C-IV / WIS

1
C-IV / WIS State Fraud Bureau

• Tax Intercept Training

2
Agenda

• Schedule of C-IV / WIS Interface
• Establishment logic and timeline
• Decrease / Suspend / Reactivate logic and
  timeline
• Increase logic and timeline
• Deletion logic and timeline
• Address Change / Alias logic and timeline
• Annual Balancer
• C-IV pages affecting Tax Intercept
• Tax Intercept Reports in C-IV
• Tax Intercept Reports not in C-IV
• Additional Information
• Questions

3
Schedule of the C-IV / WIS Interface

• C-IV to WIS
• Weekly on Friday nights after 8pm
• Timeline for processing of records from C-IV
  through WIS back to C-IV
• All incoming records from C-IV are processed on a
  weekly basis. If records are received on a
  Friday they are processed the following Wednesday
  or Thursday and the County Cleared Edits and
  County Edit Error reports are sent to Tumbleweed
  at that time.
• All records are posted at TOP/FTB the following
  week after they are received.

4
Recovery Account Detail Page
5
Establishment logic

• C-IV establishes WIS accounts per Recovery
  Account Responsible Party.
• C-IV does not roll up multiple debts into one WIS
  account
• Each Recovery Account is established
  independently per Responsible Party
• Unique Establishment County Code / Social
  Security Number / Delinquency Date

• C-IV determination logic on who to Establish.
• 1) The Recovery Account Responsible Party must
  have an "Active" status
• 2) The Responsible Party must have their Tax
  Intercept indicator marked as "Yes"
• 3) Must be a "Regular" Recovery Account
• 4) Recovery Account must have one of the
  following cause codes
• - Food Stamps IPV Waiver
• - Food Stamps IPV ADH
• - Food Stamps IPV Court
• - Cash Potential IPV
• - Cash IPV Waiver
• - Cash IPV ADH
• - Cash IPV Court
• - Food Stamps Admin Error prior to 3/2000
• - Food Stamps Admin Error after 3/2000
• - Food Stamps IHE
• - Cash Admin Error
• - Cash Client Error
• - Cash Late QR7

6
Establishment logic - Continued

• 5) Recovery Account must be for one of the
  following program types
• - Food Stamps
• - CalWORKs
• - Diversion
• - Homeless Assistance Permanent
• - Homeless Assistance Temporary
• - Immediate Need
• 6) For Food Stamps, the balance of the Recovery
  Account must be greater than or equal to 25.00
• 7) For Cash Aid, the balance of the Recovery
  Account must be greater than or equal to 10.00
• 8) Recovery Account Notification Date must at
  least 90 days before the date we submit the
  record to WIS. The Notification Date is the date
  the Recovery Account is made "Active.
• 9) Recovery Account must be "Active" or
  "Suspended" with one of the following reasons
• - Unable to Locate
• - Prison
• - Cost
• - Expired Statute
• - Tax Intercept
• - Admin Decision
• 10) The Responsible Party must not have an
  "Active" program person status for the same
  program type in the same County
• 11) The Responsible Party cannot be a duplicate
  person where the other person is "Active" on a
  program of the same type in the same County.

7
Establishment logic - Continued

• 12) Responsible Party has not made a voluntary
  payment within 90 days before the date we submit
  the record to WIS. A voluntary payment is
  considered
• - Cash
• - Check
• - EBT Cash
• - EBT Food Stamps
• - Food Stamp Coupons
• - Money Order
• - Other Agency Collection
• - Lien
• - Wage Garnishment
• - Revenue and Reimbursement collection
• 13) Responsible Party must not have an "Active"
  or "Suspended" Tax Intercept Account for the same
  Recovery Account.
• 14) Responsible Party has not made an involuntary
  payment to a Recovery Account associated to the
  same program type in the same County within 90
  days before the date we submit the record to WIS.
  Involuntary payments are considered
• - Benefit Reductions
• - Payment Reductions
• - Equitable Estoppels
• - Offset
• 15) Responsible Party must have been discontinued
  from the program more than 90 days before the
  date we submit the record to WIS.
• 16) Responsible Party must be 18 years of age or
  older on the date we submit the record to WIS

NOTE SCR 40389 will resolve RPs who were under
18 at time of RA Discovery Date
8
Processing time for Establishments

• C-IV sends records to Tumbleweed on Friday night.
• WIS picks up the records on the following
  Wednesday
• Address Verification
• TOP records only. WIS and TOP processing are a
  monthly process. WIS processing is generally the
  3rd week, depends on TOP's schedule for that
  month.
• No address processing during December.
• Notification to customer
• TOP records Match No Match records are returned
  from TOP to WIS on a monthly basis (except
  January). Address Match notification is sent to
  the customer with the next weekly processing
  following receipt of the file from TOP.
• Pre-Offset notification letters
• TOP records Once the Address Match record is
  received, letters are sent to TOP debtors with
  the next weekly processing.
• FTB records Pre-Offset notification letters are
  sent to FTB debtors within a week of processing
  the establish records. (FTB is still on an
  annual system. Once a year usually in September
  ALL FTB debtors are sent a Pre-Offset notice.)
  
