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FCR Conference Call: SSA Title II Pending Claim File

May 7 and 8, 2008

Published: July 24, 2008
Information About:
State/Local Child Support Agencies
Topics:
Federal Systems, Federal Case Registry (FCR)
Types:
Release Manifest/Specifications, Technical References
Tags:
External Locate, Location Systems, Social Security Benefits

Participating States

Alabama, Arkansas, Arizona, California, Connecticut, Delaware, Florida, Georgia, Hawaii, Iowa, Idaho, Illinois, Indiana, Kansas, Maryland, Massachusetts, Michigan, Minnesota, Missouri, Mississippi, Montana, North Carolina, North Dakota, Nebraska, New Hampshire, New Mexico, New York, Ohio, Oklahoma, Oregon, Rhode Island, South Dakota, Utah, Virginia, Washington, Wisconsin, and West Virginia.

Purpose of the Call

On May 7 and 8, 2008, the Federal Office of Child Support Enforcement (OCSE) facilitated conference calls with States to discuss the FCR Title II Pending Claim file and review the related FCR Release Specifications and record layout. Additionally, the option for States to request a “sweep” process whereby existing FCR participants may be matched to the SVES Title II file was discussed.

Title II Pending Claim File

SVES identifies persons that are receiving SSA benefits and/or have been denied, suspended or terminated, but does not return data about persons with pending claims. Because it may take 18 months or longer for a claim to be awarded, many recipients are also awarded a lump sum benefit along with the regular monthly benefit when a claim is finally approved. Lacking information about the pending claim, child support agencies often miss the opportunity to intercept the initial benefit as well as any lump sum payments. The new Title II Pending Claim file will allow States to issue the income withholding order (IWO) in a timelier manner and collect lump sum payments. This information should help increase collections and reduce arrears.

With this enhancement, when SSA adds or changes a Title II pending claim, SSA will match the participants (claimants) from the Title II Pending Claim File against the SSNs on the FCR. The Title II Pending Claims file is actually each day’s application activity that is intercepted for FCR matching prior to the data being uploaded to an SSA database. With each day’s matches, the Title II Pending Claim information will be sent to the State as long as:

  1. The person is on an open IV-D case,
  2. The person has a verified SSN/Name combination,
  3. The person does not have a Family Violence Indicator (FVI), and
  4. The State has elected to receive the Title II Pending Claims file by submitting the Title II Pending Claims Options form.

States should issue the IWO immediately upon notification of a match with the Title II Pending Claims file. SSA will enter the IWO data into their Court Order Garnishment System (COGS). Before a payment is released to the beneficiary, the COGS system is checked. IWOs will remain in COGS indefinitely. If the IWO is older than one year, SSA will contact the IV-D agency to verify that the IWO is still valid and to verify whether the garnishment amount and arrears are correct.

Additionally, when States are notified of a pending Title II Claim for the obligor, they should notify the CP to go to the local SSA office and apply for benefits for the child(ren) so that when the obligor is awarded, the child(ren) will receive a benefit and possible lump sum payment as well.

In order for States to receive the Title II Pending Claim file, they must complete the data election form (see Release 08-01). 

Title II Sweep

In conjunction with the State opting to receive FCR/Pending Claim matches, they will also have the option to request a sweep of their FCR person records against the Title II file. This match with the Title II SVES record will return information for participants as selected by the State in their SVES Proactive Matching data election form, and should serve as a caseload baseline for SSA data. The Title II Sweep Options form is not yet available. An E-Flash with the form attached will be sent out when the process becomes available.

Record Layout

The following descriptions define in greater detail some of the data elements that are returned on the new FCR Title II Pending Claim Response Record.

SSA District Office Address

Field Name Location Length A/N Comments
District Office Mailing Address Text 676-802 22 A/N This field contains the default District Office Mailing Address.

 

The SSA District Office address returned to States will be the address of the District Office that is closest to the main Child Support Office in the State. This may be an SSA office in or near to the capital city. SSA is in agreement with this plan and does not foresee that the volumes of IWOs generated from the Title II Pending Claim file will be sufficient to cause any workload disruption. It is estimated that Title II Pending Claim information will be returned in small numbers each day. It is believed that this will not cause a hardship for the SSA office staff.

 

Name Matched Code

Field Name Location Length A/N Comments
Name Matched Code 64 1 A/N This field contains a value to indicate which name matched the name on the Title II Pending Claim record:
  1. First letter of First Name, first four letters of Last Name
  2. First letter of Additional First Name 1, first four letters of Additional Last Name 1
  3. First letter of Additional First Name 2, first four letters of Additional Last Name 2
If the Name or Additional Names do not match a Title II Pending Claim Returned Name, this field contains a space.

 

This field can be used to determine which name (Primary, First Additional, Second Additional) provided by the FCR matched the name on the Title II Pending Claim file.

