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A/C Prep

This article outlines the information needed before starting an A/C.

  1. Review and List All Court Orders (in file and on OSCN/ODCR):

    Court Orders contain important information necessary to accurately complete an arrearage computation (A/C). Identify the following:

    • Date of the order;
    • Judge’s signature (to ensure the order is valid);
    • Amount, effective date, and obligor of current child support, medical amounts, and the children with support ordered; and
    • Any judgments that have been ordered.
  2. Review and List Other Important Documents

    There might be other documents located in the file that may affect the balances on a child support case and this information will need to be included on the A/C. Review the file for:

    • Affidavit of payments;
    • Proof of direct child support payments;
    • Signed and notarized waiver letters;
    • Emancipation documents;
    • Documents for custodial timeframes;
    • Records of microfiche for IV-A timeframes;
    • Intergovernmental A/Cs; and
    • Proof of state or federal administrative offsets from other states.
  3. Identify all (Temporary Assistance for Needy Families) TANF, Foster Care, and Medicaid Case Numbers

    Using the PY transaction, identify all C, H, and HCA numbers for each child’s social security number. If a KK case number is listed, you must research the child’s history on the Foster Care Inquiry Tool.

  4. Identify Payees/CPs

    Access CMM for each C and H case. Verify that the payee on the case (PAY REL = P or R) is the custodial person (CP) on the child support case, and that the child(ren) listed on CMM are the same as those on the child support case. If the children on the child support case are not included on the CMM for the C or H case, the C or H case does not need to be reviewed further.

    Notice the F25 field on CMM.  If there is not an A, F, or R in this field for the person, it is not considered an assistance case for the purposes of the arrearage calculation.

    Access HCAL screen &/or Agency View for all HCA case numbers.  Verify that the Medicaid applicant is the CP on the child support case, and that the child(ren) listed on HCAL or Agency View are the same as those on the child support case.  If the children on the child support case are not included on HCAL or Agency View for the HCA case, the HCA case does not need to be reviewed further.  Please see Medical CE for more information on this process.

    If there are multiple CPs caring for the child over time, note these time frames as well.  If there are multiple TANF cases, list all assistance time periods for each case.

    When custody changes in a given month, child support will be owed to the new CP with custody on the first day of the month following the custody change [340:25-5-133 (a)(2)]

  5. Preparation of Key Data

    TANF:

    For each month the CP received TANF the current child support will be assigned to the State.  There is a column for TANF on the A/C. For more information on TANF research, see the TANF Quick Reference Guide .

    Foster Care:

    For each month the children were in foster care (per information from the Foster Care Inquiry Tool &/or eKIDS/KIDS), the current child support will be assigned to the State.  There are columns for Foster Care on the A/C.

    Note: If TANF and Foster Care are paid for the same month, current support will be charged as foster care on the AC.

    For information on spousal support owed on TANF and foster care cases, see A/C and Spousal Support article.

    Conditionally Assigned Balances:

    Prior to 10/1/98, when a CP certified for TANF, any accrued past due Non-PA balances (including spousal support) were permanently assigned to the State.  This assignment was limited to the amount of the Unreimbursed Assistance Balance (URA) balance.

    From 10/1/98 through 09/30/09, when a CP certified for TANF, any accrued Non PA past due balances (including spousal support) were conditionally assigned to the State. There were two conditions:

    1. If the balances were collected while the CP was on TANF, the receipt was retained.
    2. If the balances were collected with an IRS receipt, the receipt was retained.

    Beginning 10/1/09, two changes were made:

    1. Non PA balances no longer assign when a CP certifies for TANF.
    2. The only time a conditionally assigned balance is retained is if it is paid with an IRS receipt.

    In Summary:

    Prior to 10/1998: Payee (CP) had to permanently assign all Non-PA arrears (Z).

    10/1998-09/2009: Payee (CP) had to conditionally assign all Non-PA arrears (D).

    10/2009-Present: Payee (CP) doesn’t have to assign arrears at all.

    Medicaid Services:

    If the children are receiving Medicaid services, any ordered cash medical amounts will be assigned to the State and paid to the Oklahoma Health Care Authority.  There are two places where Medicaid services can be verified. They are:

    1. The CMM screen: If the children have an M in the F24 field and an A or an O in the F25 field of the CMM screen, this means that they are receiving Medicaid services.
    2. The HCAL/HCAI screens (HCAL (sp) HCA number) – or Agency View If there is an HCA number on the CCPU screen, this means the CP has been certified for medical services through the Oklahoma Health Care Authority. The HCAL or Agency View screens list the participants on the HCA case. From the HCAL screen the worker can enter an S in the SEL field to access the HCAI screen. This screen lists when Medicaid services began (in the ELIG BEG DATE field) and when they will expire (in the ELIG END DATE field).

    Fixed Medical:

    Because fixed medical expenses are owed to the person incurring the ongoing expense, there may be some situations where it does not follow the child. To determine to whom fixed medical is owed, see Instructions to Staff 340:25-5-168 ITS 9.

  6. Direct Payments

    Enter all payments made direct from the non-custodial parent (NCP) to the CP using CFPL.

See CSQuest article Arrearage Computation Legal Authorities.