• Forwarding of establishment records to FTB/TOP
• FTB Once the 30 day requirement has been met
  with the Pre-Offset notice the establish records
  are sent to FTB with the next weekly processing.
• TOP Once the 60 day requirement has been met
  with the Pre-Offset notice the establish records
  are sent to TOP with the next weekly processing.

9
Establishment logic calendar
Monday Tuesday Wednesday Thursday Friday
1 2 3 4 5
8 9 10 11 12 C-IV batch runs and finds all Recovery Accounts meeting criteria needing Established at WIS. Creates File and deposits file on Tumbleweed.
15 16 WIS picks up file from Tumbleweed and processes it. WIS creates Cleared Edit Edit Error reports and deposits reports on Tumbleweed. 18 WIS begins Address Verification, Notification to Customer, Pre-Offset Notification Letter and Forwarding establishment to FTB/TOP process 19 C-IV picks up WIS Reports off Tumbleweed and populates C-IV WIS Reports.
22 23 24 25 26
29 30      
10
Tax Intercept Detail Page
11
Decrease / Suspend logic

• C-IV determination logic for Decrease
• 1) The Recovery Account Responsible Party is
  "Active"
• 2) The Tax Intercept Account has not been
  suspended or deleted
• 3) The balance has decreased on the Recovery
  Account that is not the result of a Tax Intercept
  transaction.
• C-IV determination logic for Suspend
• 1) Recovery Account must be for program "Food
  Stamps".
• 2) Tax Intercept Account is currently not
  suspended or deleted
• 3) Responsible Party is active
• 4) The Responsible Party has a SSN number in C-IV
• 5) Recovery Account balance is not "0"
• 6) The Responsible Party is active on same
  program type on any case in the same County
• 7) Recovery Account is suspended with a reason
  other than one of the following reasons
• - Unable to Locate
• - Prison
• - Cost
• - Expired Statute
• - Tax Intercept
• - Admin Decision

12
Reactivate logic

• C-IV determination logic for Reactivation
• 1) The Tax Intercept Account is currently
  suspended.
• 2) The Recovery Account is for the Food Stamps
  program.
• 3) The Responsible Party is not active on same
  program type on any case in the same County
• 4) The Recovery Account must be active or
  suspended with one of the following reasons
• - Unable to Locate
• - Prison
• - Admin Decision
• 5) The Responsible Party is "Active"
• 6) The Responsible Party has a SSN number in C-IV
• -or-
• 1) There exists a Tax Intercept account that is
  in a suspended status
• 2) The Recovery Account is for the Food Stamps
  program.
• 3) The Responsible Party is set to have an
  "Inactive" status.

13
Processing time for Decrease / Suspend /
Reactivations

• C-IV sends records to Tumbleweed on Friday night.
• WIS picks up the records on the following
  Wednesday.
• Decrease TOP/FTB records are sent to the
  agencies the same week they are processed by WIS.
  
• Suspend / Reactivate TOP records only records
  are sent to TOP the same week they are processed
  by WIS.

14
Decrease / Suspend / Reactivate logic calendar
Monday Tuesday Wednesday Thursday Friday
1 2 3 4 5
8 9 10 11 12 C-IV batch runs and finds all Recovery Account Transactions meeting criteria needing sent to WIS. Creates File and deposits file on Tumbleweed.
15 16 \WIS picks up file from Tumbleweed and processes it. WIS creates Cleared Edit Edit Error reports and deposits reports on Tumbleweed. 18 WIS sends Decrease record to FTB/TOP. WIS sends Suspend/Reactivate records to TOP. 19C-IV picks up WIS Reports off Tumbleweed and populates C-IV WIS Reports.
22 23 24 25  
29 30      
15
Increase logic

• C-IV determination logic for Increase
• 1) The Recovery Account Responsible Party is
  "Active"
• 2) The Tax Intercept Account has not been
  suspended or deleted
• 3) The balance has increased on the Recovery
  Account that is not the result of a Tax Intercept
  transaction.

