control No: 0970-0161
Field Name
Corrected SSN
Source Indicator
Filler
Expiration Date:
Location
Length
A/N
Comments
97
1
A/N I – This record is being returned because an Add transaction was submitted
with an invalid SSN, and a corrected SSN was found for the submitted
SSN.
If the unaccountable error code is ‘20’, this field is spaces.
If the unaccountable error code is ‘31’, this indicator informs the state of the
reason that a corrected SSN is being returned.
98-108
11
A/N Space filled.
CHART F-4: COLLECTION AND ADJUSTMENT RECORD LAYOUT
OMB Control No: 0970-0161
Field Name
Expiration Date:
Location
Length
A/N
Comments
Submitting State
Code
1-2
2
A
Local Code
3-5
3
A/N
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.
NCP Last Name
30-49
20
A/N
This field contains the NCP last name that was sent to OCSE by the state and
stored on the OCSE Case Master File.
NCP First Name
50-64
15
A/N
This field contains the NCP first name s that was sent to OCSE by the state
and stored on the OCSE Case Master File.
This field contains the state abbreviation that was sent to OCSE by the state
and stored on the OCSE Case Master File.
This field contains the local code that was sent to OCSE by the state and
stored on the OCSE Case Master File.
CHART F-4: COLLECTION AND ADJUSTMENT RECORD LAYOUT
OMB Control No: 0970-0161
Field Name
Expiration Date:
Location
Length
A/N
Comments
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
BFS 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 BFS 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 during which the offset originated that was sent
to OCSE on the BFS 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 BFS
Collection Record. The return indicator identifies whether or not this is a
joint return. Spaces are returned in this field for an adjustment record.
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.
CHART F-4: COLLECTION AND ADJUSTMENT RECORD LAYOUT
OMB Control No: 0970-0161
Field Name
Expiration Date:
Location
Length
A/N
Comments
Filler
108-112
5
A/N
Space filled.
Payment Name
113-147
35
A/N
If the collection amount is greater than zero, this field contains the name on
the BFS Payment Record.
If the return indicator is equal to ‘Y’, this field may contain both NCP and/or
other 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 BFS 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 BFS 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 BFS 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:
MPY – Manual Payment
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 BFS 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.
If the offset type is ‘MPY’ or if the amount of the offset is less than the fee
amount, the fee amount is zeros.
CHART F-4: COLLECTION AND ADJUSTMENT RECORD LAYOUT
OMB Control No: 0970-0161
Field Name
Expiration Date:
Location
Length
A/N
Comments
Injured Spouse
Indicator
225
1
A
This field contains the injured spouse indicator that was sent to OCSE on the
BFS 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 joint return offset records, that is, position
106 is a ‘Y’ and position 107 is an ‘N’.
If the record is for a 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 BFS.
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 an offset collection by BFS and returned as an
identifier with a collection or associated adjustment.
CHART F-4: COLLECTION AND ADJUSTMENT RECORD LAYOUT
OMB Control No: 0970-0161
Field Name
BFS Offset Month
Day or Reversal
Reason Code
Location
Length
A/N
237-240
4
A/N
Expiration Date:
Comments
For offsets:
• This field contains the BFS month day (MMDD) of the tax offset.
• This field contains spaces for administrative offset.
For reversals, this field contains one of the following codes:
• Spaces – BFS did not include a tax offset reversal reason code.
• 0001 – IRS Injured Spouse. Reversal is from an injured spouse claim.
• 0002 – IRS Other Reason. Reversal is for a reason other than injured
spouse. Reversal could be due to tax fraud but BFS did not include
additional information in the record.
• 0003 – State-Approved IRS Partial Reversal. Reversal is older than six
months from the BFS offset date. In accordance with Treasury's six-month
rule, BFS contacted the state to confirm it retained a partial offset amount,
and BFS reverses accordingly.
• 0004 – State-Approved IRS Full Reversal. Reversal is the same scenario
as Reversal Reason Code '0003' with the exception that the state confirms
it retained the full offset amount, and BFS reverses accordingly.
• 0005 – BFS Initiated Reversal. BFS manually processed the reversal or the
obligor was due a partial offset (for example, zero balance delete) of a
larger tax refund and did not receive the remaining payment amount
because of a bad address or incorrect bank account (if electronically
deposited).
• 0006 – (No longer in use.)
CHART F-5: COLLECTION AND ADJUSTMENT CONTROL RECORD LAYOUT
OMB Control No: 0970-0161
Field Name
Expiration Date:
Location
Length
A/N
Comments
Submitting State
Code
1-2
2
A
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.
