tcc-00-09b, Federal Offset Case Reconciliation Record Layout

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FEDERAL OFFSET CASE RECONCILIATION RECORD LAYOUT
Field Name	Location	Length	A/N	Comments
Record Identifier	1-3	3	A	This field is a constant field and contains 145REC’ to identify this record as the Federal Offset Reconciliation Detail Record.
Submitting State Code	4-5	2	A	This field will contain a valid State Code for the State requesting the Reconciliation File. The State Code will contain a valid two-character alphabetic postal abbreviation.
Local Code	6-8	3	A/N	This field will contain the most recent Local Code submitted by the State and accepted for the Case.
SSN	9-17	9	N	This field will contain the Social Security Number (SSN) submitted for the obligor.
Case ID	18-32	15	A/N	This field will contain the Case ID submitted by the State for the Case. This field will contain spaces if a Case ID was not submitted by the State.
Obligor Last Name	33-52	20	A	This field will contain the Last Name of the Obligor as originally certified. It will contain at least one alphabetic character and be uppercase. No imbedded spaces or special characters, except a hyphen, will be present within the first four positions.
Obligor First Name	53-62	10	A	This field will contain the First Name of the Obligor. It will contain at least one alphabetic character and be uppercase. (Note, the Federal Offset System only stores ten positions of the Obligor’s First Name, therefore the information provided for the Reconciliation File may be less than the name the State provided when certifying the Case.)
Current Arrearage Amount	63-70	8	N	This field will contain the current arrearage amount for the Case. The amount will contain the amount certified by the State net of any Tax or Administrative offsets or modifications. This field will contain the amount in whole dollars only.
Case Type Indicator	71	1	A	This field will contain one of the following codes to indicate the Type of Case: A - TANF/foster care N - Non-TANF
Last Pre-Offset Notice Date	72-79	8	A/N	This field will contain the date the most recent Pre-Offset Notice was sent in CCYYMMDD format. If OCSE issues the notice for the State, this is the date the pre-offset notice was sent by OCSE. If the State issues the notice, this is the Date Issued provided by the State on the add transaction or annual submittal process transaction.
Pre-Offset Notice Hold Indicator	80	1	A	This field will contain one of the following values to indicate if the Case is active at FMS: H 150 The Case is on hold pending the Pre-Offset Notice hold period. Space 150 The Case has either been sent to FMS or is FIDM-only.
Department of State Action Indicator	81	1	A	This field will contain one of the following codes to indicate the action taken with the Department of State for the Case: S 150 OCSE submitted the obligor to the Department of State for passport denial when the arrearage amount exceeded the $5,000 threshold. D 150 OCSE previously submitted the obligor to the Department of State for passport denial. OCSE has now forwarded a Delete Record to the Department of State. A Delete Record is forwarded to Department of State when a Passport Denial Exclusion Indicator is sent in by a State, or when the arrearage amount is modified to $0, or when the Case is closed. Once the Department of State processes the Delete Record, the obligor is eligible to receive their passport. C 150 The combined arrearages for eligible TANF and Non-TANF cases for the same submitting State exceeded the $5,000 threshold. OCSE submitted the obligor to the Department of State for passport denial. X 150 The obligor has been manually excluded from the Passport Denial Program as a result of a Notice of Withdrawal provided to OCSE by a State. The obligor is now eligible to receive their passport.
Department of State Action Indicator (Continued)	81	1	A	N 150 The obligor meets the criteria for the Passport Denial Program, but certain information is missing from the submitted record and is unavailable from the Social Security Administration. Cases cannot be forwarded to the Department of State unless the date of birth, place of birth, and gender designation are included. R 150 OCSE submitted the obligor to the Department of State for passport denial, but the Department of State rejected the Case for one of the following reasons: invalid name code or country code, duplicate add transaction, or the record was not found. These Cases will be corrected by OCSE where possible and re-submitted to the Department of State. Space 150 The obligor is eligible to receive their passport based on one of the following conditions: the current arrearage amount does not meet the $5,000 threshold, or the Passport Denial Exclusion Indicator was set prior to the arrearage amount exceeding $5,000, or the Case was submitted with the Passport Denial Exclusion Indicator set when the arrearage amount was over $5,000.
Administrative Offset Exclusion Indicator	82-84	3	A	This field will contain one of the following values as sent by the State: ADM 150 Exclude all Administrative Offsets (RET, SAL,VEN) Space 150 Exclusion Indicator does not apply
Federal Retirement Offset Exclusion Indicator	85-87	3	A	This field will contain one of the following values as sent by the State: RET 150 Exclude Federal Retirement Space 150 Exclusion Indicator does not apply
Vendor Payments Exclusion Indicator	88-90	3	A	This field will contain one of the following values as sent by the State: VEN 150 Exclude Vendor Payment/Miscellaneous Space 150 Exclusion Indicator does not apply
Federal Salary Exclusion Indicator	91-93	3	A	This field will contain one of the following values as sent by the State: SAL 150 Exclude Federal Salary (Future Enhancement) Space 150 Exclusion Indicator does not apply
Tax Refund Offset Exclusion Indicator	94-96	3	A	This field will contain one of the following values as sent by the State: TAX 150 Exclude Tax Refund Offset Space 150 Exclusion Indicator does not apply
Passport Denial Exclusion Indicator	97-99	3	A	This field will contain one of the following values as sent by the State: PAS 150 Exclude Passport Denial Space 150 Exclusion Indicator does not apply
Multi-State Financial Institution Data Match Exclusion Indicator	100-102	3	A	This field will contain one of the following values as sent by the State: FIN 150 Exclude Multi-State Financial Institution Data Match (FIDM) Space 150 Exclusion Indicator does not apply
Filler	103-245	143	A/N	This field is reserved for future use and will contain spaces.

FEDERAL OFFSET CASE RECONCILIATION CONTROL TOTALS RECORD
Field Name	Location	Length	A/N	Comments
Record Identifier	1-3	3	A	This field is a constant field and contains 145RCT’ 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 File.
TANF Cases Returned	6-14	9	N	This field will contain a count of the total detail records on the file for TANF cases.
Non-TANF Cases Returned	15-23	9	N	This field will contain a count of the total detail records on the file for Non-TANF cases.
Total Cases Returned	24-32	9	N	This field will contain a count of the total number detailed records on the file.
Extract Date	33-40	8	A/N	Contains the date the reconciliation data was extracted from the OCSE Case Master file.
Filler	41-245	205	A	This field is reserved for future use and will contain spaces.

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