 

Social Security Number

Field Name Location Length A/N Comments
SSN 314-322 9 A/N This field contains the Primary SSN that is stored on the FCR Database for the matched person.
Other SSN 377-385 9 A/N This field contains the SSN that was used in the match:
  • If the SSN Match Code is an 'M' this field contains the Additional/Multiple SSN that was used in the match. (The SSN in this field is different from the SSN in the SSN field.)
If the SSN Match Code is a 'V', this field contains spaces. (The SSN that was used in the match is in the SSN field.)
SSN Match Code 386 1 A/N This field contains a value to indicate which SSN was used in the match.
M - The Other (Additional/Multiple) SSN was used in the match.
V - The SSN was used in the match.

 

These fields work together to provide the SSN that was used in the match with the Title II Pending Claim file.

 

Claim Type Code

Field Name Location Length A/N Comments
Claim Type Code 387-388 2 A/N This field contains a value to indicate the claim type:
AU - Auxiliary
DI - Disability
RI - Retirement
SU - Survivor Benefits
This field contains spaces if claim type is not available.

 

This field describes the type of claim being filed. Auxiliary and Survivor benefits are paid to dependents and spouses. Disability and Retirement benefits are paid to the primary wage-earner and should trigger income withholding.

 

Participant Type Code

Field Name Location Length A/N Comments
Participant Type Code 911-912 2 A/N This field contains a value to define the matched person's Participant Type on the case:
CH - Child
CP - Custodial Party
NP - Noncustodial Parent
PF - Putative Father
If the Match Type is 'N' and the person is on multiple cases, the Participant Type that is returned is determined based on the following hierarchy: 'NP', 'PF', 'CP' and 'CH'.

 

This field will display the participant type that was found from the match. Participants with multiple participant types will have their participant type returned according to the hierarchy indicated. Participants flagged as Noncustodial Parents should have an IWO issued as soon as possible, preferably in an automated manner.

 

Questions and Answers

  1. Question: Will the District Office address being provided in the Title II Pending Claims file affect the District Office address that is returned in the SVES file?
    Answer: No. The District Office address within the SVES record will continue to be the District Office closest to the beneficiary’s address.
  2. Question: Does my State have to be signed up for the SVES proactive match in order to receive the Title II Pending Claims file?
    Answer: No, the State does not have to elect to receive SVES proactive data to get the Title II Pending Claims file. However, the State must elect to receive proactive SVES data in order to take advantage of the SVES Title II “sweep”.
  3. Question: If we add a new case to the FCR, will we receive proactive matches from the pending file for those case participants?
    Answer: You will receive a Title II Pending Claims match on that person if that person subsequently applies for Title II benefits. However, the Title II Pending Claims file is not matched when a person is added to the FCR.
  4. Question: What happens if we add a dependent to an existing case two years later and that child already has a Title II Pending Claim with SSA?
    Answer: A Title II Pending Claim match is triggered by a new or changed claim for Title II benefits from SSA. No match is triggered based on the addition of a person to the FCR.
  5. Question: When does information hit the pending claims file?
    Answer: As soon as someone applies for SSA benefits, the information is entered into SSA’s system by the date of application. Applications are entered in a timely manner.
  6. Question: How do I notify OCSE that I would like the SVES Title II sweep?
    Answer: The Option form is not yet available, but will be available at the same time an EFlash is published announcing the sweep.
  7. Question: If an NCP applied for SSA benefits on a Monday and a CSE case was opened the following Friday, would CSE receive the pending claim information?
    Answer: No. While accessing the pending file helps significantly, there is still a small gap. In this example, CSE would not receive Title II Pending Claim information upon the addition of the person to the FCR. If SSA makes a change to the existing Title II Pending Claim, the State will be notified provided that the person is on an open IV-D case, has a verified SSN, does not have a Family Violence Indicator (FVI) and the State has elected to receive the Title II Pending Claims file.
  8. Question: Do SSA applicants who are denied benefits “drop off” the Title II Pending Claim File?
    Answer: SSA records the first disposition of applications on their MBR record. Consequently, a SVES locate request would return that disposition. In the case of a denied claim, the denied status will be reflected on the SVES file. However, many denied claims are appealed and the denial may eventually be reversed. Sending an IWO on a denied claim may still result in child support collections if the claim is later awarded, along with a lump sum payment for the delayed months.
  9. Question: If a CSE case is opened after an NCP makes application for SSA benefits, could the State query the FCR for the pending file data?
    Answer: No, the pending file match information is not stored on the FCR and OCSE is not authorized to query the database that stores pending claims.
  10. Question: Should an IWO be sent to SSA for each IV-D case an NCP has?
    Answer: Yes, just as you would send an IWO for each case to an employer.
  11. Question: Will States be able to request a sweep later on if they are not ready at this point?
    Answer: Yes
  12. Question: Is there a print program available for the pending file results?
    Answer: Yes, based on responses from States participating on the call, the pending file results will be included in the existing print program.
  13. Question: Our State does not have plans to implement the Title II Pending Claims file until later in the year. When we implement this enhancement, can we request all the Title II Pending Claims matches that we may have missed in the intervening months?
    Answer: No. Daily matches are conducted between the FCR and the daily Title II application transactions, prior to those transactions being added to the SSA database. The Title II Pending Claims are not stored on the FCR and there is no match conducted from the FCR to the database where pending claims information is stored. It is important that States begin storing the Title II Pending Claims information as soon as practical, since previous match data cannot be reconstructed.