OCSE Cycle
Number
109-114
6
Filler
115-240
126
This field contains the state abbreviation that was sent to OCSE and stored on
the OCSE Case Master File.
A/N The year and cycle number for this file of collections and adjustments. The
format of the field is CCYYNN were CC is century, YY is calendar year, and
NN is the cycle number.
A/N Space filled.
CHART F-6: CASE RECONCILIATION RECORD LAYOUT
OMB Control No: 0970-0161
Field Name
Expiration Date:
Location
Length
A/N
1-3
3
A
This field is a constant and contains ‘REC’ to identify this record as the Federal
Offset Reconciliation Detail Record.
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
SSN
9-17
9
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.
NCP Last Name
33-52
20
A/N This field contains the last name of the NCP as originally certified. It contains at
least one alphabetic character and is uppercase. No embedded spaces or special
characters, except a hyphen, are present within the first four positions.
NCP First Name
53-62
10
A/N This field contains the first name of the NCP, up to the first 10 characters. It
contains at least one alphabetic character and is 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.
71
1
A
This field contains one of the following codes to indicate the type of case:
A – TANF
N – Non-TANF
Record Identifier
Submitting State
Code
Case Type Indicator
Comments
A/N This field contains the most recent local code submitted by the state and accepted
for the case.
N
This field contains the Social Security number submitted for the NCP.
CHART F-6: CASE RECONCILIATION RECORD LAYOUT
OMB Control No: 0970-0161
Field Name
Location
Length
72-79
8
Pre-Offset Notice
Hold Indicator
80
1
A
This field contains one of the following values to indicate if the case is active at
BFS:
H –The case is on hold pending the Pre-Offset Notice hold period.
Space –The case has either been sent to BFS 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 NCP to DoS for passport denial when the case’s
arrearage amount exceeded the federally-mandated threshold.
D – OCSE previously submitted the NCP to DoS for passport denial, but has
now forwarded a Delete Record to DoS.
C – OCSE submitted the NCP 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 NCP to DoS for passport denial, but DoS rejected the
case for an invalid country code or an invalid DOB.
Space – The NCP is eligible to receive his/her 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.
82-84
3
A
Space Filled. (This field is no longer in use.)
Last Pre-Offset
Notice Date
Filler
A/N
Expiration Date:
Comments
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 PON was sent by
OCSE.
If the state issues the PON, this is the date issued that was provided by the state
on the Add Case Transaction or the Annual Submittal Process Transaction.
CHART F-6: CASE RECONCILIATION RECORD LAYOUT
OMB Control No: 0970-0161
Field Name
Expiration Date:
Location
Length
A/N
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
Filler
91-93
3
A
Space Filled. (This field is no longer in use.)
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
Multistate 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
Filler
103-105
3
A
Space filled.
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
109
1
A
This field contains one of the following values to indicate whether the NCP has a
verified or matched SSN/Name combination:
M – The NCP’s current SSN/Name matches.
U – The NCP’s current SSN/Name does not verify or match.
V – The NCP’s current SSN/Name verifies.
SSN/Name
Verification Code
Comments
CHART F-6: CASE RECONCILIATION RECORD LAYOUT
OMB Control No: 0970-0161
Field Name
Expiration Date:
Location
Length
A/N
Address Source
110
1
A
Address Line 1
111-145
35
A/N This field contains the first address line of the NCP’s mailing address.
Address Line 2
146-180
35
A/N This field contains the second address line of the NCP’s mailing address.
City
181-205
25
A/N This field contains the city of the NCP’s mailing address.
State
206-207
2
A/N This field contains the state abbreviation of the NCP’s mailing address.
Zip
208-216
9
A/N This field contains the zip code of the NCP’s mailing address.
217
1
A/N This field contains an indicator if the NCP’s address information is for a foreign
address.
Country Name
218-242
25
A/N This field contains the name of the NCP’s foreign country.
Filler
243-245
3
A/N This field is reserved for future use and contains spaces.
Foreign Indicator
Comments
This field contains one of the following values to indicate the source of the
address:
O – Other
S – Submitting state
CHART F-7: CASE RECONCILIATION CONTROL RECORD LAYOUT
OMB Control No: 0970-0161
Field Name
Expiration Date:
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.
CHART F-7: CASE RECONCILIATION CONTROL RECORD LAYOUT
OMB Control No: 0970-0161
Field Name
Expiration Date:
Location
Length
A/N
Comments
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
This field contains the date that the reconciliation data was extracted from the
OCSE Case Master File in CCYYMMDD format.
Filler
41-245
205
A/N Space filled.
| File Type | application/pdf |
| File Modified | 0000-00-00 |
| File Created | 0000-00-00 |