16
Processing time for Increase

• C-IV sends records to Tumbleweed on Friday night.
• WIS picks up the records on the following
  Wednesday.
• Increase TOP records If an Address Match
  record has not been received within the last 60
  days, a new address is requested from TOP. When
  the Match record is received from TOP, a
  Pre-Offset notice is sent to the debtor. When 60
  days has lapsed, the record is sent to TOP for
  collections.
• Increase FTB records A Pre-Offset notice is
  sent to the debtor. When 30 days has lapsed, the
  record is sent to FTB for collections.

17
Increase logic calendar
Monday Tuesday Wednesday Thursday Friday
1 2 3 4 5
8 9 10 11 12 C-IV batch runs and finds all Recovery Account Transactions meeting criteria needing sent to WIS. Creates File and deposits file on Tumbleweed.
15 16 WIS picks up file from Tumbleweed and processes it. WIS creates Cleared Edit Edit Error reports and deposits reports on Tumbleweed. 18TOP WIS Initiates Address match.FTB WIS initiates a Pre-Offset Notice. 19C-IV picks up WIS Reports off Tumbleweed and populates C-IV WIS Reports.
22 23 24 25 26
29 30      
18
Deletion logic

• C-IV determination for Deletion
• 1) A Terminate, Void, Written Off, or Compromised
  transaction has been posted to the Recovery
  Account
• 2) The Recovery Account has a status of
  "Terminated"
• 3) The current Tax Intercept Account status is
  not "deleted".
• -or-
• 1) The Tax Intercept Account status is "Active"
• 2) The Recovery Account balance is less than or
  equal to "0"
• -or-
• 1) The Tax Intercept Account status is not
  "Deleted"
• 2) The Recovery Account Responsible Party status
  is "Inactive"
• -or-
• 1) The Tax Intercept Account status is not
  "Deleted"
• 2) The Recovery Account Responsible Party has a
  Tax Intercept indicator of "No"
• How to delete a Responsible Party from Tax
  Intercept
• Responsible Party Detail page Tax Intercept
  indicator
• How to delete all Responsible Parties on a
  Recovery Account from Tax Intercept
• Recovery Account Detail page Status/Status
  Reason

19
Methods to delete Responsible Party from Tax
Intercept
20
Processing time for Deletion

• C-IV sends records to Tumbleweed on Friday night.
• WIS picks up the records on the following
  Wednesday.
• TOP/FTB records Records are sent to the
  agencies the same week they are processed by WIS.

21
Deletion logic calendar
Monday Tuesday Wednesday Thursday Friday
1 2 3 4 5
8 9 10 11 12 C-IV batch runs and finds all Recovery Accounts meeting criteria needing deleted from WIS. Creates File and deposits file on Tumbleweed.
15 16 17 WIS picks up file from Tumbleweed and processes it. WIS creates Cleared Edit Edit Error reports and deposits reports on Tumbleweed. 18 WIS sends Delete record to FTB/TOP. 19C-IV picks up WIS Reports off Tumbleweed and populates C-IV WIS Reports.
22 23 24 25 26
29 30      
22
Address Change / Alias Records

• 1) The Tax Intercept Account is not in a
  "Deleted" status.
• 2) The Responsible Party has an "Active" status
  on the Recovery Account.
• 3) There has been a change to the Responsible
  Parties mailing address or name (or an additional
  name added) since the last Tax Intercept job ran.

23
Processing time for Address Change / Alias records

• C-IV sends records to Tumbleweed on Friday night.
• WIS picks up the records on the following
  Wednesday.
• Increase TOP records If an Address Match
  record has not been received within the last 60
  days, a new address is requested from TOP. When
  the Match record is received from TOP, a
  Pre-Offset notice is sent to the debtor. When 60
  days has lapsed, the record is sent to TOP for
  collections.
• Increase FTB records A Pre-Offset notice is
  sent to the debtor. When 30 days has lapsed, the
  record is sent to FTB for collections.

24
Individual Demographics Detail page
25
ContactSummarypage
26
Annual Balancer

• C-IV is the system of record
• Run every August
• Compares WIS to C-IV, if WIS does not match the
  C-IV system, Increase / Decrease / Establish /
  Suspend / Delete and/or Reactivate records sent
  to WIS to bring it into balance with C-IV.

