Statistical Report
General Information
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National Interstate Case Reconciliation Project
Technical Data Guide for Extract File and
Matching Results
B. ICR CASE DISCREPANCIES REASON CODE TABLE
The following table provides descriptions and suggested next actions for the case and participant-based discrepancy Reason Codes returned by OCSE for the Interstate Case Reconciliation project. The issue of keeping interstate cases synchronized after a national ICR has not yet been resolved. However, the current recommendation for keeping interstate cases synchronized would require the reconciliation process to be run again.
The suggested next actions represent basic guidelines for automated processing of reconciliation response data, and suggestions for worker intervention as required. These are only suggestions; each participating state will determine the extent to which reconciliation response data is automatically processed in your state. For the purposes of suggesting automated actions, the table refers to the Reconciliation Response program as a generic term covering any automated program(s) developed by states to process the ICR reconciliation matching results.
States should consider developing programs to automatically update corrected Other State Case ID's and SSNs in your systems. Correcting these discrepancies in an automated manner provides states with the immediate benefits of enabling the exchange of data through CSENet and the processing of payments through EFT/EDI, as well as getting the participant registered on the FCR.
Please note that Reason Codes will be returned for each participant on the submitted case. Multiple Reason Codes will be returned in each individual participant record when multiple discrepancies have been identified on a single case. Case data will be redundantly displayed in each participant record associated with the case in question.
| Reason Code |
Description/Suggested Next Action |
| 00 |
Your Other State Case ID, Other State FIPS Code, and Case Status match the Case ID, FIPS code, and case status of the other state's case. Also, the participant in this record was found in the other state's case.
Suggested Next Action: As Initiating State or as Responding State:
Note: If Reason Code 00 is returned from an FCR-derived match, you should keep in mind that the FCR does not maintain interstate data. If you receive back a "Y" in the FCR-Supplied Indicator field, this indicates that the other state's FCR data was used for matching, and you should assign a lower confidence level to their case actually being an interstate case in your state caseload. For example, since the FCR does not maintain interstate data, it is possible that an interstate case in your state could match an in-state case in the FCR from a non-participating state.
Step 1: The Reconciliation Response program checks the number of your case participants that matched participants in the other state's case when processing a Reason Code 00 record.
Keep in mind that case structures may vary from state to state, so the number of mismatched participants may not necessarily mean there is a case discrepancy. You also receive a Y/N indicator that tells you whether the CP and NCP matched between the two states. If all case participants match, but the CP Match Indicator or the NP Match Indicator are set to 'N', use caution here since this may reflect that the wrong case was matched. The match may be with a change of custody case for the child(ren).
When the Number of Adults from Your State equals the Number of Adults Matched and the Number of Children from Your State equals the Number of Children Matched, then no further action is required since the case data and participant data are synchronized between the two states. The Reconciliation Response program skips to the first participant record for the next case in the response file.
If the above sets of fields do not equal each other, then the case data are still synchronized between the two states, but a participant from your case did not match to the participants from the other state's case. The Reconciliation Response program continues to process the response file records for your case until it finds the Reason Code 06 record associated with the non-matching participant. See section 3.2.7 for Reason Code 06, Suggested Next Action.
Reason Code 00 indicates that all case data is valid. However, participants within this case may still receive a Reason Code 06, 07, or 08. |
| 01 |
The ICR matching process could not find a matching case in the other state file. The ICR matching process attempts to find a case in the other state file by matching on Other State Case ID. If the Other State Case ID match fails to find a case in the other state's file, then the ICR matching process attempts to find a child in common between your case and a case in the other state's file by matching the child's SSN. If no child in common is found in the other state's file, the ICR rematching process attempts to find a case in common by matching on an adult SSN and participant type and child name. If no matching case is found, the ICR matching returns this Reason Code indicating that the other state did not submit a case that matches the case in your state.
Note: If the FCR-Supplied Indicator on this record = Y, then the ICR matching process attempted to match your state's case against an FCR-derived extract for the other state. The other state may have a matching case, but it may not be registered on the FCR.
Suggested Next Action:
As Initiating State:
Step 1: The worker analyzes the case to determine whether it should remain an interstate case, or whether a one-state action should be pursued on the case.
Step 2: If the case is to remain an interstate case, re-send the CSENet transaction/UIFSA forms to have the other state initiate a new case. Or, if a one-state action is to be pursued, close out interstate activity on the case and make it an in-state case.
As Responding State:
Step 1: If the family no longer requires child support services, initiate the case closure procedure in accordance with Federal case closure criteria. |
| 02 |
The ICR matching process found a case in the other state's file by matching on children in common between your state's case and the other state's case or on an adult participant type and SSN and child name in common. However, there is a discrepancy between the Other State Case ID that your state submitted and the case ID for the other state's case. The case ID submitted by the other state for its case can be found in the Case ID (from Other State) field, and the number of the case participants that matched can be found in the Number of Adults Matched and Number of Children Matched fields.
Suggested Next Action: As Initiating State or as Responding State:
Step 1: Determine the threshold of matching participants necessary to support the automated update of Other State Case ID (e.g., perform an automated update only if both adult participants in your case matched to adult participants in the other state's case and at least 75% of the children on your case matched to children on the other state's case). States should also consider whether their case was matched against an FCR-derived extract file (FCR-Supplied Indicator = Y) before performing an automated update within their system.
