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How to refer CSS cases to a Tribal IV-D Program

Oklahoma has ten Comprehensive Tribal IV-D Programs; however, Oklahoma has over 30 recognized tribes within its borders and any tribe could decide to apply for their own tribal IV-D program at any time. Workers need to know the process of how to handle transfer requests when received from a Tribal IV-D Program.  The Center for Coordinated Programs (CCP) has a tribal department that now handles outgoing and incoming tribal related Intergovernmental cases.

What is CSS telling its staff and what factors affect the decisions? This article will delve into the following factors:

  • Transfer vs. “Referral”
    • Changes in federal terminology
    • Evolution of the Code of Federal Regulations
  • Mandatory CSS cases
    • Legal mandates by federal and/or state law
    • TANF, state IV-E funded foster care
    • All applicants for Child Support services
  • OSIS
    • On the same system vs. different system
  • 45 CFR 303.7 = Intergovernmental
    • Defines the procedural relationship between states and other states or tribes
    • 303.7(c)(4)(ii) Refer any intergovernmental IV-D case to the appropriate State Central Registry, Tribal IV-D program, or Central Authority of a country for action, if one-state remedies are not appropriate;
  • Oklahoma Child Support Services must accept referrals from other states and tribes for Intergovernmental cases
  • The Center for Coordinated Programs sends intergovernmental referrals to states and tribes.

Transfer or Referral of Cases to Tribal IV-D Programs

There is no such thing as an old-fashioned “transfer” of a case; with Tribal programs the term is “referral.” In other words, we do not send our physical file(s) to other IV-D programs, CCP will make referrals.

  • CSS staff are instructed to learn:
    • Is there a Tribal IV-D program that might help the customer?
    • If an Oklahoma Tribal IV-D program, are they using OSIS as their case management system?
    • Is there current or former “state assistance” owed?
    • Have one of the parties applied for IV-D services
      • With CSS?
      • With the Tribal IV-D program?
Note: The Oklahoma Tribal IV-D Programs article in Quest discusses which of the ten comprehensive Tribal IV-D programs use OSIS and which ones do not. You can also use the article to find out the Tribal OSIS code for those tribal IV-D programs using OSIS by clicking on the tribal name.

Listed below are four different scenarios that the worker needs to understand when considering a referral to a Tribal IV-D program:

  1. If the previous CSS applicant now applies for Tribal IV-D services:
    1. If no mandatory referral and no state debt, Applicant may choose service provider (CSS or Tribal).
    2. CSS provides copies of documents or information as requested by applicant or Tribal IV-D Program.
    3. If Tribal IV-D is using OSIS, the OSIS case record can be updated to the Tribal OSIS code.
    4. Then CSS involvement stops.
  2. If the previous CSS applicant now applies for Tribal IV-D services:
    1. If no mandatory referral and no state debt, Applicant may choose service provider (CSS or Tribal).
    2. CSS provides copies of documents or information as requested by applicant or Tribal IV-D Program.
    3. If Tribal IV-D is not using OSIS, CSS closes its case.
  3. If the previous CSS applicant now applies for Tribal IV-D services:
    1. If mandatory referral (i.e. TANF) or state debt.
    2. If Tribal IV-D is using OSIS, the OSIS case record can be updated to the Tribal OSIS code.
    3. CSS will provide copies of documents or information as requested by applicant or Tribal IV-D Program.
    4. Tribal IV-D will be asked to make collections through the Centralized Support Registry.
  4. If the previous CSS applicant now applies for Tribal IV-D services:
    1. If mandatory referral (i.e. TANF) or state debt.
    2. If Tribal IV-D is not using OSIS, CCP may make an outgoing intergovernmental referral and update the REFA/U screen.
    3. Reach out to CCP by emailing Tribal.central@okdhs.org and we will coordinate with the tribes to verify they can work the case.
    4. If referred, Tribal IV-D will be asked to make collections through the Centralized Support Registry.

There will be more than the 4 scenarios listed above, please reach out to CCP at CSS.Tribal.central@okdhs.org when you do come across these and we will assist you.

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