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Changes in Submitting Requests for Address Information to the FPLS

AT-78-18

Published: October 27, 1978
Information About:
State/Local Child Support Agencies
Topics:
Case Management, Locate, Federal Systems, Federal Parent Locator Service (FPLS)
Types:
Policy, Action Transmittals (AT)
Tags:
Internal Revenue Service (IRS)

Address Information to Federal Parent Locator Service (PLS)

PROGRAM INSTRUCTION

ACTION TRANSMITTAL

OCSE-AT-78-18

October 27, 1978

TO:STATE AGENCIES ADMINISTERING CHILD SUPPORT ENFORCEMENT PLANS APPROVED UNDER TITLE IV-D OF THE SOCIAL SECURITY ACT, AND OTHER INTERESTED INDIVIDUALS

SUBJECT:Changes in Submitting Requests for Address Information to the Federal Parent Locator Service (PLS)

BACKGROUND:New regulations were published on July 31, 1978 in the Federal Register permitting States to submit requests for address information to the Federal PLS from up to two child support offices in the State in addition to the central State PLS. This provision necessitated a change to the Federal PLS system, so that different offices within a State could be distinguished for purposes of security and routing the return of information. It was decided that other previously planned program changes be made at the same time. These changes provide further improvements to the Federal FLS.

Requests for absent parent address information will continue to be accepted from authorized IV-D offices when accompanied by a certification Statement in accordance with § 302.70(d).

CONTENT:This program instruction outlines changes in submitting requests for address information to the Federal PLS. Certain changes apply to all requests; others depend on the mode of interface with the Federal PLS.

I. Information on Changes that Affect all IV-D Offices with Access to the Federal PLS

A. Alias Name

1.Requests sent to the Social Security Administration (SSA), which are returned "Name Does Not Agree" and: or which an alias has been provided, will be sent again to SSA using the alias name. The Federal PLS will apprise the State of this with the message "Request Resent Using Alias." (See attachment 1.)

2.For requests sent to IRS on which the IRS name control did not match the last name of the request, IRS's name control field will be compared with the first four letters of the alias. If they match, the request will be resubmitted to IRS using the alias. Again, the State will be provided with the message "Request Resent Using Alias." (See Attachment 1.)

B. Station Numbers

The addition of two more access points to tie Federal PLS necessitates a new control field, identified as the "station number."

Each office within a State authorized under the new regulations (§ 302.35) to submit requests to the Federal PLS will be identified by a station number. The central State PLS currently submitting requests and the requests currently active will automatically be assigned station number 001. Station numbers 002 and 003 will be assigned to other access points if and when additional ones are designated.

For terminal States, the station number will be incorporated in the user ID, which will be assigned during terminal training sessions. For States utilizing other modes of access, the station numbers will be assigned when the office is approved as an access point, and will be indicated by that office on all incoming requests. The station number will appear in report headings coming from the Federal PLS.

As was outlined in the instructions for requesting information from the Federal PLS from multiple access points within a State (OCSE-AT-78-16), additional stations within a State must access the Federal PLS in the same mode used by the central State PLS. Exceptions may he granted by OCSE in cases where an additional site in a hard copy State wishes to access the Federal PLS automatically, in terminal States, all new access points must have terminals as well.

C. Duplicate SSNs

Previously, if two States were looking for the same absent parent, the Federal PLS system would accept only the first request. The second State received a message that the case had been rejected because a particular State (nameprovided) had already entered the SSN. Now, the Federal PLS will accept requests for information on duplicate SSNs as long as the cases belong to different States or station numbers within a State.

II. Information for Terminal States

In addition to the unique user ID, a unique security code will be established for each station. Sign-on will accomplish identifying the station. These security codes will be assigned during the terminal training session.

III. Information for Hard Copy States

A revised hard copy request form (OCSE-4) has been designed, and will be distributed as soon as a supply is available. Old forms are to be used until new ones are provided, but their use is to be discontinued when revised forms arrive. Changes in Form OCSE-4 are explained below.

A.A two-character State abbreviation must be entered to identify the State entering the request.

B.The station number (1, 2 or 3, as assigned) must be provided following the State abbreviation to identify a particular office within the State.

C.Space has been provided for a "Y" or "N" indication of whether the absent parent was ever employed by the Federal government. This field is not yet in use; it was added in anticipation of a later system modification. Further information will be provided.

Besides these additions, the "court ordered" and "arrest record" fields have been deleted, and the order of data elements has been altered for greater ease in keypunching.

IV. Information for Tape/Card States

A required new tape format has been created, as shown in Attachment II. The old format may be employed until tape States can respond to the new requirements.

ATTACHMENTS: Sample address information report; new magnetic tape format.

