Procedures for the Optional Electronic Submission of State Plan Material

DCL-01-47

SEPT 4, 2001

TO: ALL STATE IV-D DIRECTORS

RE: Procedures for the Optional Electronic Submission of State Plan Material

Dear Colleague:

For the past several years, the Office of Child Support Enforcement (OCSE) has been developing an electronic version of State Plan Material. We have worked hand in hand with several regional offices to create a pilot test allowing them the option of electronically submitting State Plan Material. As a result of the success of this pilot test and an effort to become a paperless society, Central Office is now expanding this option to the State IV-D Agencies. Although this is an option, Central Office is issuing procedures for the optional electronic submission of State Plan Material.

These electronic State Plan Submission Guidelines do not supersede Action Transmittal OCSE-AT-00-10. These guidelines provide the State IV-D Agency the option of electronically submitting the second copy of the Transmittal and Notice of Approval of State Plan Material (Form OCSE-21-U4) and State Plan Pre-Print Pages into the OCSE State Plan System. The State Plan Material consists of the State Plan Pre-Printed pages, Form OCSE-21-U4, related attachments and contains all information necessary for OCSE to determine whether a State Plan can be approved.

CURRENT REQUIREMENT FOR STATE PLAN SUBMITTAL

According to Action Transmittal OCSE-AT-00-10, once the State receives the Governor’s designee’s approval, two copies of the completed State Plan Material or amendment with two copies of any attachments should be submitted to the Regional Office. Two copies of a completed and signed copy of the Form OCSE-21-U4 are to accompany the State Plan Pre-Print Page. The State should assign a number to Form OCSE-21-U4. If there is no number assigned by the State, the Regional Office must assign a number and communicate the number to the State IV-D agency in the acknowledgment letter.

OPTIONAL ELECTRONIC SUBMISSION OF SECOND COPY OF STATE PLAN MATERIAL

The original copy of the completed State Plan Material and two copies of attachments will be submitted in hard copy to the Regional Office. The State Plan Material consists of the Legislative Regulatory Analysis Checklist (LAC), when change is made in the legislation, the Transmittal Form with original signature (OCSE-21-U4) and updated or amended Pre-Printed Pages. The Region will forward the State Plan Material in hard copy to Central Office. If the State IV-D Agency wishes to elect the option of submitting the second copy of the State Plan Material electronically, the second copy will be entered into the electronic OCSE State Plan System. This is a system by which Central Office has a created a web site address that will allow the State IV-D users to enter and update data on the State Plan Pre-Print Pages. The OCSE State Plan System allows the user to fill out a new Form OCSE-21-U4 for the pre-print page changes, then unlocks the pre-print page for users to make the necessary changes, and then once Form OCSE-21-U4 is completed the system then locks the pre-print page again. If there is a legislative change, the user can also access and update the Legislative Regulatory Analysis Checklist.

If the State IV-D Agency is interested in electronic submission of the State Plan Material they may contact the Division of Policy at 202-401-9386 for the web site address, identification number and password.

Sincerely,

Frank Fuentes
Acting Commissioner
Office of Child Support Enforcement