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Appendix 5532: Child Support: Instructions and Troubleshooting for Foster Care Eligibility Specialists

CPS December 2013

How to Make an Automated Referral to the OAG

The foster care eligibility specialist sends a DFPS child support case to the Office of the Attorney General (OAG) by sending an automated referral through the IMPACT case management system.

After the initial referral has been sent to the OAG, the IMPACT system continues to update the case automatically as changes are recorded to the child’s SUB REG stage; for example, if a change (such as a denial or transfer of eligibility, a change in the child’s billing service level, or a change in legal status indicating the termination of parental rights) is recorded in IMPACT, IMPACT’s electronic referral feature updates the case in the OAG’s automated system.

Initiating an Automated Referral

When the eligibility specialist receives a court order requiring child support, the specialist does as follows:

1.   Completes the following steps in IMPACT:

  •  Records a new Eligibility Summary for the child, making the child’s eligibility for support effective on the start date specified in the court order

  •  Changes the default review date, so that the original review date is retained

  •  Checks the box Child Support Is Court Ordered on the new Eligibility Summary page

  •  Notes in the comments section: Received court order requiring child support

2.   Prepares a copy of the court order that requires child support, as follows:

  •  Writes on the copy of the court order the IMPACT Person ID of each child listed on the order. This allows the automated system used by the Office of the OAG to open a case that is linked to the child’s Person ID.

  •  Sends the copy of the court order to the OAG’s support officer for foster care by email, or by fax at (512) 460-6599. To obtain the name of the support officer for foster care, the eligibility specialist contacts child support program specialist at the DFPS state office.

Monitoring for Errors That Prevent Automatic Referral

When DFPS’s IMPACT system refers a child support case to the OAG, a daily report called the Texas Attorney General Interface Exception Report is generated in IMPACT. The report identifies referrals that are prevented from being transmitted to the OAG because of an error.

DFPS foster care eligibility staff monitor the exception report and correct the errors.

The report is accessible through the Reports tab in IMPACT, under AG/CSUP Exception Report. All foster care eligibility specialists and their supervisors have access to the report. Specialists and supervisors who do not have access to the report through the Reports tab in IMPACT must call the DFPS Help Desk at (877) 642-4777 and ask to be added to the report’s distribution list.

For every referral made through IMPACT, the foster care eligibility specialist must:

  •  review the exception report the day after making an automated referral to ensure that the child’s referral does not appear on the exception report;

  •  correct errors according to the instructions below, under Clearing Errors on the Exception Report; and

  •  review the exception report the day after the error is corrected to ensure that the child’s case has dropped off the exception report and been transmitted to the OAG’s automated child support system.

Clearing Errors on the Exception Report

The daily exception report includes:

  •  the child’s name, person ID number, legal status, county, and region;

  •  the IMPACT Person ID number of the eligibility specialist who made the referral; and

  •  a message that describes what caused the child’s case to appear on the exception report.

To correct a specific error, the foster care eligibility specialist completes the related Action Required item in the child’s SUB REG stage, as described in the following table:

Exception Message

Exception Description

Action Required

NO BILLING SERVICE LEVEL FOUND FOR IV-E CHILD

There is no billing service level (BSL) for the child, who is Title IV-E eligible.

Add a BSL for the child. If the child is not in a paid foster care placement change the Selected eligibility to Medical Assistance Only (MAO).

NO AUTHORIZED SERVICE LEVEL FOR IV-E OR STATE-PAID CHILD

There is no authorized service level (ASL) for the child, who is eligible for either Title IV-E or state-paid assistance.

Add an ASL for the child.

If child is not in a paid foster care placement change the Selected eligibility to MAO.

NO SERVICE LEVELS FOR CHILD

There is no service level (ASL, BSL, or RSL) for the child.

Add an ASL and BSL for the child.

If child is not in a paid foster care placement add a Requested Service Level (RSL).

NEW ELIGIBILITY NEEDED

TO SEND REFERRAL

A new eligibility assessment must be created to send the referral.

Add a new eligibility assessment in the child’s SUB REG stage and check the box Child Support has been court-ordered for the child.

MEMBER HAS NO

PERSONAL DETAIL

There is no detailed information on this person or the conditions for entering a name are not being met.

Add information for the parent or child on the Person List in the child’s SUB REG stage, including the person’s name, date of birth (DOB), gender, ethnicity, language, relationship, and person identification number (PID).

Ensure that the parent’s or child’s name meets the following conditions:

  •  The name is the primary name

  •  The name cannot be marked as invalid

  •  The name does not have an end date

NO PARENT IS ASSOCIATED

WITH THE CASE

There has to be at least one parent associated with this child.