INQUIRIES:Regional Representatives, OCSE

ATTACHMENT 1

PAGE 1

FEDERAL PLS ADDRESS INFORMATION REPORT-DOD/DOT STATE: KS STATION 1

FROM DEPARTMENT OF DEFENSE OR DEPARTMENT OF TRANSPORTATION

DOD-MARINES KS 1 09/02/78 PAGE 1

SSN: 029422584 CASE ID: 087-31-967531 LOC ID: 087

RPT PERIOD: 09/02/78

LAST NAME 326

PHILLIP WESLEY

1212 MAIN

FAIRMONT, WEST VIRGINIA

67890

***************** END OF OUTPUT FOR STATE: KS STATION: ************

PAGE 2

FEDERAL PLS ADDRESS INFORMATION REPORT-SSA STATE: LA STATION: 2

FROM SOCIAL SECURITY ADMINISTRATION

SSA LA 2 09/02/78 PAGE 2

SSN: 232708202 CASE ID: 35109125 LOC ID: BBB RPT PERIOD: 0978

ESTAB #

LAST NAME 313

GREGORY JAMES

SPEEDY CAR WASH

22222 MAINSTREET

BATON ROUGE LA

SSA LA 2 09/02/78 PAGE 2

SSN: 233948173 CASE ID: 361151087 LOC ID: KKK RPT PERIOD:

ESTAB #

LAST NAME 314

PHILLIP CRANSTON

RESENT USING ALIAS

ATTACHMENT 2

1 of 3

PUNCHED CARD AND TAPE FORMAT

____________________HEADER RECORD____________________

RCD/CD TYPE COL, LENGTH

0 1,1 "O"

2,2 STATE ABR

4,1 STATION NUMBER

5,8 DATE (MM/DD/YY)

__________REQUEST WHERE SSN IS KNOWN_________________

RDC/CD TYPE COL, LENGTH

1. 1,1 "1"

2,1 TRAN TYPE - A,M,R,L

3,2 STATE ABR

5,1 STATION NUMBER

6,15 CASE ID

21,9 SSN

30,3 LOCAL ID

33,1 MIL.SERVICE - 1,2,3,4,5,9

34,1 RETIRED MIL - Y or N

35,1 V.A. BENEFITS - Y or N

36,1 TYPE OF CASE (AFDC - Y or N)

37,1 NON-AFDC (IF 36=N, 1 or 2)

38,1 RECENT EMPL ADDR - Y or N

39,22 UNUSED

61,20 ALIAS (LAST NAME ONLY)

2. 1,1 "2"

2,1 UNUSED

3,2 STATE ABR

5,1 STATION NUMBER

6,15 CASE ID

21,9 SSN

30,15 FIRST NAME

45,15 MIDDLE NAME

60,20 LAST NAME

80,1 UNUSED

2 of 3

REQUESTS WHERE SSN IS UNKNOWN

RCD/TYPE COL, LENGTH

3. 1,1 "3"

2,1 TRAN TYPE - A,M,R,L

3,2 STATE ABR

5,1 STATION NUMBER

6,15 CASE ID

21,9 UNUSED

30,3 LOCAL ID

33,1 MIL SERVICE - 1,2,3,4,5,9

34,1 RETIRED (MIL.) - Y or N

35,1 V.A. BENEFITS - Y or N

36,1 TYPE OF CASE (AFDC - Y or N)

37,1 NON-AFDC (IF 36=N, 1 or 2)

38,1 RECENT EMPL. ADDR - Y or N

39,22 UNUSED

61,20 ALIAS (LAST NAME ONLY)

4. 1,1 "4"

2,1 UNUSED

3,2 STATE ABR

5,1 STATION NUMBER

6,15 CASE ID

21,9 UNUSED

30,15 FIRST NAME

45,15 MIDDLE NAME

60,20 LAST NAME

80,1 UNUSED

5. 1,1 "5"

2,1 UNUSED

3,2 STATE ABR

5,1 STATION NUMBER

6,15 CASE ID

21,8 DATE OF BIRTH (MM/DD/YY)

29,20 PLACE OF BIRTH (CITY)

49,20 " " " (STATE)

69,12 UNUSED

6. 1,1 "6"

2,1 UNUSED

3,2 STATE ABR

5,1 STATION NUMBER

6,15 CASE ID

21,10 FATHERS FIRST NAME

30,1 " MIDDLE INITIAL

32,19 " LAST NAME

51,10 MOTHERS FIRST NAME

61,1 " MIDDLE INITIAL

62,19 " MAIDEN NAME

3 of 3

TRAILER RECORD

RCD/TYPE COL, LENGTH

9. 1,1 "9"

2,2 STATE ABR

4,1 STATION NUMBER

5,9 BATCH TRANSACTION COUNT