Step 2: The Reconciliation Response program interrogates the Number of Adults Matched and Number of Children Matched fields. If the matching participant threshold is met, then the Reconciliation Response program automatically updates the Other State Case ID in your state's case with the Case ID (from Other State).
You also receive a Y/N indicator that tells you whether the CP and NCP matched between the two states. If all case participants match, but the CP Match Indicator or the NP Match Indicator are set to 'N', use caution here since this may reflect that the wrong case was matched. The match may be with a change of custody case for the child(ren).
If the matching participant threshold is not met, the Reconciliation Response program automatically generates a CSENet CSI R FRINF request transaction to request all available data on the other state's case and participants.
Step 3: Upon receipt of the CSI P FSINF provide transaction, the worker analyzes the other state's case data to determine if the two cases match. If so, the worker updates Other State Case ID in your state's case.
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| 03 |
Positions 3 - 5 (FIPS County Code) of the FIPS code for the other state's case do not match positions 3 - 5 of the Other State FIPS Code that your state submitted. The FIPS code submitted by the other state can be found in the FIPS Code (from Other State) field. A verification indicator for the Other State FIPS Code submitted by your state can be found in the Other State FIPS Code Verification Indicator. A second verification indicator for the FIPS Code (from Other State) field submitted by the other state for its case can be found in the FIPS Code Verification Indicator (from Other State).
Suggested Next Action: As Initiating State or as Responding State:
Step 1: Automatic updates of the FIPS County Codes for other states are not recommended. The FIPS County Code discrepancies, because of ongoing problems with county FIPS Codes, should be addressed as a lesser priority in reconciling ICR discrepancies. Automation may be used to:
- Sort cases with FIPS County Codes returned from the other state as '000'. These cases need to be reviewed as to how they should be reconciled.
- Identify cases in your state's system where no FIPS County Code is recorded for the other state. The FIPS County Code obtained on the ICR results file may help you work the case in the other state.
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| 04 |
The Case Status in your state indicates that your state's interstate case is open; however, the matching interstate case submitted by the other state is closed.
Suggested Next Action:
As Initiating State:
Step 1: The worker analyzes the case to determine whether it should remain an interstate case, or whether a one-state action should be pursued.
Step 2: If the case is to remain interstate, send the CSENet transaction/UIFSA forms to have the other state initiate the appropriate interstate action on the case. Or, if a one-state action is to be pursued, close out interstate activity on the case and make it an in-state case.
As Responding State:
Step 1: If the family no longer requires child support services, initiate the case closure procedure in accordance with Federal case closure criteria (e.g., by generating an MSC P GSC14 case closure notice provide transaction to the initiating State through CSENet.
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| 05 |
The Case Status in your state indicates that your state's case is closed; however, the matching case submitted by the other state is open.
Suggested Next Action: As Initiating State or as Responding State:
None required. It is up to the state with the open interstate case to determine the next appropriate action to take on its interstate case.
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| 06 |
This Participant was not found in the other state's case. Your state's case was matched against the other state's case; however, this participant on your case did not match any of the participants on the other state's case.
Suggested Next Action: As Initiating State or as Responding State:
Step 1: Determine the participant criteria supporting the automated generation of a CSI request to receive more case/participant data from the other state (e.g., it may be more important to resolve this discrepancy when your CP or NCP was not found on the other state's case as opposed to a child not being found).
Step 2: Based on meeting the above criteria, the Reconciliation Response program generates a CSENet CSI R FRINF request transaction to the other state to request all available data on the other state's case and participants.
Step 3: Upon receipt of the CSI P FSINF provide transaction, the worker analyzes the provided data to determine whether this participant in your state's case requires correction or update in your state system.
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| 07 |
Your state's case was matched against the other state's case but you did not provide an SSN for this participant. An SSN for this participant was provided on the corresponding interstate case by the other state, and can be found in the SSN (from Other State) field. The verification indicator for the SSN provided by the other state can be found in the Other State SSN Verification Indicator field.
Suggested Next Action: As Initiating State or as Responding State:
Step 1: If the provided SSN is for a CP or an NCP, check to make sure the CP and NCP indicators are set to 'Y'.
Step 2: If the Other State SSN Verification Indicator is set to "Y", automatically update your system with this participant's SSN.
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| 08 |
Your state's case was matched against the other state's case but the SSN you provided for this participant did not match the SSN provided for this participant by the other state. The SSN used by the other state can be found in the SSN (from other state) field. Verification indicators show whether your state's SSN, or the other state's SSN has been verified by the Social Security Administration. The verification indicator for the SSN provided by your state can be found in the Submitting State SSN Verification Indicator field. The verification indicator for the SSN provided by the other state can be found in the Other State SSN Verification Indicator field.
Suggested Next Action: As Initiating or Responding State:
Step 1: Check to make sure the CP and NCP indicators are set to 'Y' if you are considering automatically updating a different SSN for a CP or NCP.
Step 2: If the Submitting State's SSN Verification Indicator is set to "N" and the Other State SSN Verification Indicator is set to "Y", either update the SSN in your system or add the Other State SSN as an Alias/Additional SSN and submit to the FCR as an Additional SSN to obtain a full verification for that SSN. |
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