27
Recovery Account Detail Page
28
Recovery Account Status / Status Reason
Recovery Account Status   RA Status Reason Send to Tax Intercept
Pending Balance exists In-Process No
    Pending Fraud Prosecution No
Active Balance exists Active Yes
    Tax Intercept Yes
    Collection Agency Yes
Uncollectible Balance exists Foster Care - do not collect No
    FS - Under 35 - A E No
    Cash - Under 35 - A E No
Transferred Out Zero Balance Transferred Out No
Suspended Balance exists Tax Intercept Yes
    Pending Bankruptcy No
    Bankruptcy No
    Pending Fraud Prosecution No
    Cost Yes
    Expired Statute Yes
    Social Security No
    Collection Agency No
    Unable to Locate Yes
    Prison Yes
    Admin Decision Yes
    Admin Hearing No
29
Recovery Account Status / Status Reason -
Continued
Recovery Account Status   RA Status Reason Send to Tax Intercept
Voided Zero Original Admin Hearing No
  Amount Owed Admin Error No
    Returned Warrant No
    Admin Decision No
Terminated Zero Balance Write-Off No
    Deceased No
    Unable to Locate No
    Community Service No
    Bankruptcy No
    Prison No
    Cost No
    Expired Statute No
    Admin Hearing No
    Bass v. Anderson No
    Compromised (Lomeli) No
Closed Balance is Zero Paid-In-Full No
30
Responsible Party Detail Page
31
Tax Intercept Detail Page
32
Transaction Summary Page
33
Recovery Account Transactions
Transaction sent to WIS TRANSACTION TYPES
  Payment Types
X Benefit Reduction
X Cash
X Check
X Courtesy Collection
X EBT - Cash
X EBT - Food Stamps
X Equitable Estoppels
X Expungement
X Food Stamps Coupon
X Lien
X Money Order
X Offset
X Other Agency Collection
X Payment Reduction
X Prior Collection
X Recoveries of Aid - SSI
X Reimbursement of Aid
X Returned Warrant
X Revenue Reimbursement Collection
34
Recovery Account Transactions - Continued
Transaction sent to WIS TRANSACTION TYPES
  Tax Intercept - FTB (cash)
  Tax Intercept - FTB (food stamps)
  Tax Intercept - IRS (35)
  Tax Intercept - IRS (65)
  Transfer to General Fund
X Wage Garnishment
  Corrections
X Back-Out
X Bad Check
X Compromised
X ICT In from another County
X ICT Out to new County
X Judgment
X Lost Adjustment
X Refund Reversal
  Tax Intercept Reversal
X Terminated
X Transfer
X Void
X Written Off
  Refunds
  External Refund
  Revenue Reimbursement Refund
Refund
Tax Intercept - Process Refund
Note SCR 38903 will address adding record type
4s into the C-IV / WIS Interface
35
Reports 7 Weekly reports in C-IV
C-IV Reports Name Previous Tumbleweed Reports Name
FTB/TOP Weekly Individual Edit Error Report CountyError WIS
FTB/TOP Weekly Cleared Edit Report with Control Totals Countyclear WIS
TOP Weekly Intercept Report TOPintercept WIS
TOP Weekly Intercept Amount Error Report TOPerror WIS
TOP Weekly Reversal Report TOPRvsl
FTB Weekly Intercept Report FTBIntercept WIS
FTB Weekly Intercept Amount Error Report FTBError
36
(No Transcript)
37
Common Messages found on the FTB/TOP Weekly
Individual Edit Error Report
Trans Code Type Error Solution
1 Establishment A debt for this delinquency date already exists Should never happen in C-IV
1 Establishment Last Name field is blank Should never happen in C-IV
1 Establishment Last Name field contains invalid characters Should never happen in C-IV
1 Establishment Amount less than minimum requirement Should never happen in C-IV
1 Establishment Only FTB amt rejected, less than minimum requirement Should never happen in C-IV
1 Establishment Only TOP amt rejected, less than minimum requirement Should never happen in C-IV
1 Establishment Valid county address must be provided for FTB debts Should never happen in C-IV
1 Establishment Delinquency date must be more than 3 months in the past Should never happen in C-IV
1 Establishment Debts older than 10 years must be judgment debts N/A - Regulations have changed and all systems modified
2 Decrease No amount submitted for reduction Decrease was less than 1 - will stop on 03/28/2011
2 Decrease Amount submitted for reduction greater than Overpayment obligation Get C-IV Recovery Account balance to zero and RA closed
2 Decrease Modification Record submitted before Add record Research why C-IV Establishment record was not accepted by WIS
3 Delete Cannot delete if balances are already 0 N/A - this is an action C-IV takes to ensure deletion of debts when R/A is closed.
3 Delete This type of modification not allowed on suspended records Research why C-IV does not realize the debt is in suspend status at WIS - and take action.
3 Delete Modification Record submitted before Add record Research why C-IV Establishment record was not accepted by WIS
38
FTB/TOP Weekly Individual Edit Error Report
Messages - Continued
Trans Code Type Error Solution
4 Refund Amount of the refund must be provided Should never happen in C-IV
4 Refund Refund is rejected - no TOP offsets Research why C-IV Establishment record was not accepted by WIS
7 Increase No amount submitted for increase Should never happen in C-IV
7 Increase Modification Record submitted before Add record Research why C-IV Establishment record was not accepted by WIS
8 Suspend Cannot suspend a debt without a TOP overpayment obligation Research why C-IV Establishment record was not accepted by WIS
8 Suspend Debt already suspended Research why C-IV does not realize the debt is in suspend status at WIS - and take action.
8 Suspend Modification Record submitted before Add record Research why C-IV Establishment record was not accepted by WIS
9 Reactivate Debt not suspended - cannot reactivate N/A - this is an action C-IV takes to ensure deletion of debts when R/A is closed.
9 Reactivate Amounts may not be modified when reactivating Should never happen in C-IV
9 Reactivate Cannot Reactivate a debt with no TOP balance N/A - this is an action C-IV takes to ensure deletion of debts when R/A is closed.
9 Reactivate Modification Record submitted before Add record Research why C-IV Establishment record was not accepted by WIS
A Alias This Alias already exists for this debt N/A - User modified the Individual Demographics page
A Alias Duplicate alias on input file for this debtor N/A - User modified the Individual Demographics page
A Alias Modification Record submitted before Add record Research why C-IV Establishment record was not accepted by WIS
B Address Address already exists for this debt N/A - User modified the Address on Contacts page
B Address Duplicate address on input file for this debt N/A - User modified the Address on Contacts page
B Address Maximum addresses of 20 per recipient exceeded N/A - known issue
B Address Modification Record submitted before Add record Research why C-IV Establishment record was not accepted by WIS
39
(No Transcript)
40
(No Transcript)
41
(No Transcript)
42
(No Transcript)
43
(No Transcript)
44
(No Transcript)
45
Reports Non-weekly 6 reports not currently in
C-IV system
Current Report Name
WIS 210R1 FTB Pre-Offset Notice Roster
WIS 360R1 TOP Pre-Offset Notice Roster
WIS 325R2 TOP No Address Report
WIS 325R1 TOP Unmatch Name Report
MEDS Match / NoMatch Report
MEDS Debt to Aid / Aid to Debt Match Report
SCR 32923 will add these Reports into C-IV, when
implemented
46
Additional Information