Ensure that persons ordered to pay child support are included in the Person List in the child’s SUB REG stage and have the Rel/Int types listed below in that stage.

  •  PB – Birth Mother, PA - Mother, PD - Mother (legal only), AP – Adoptive Mother.

  •  AB - Absent Father, PB - Birth Father, PA – Father ,PD – Father (legal only), AP - Adoptive Father, or AB - Absent Father

If none of these Rel/Int types are applicable to the person ordered to pay child support, contact the CPS Federal and State Support Division in the DFPS state office for guidance.

Correcting the error may require assistance from the caseworker assigned as the primary worker on the child’s SUB REG stage.

Making the OAG Aware of Issues

After receiving Form 1702 Foster Care Case Referral from the caseworker, the eligibility specialist:

1.   Reviews the form to ensure:

  •  that the drop-down box Foster Care Type Program reflects the family’s eligibility status for foster care; and

  •  that the section Special Notes and Comments About the Case includes the child’s eligibility history from the date that the family was ordered to pay child support to DFPS.

2.   Sends by e-mail, or by fax at (512) 460-6599, both the completed Form 1702 and the court order for child support to the OAG Child Support Division’s support officer for foster care.

Troubleshooting When Support Is Not received

In most cases, court-ordered child support payments are not received because:

  •  the program type for the child support case is incorrect in the OAG’s system; or

  •  the case has not been opened on the OAG’s system.

Wrong Program Type

Sometimes child support is not received because the OAG system shows the child’s placement as a Type Program 08 (Title IV-E-paid) or Type Program 10 (state-paid) placement, rather than as a Type Program 09 (MAO). If the case does not appear as Type Program 09 (MAO), the child support is not forwarded to the relative or caretaker until it is corrected in the OAG’s system.

To correct a child’s program type, the eligibility specialist does the following:

1.   Ensures that the placement and the address are entered in IMPACT, so that DFPS accounting staff can forward the child support to the correct address

2.   Records a new Foster Care Eligibility type in the child’s SUB REG stage for the Type Program 09 (MAO), codes it as effective on the date that the child was placed with the relative or caretaker, and checks the box Child Support Is Court Ordered for that eligibility type

3.   Asks the child’s caseworker to complete the first five sections of Form 1702 Foster Care Case Referral to the OAG and send it to the eligibility specialist

4.   Reviews Form 1702 to ensure that the drop-down box Foster Care Type Program reflects a Type Program 09 (MAO) status

5.   Completes Section VI – Special Notes and Comments About the Case – to reflect the child’s eligibility history from the date that the child support was ordered.

For example, to request changing the child’s program type from Type Program 10 to Type Program 09, the worker notes the following:

  •  Type Program 10 from 3/1/2012 until 3/5/2012

  •  Type Program 09 effective 3/6/2012

For child-support purposes, there may be no overlapping dates. It is important that the section Special Notes and Comments About the Case reflect the Type Program history from the date that the child support was ordered to ensure that any funds collected are applied correctly.

6.   Sends a copy of the completed Form 1702 and the court order for child support to the OAG Child Support Division’s support officer for foster care by fax to (512) 460-6599 or by email.

Case Is Not Open

If a DFPS child support case has never been opened since the date that the child support was ordered and more than one Foster Care Type Program has been recorded for the child, the eligibility specialist:

1.   asks the child’s caseworker to complete the first five sections of Form 1702 Foster Care Case Referral to the OAG and return it to the eligibility specialist;

2.   reviews Form 1702 to ensure that the drop down box Foster Care Type Program reflects the current foster care eligibility status;

3.   completes Section VI – Special Notes and Comments About the Case – to reflect the child’s eligibility history from the date that the child support was ordered;

4.   sends, by e-mail or fax at (512) 460-6599, the completed Form 1702 and the court order child support to the OAG Child Support Division’s support officer for foster care; and

5.   records a new Foster Care Eligibility type in the child’s SUB REG stage, effective the date that Form 1702 was sent to the OAG and checks the box Child Support is Court Ordered for that new eligibility type.

How to Close a Case Related to Conservatorship or Parental Rights

Within seven to 10 days of receiving a copy of an order or decree from a child’s caseworker, the eligibility specialist prepares a copy of the dismissal or termination court order as follows:

  •  Writes on the copy of the court order the IMPACT Person ID for each child listed on the order for whom child support had been ordered.

  •  Sends the copy by e-mail or by fax at (512) 460-6599, to the support officer for foster care in the OAG’s Child Support Division’s.

      To obtain the name of the OAG’s child support officer for foster care, the eligibility specialist contacts the child support program specialist at the DFPS state office.

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