• Cash Aid Recovery Accounts are sent to FTB only.
• Food Stamp Recovery Accounts are sent to TOP
  only.
• WIS Account ID / C-IV Tax Intercept number is
  comprised of last 8 digits from C-IV Recovery
  Account number plus all 7 digits of C-IV Case
  number.
• Responsible Party Status how it affects Tax
  Intercept
• Active Customer is liable for the debt, and can
  be Tax Intercepted for this RA.
• Inactive Customer is not liable for the debt,
  and will never be Tax Intercepted for this RA.
• Customers reapplying for aid
• For Food Stamps Recovery Accounts (TOP)
• When a customer comes back on aid, a Suspend
  record will be sent to WIS. When the customer
  goes off of aid again, a Reactivation record will
  be sent to WIS.
• For Cash Aid (FTB)
• When a customer comes back on aid, a Delete
  record will be sent to WIS. When the customer
  goes off aid again, a new Establishment record
  will be sent to WIS.
• Closing a Recovery Account
• C-IV sends Reactivate and Delete records to WIS
  for every account.

47
Additional Information - Continued

• Incrementing Delinquency Date. C-IV will
  automatically increment when
• Multiple Recovery Accounts for same Responsible
  Party has same Delinquency Date.
• Reestablishes WIS account after a previous Delete
  record sent to WIS for that RA.
• Decrease records less than 1
• C-IV will continue to include cents on
  transactions that are over 1.  
• SCR 31460 proposes C-IV will stop sending
  decrease records less than 1
• (majority are Expungements).
• C-IV will attempt to bring WIS back into balance
  annually through the Balancer run every August. 
  If the balance difference is greater than 1,
  C-IV can send one decrease transaction to get WIS
  back into balance with C-IV - but if the balance
  difference between C-IV and WIS is still less
  than 1, there is nothing C-IV can do to get WIS
  decreased by that cents amount.
• Tax Intercept transactions are reported
• FNS 209 on line 14 as Cash, Check, M.O.
  collections
• CA 812 on line 4b as Tax intercept collections
• No plans to automate posting of Tax Intercept
  transactions into the C-IV system
• Potential exists to some day bring in Edit
  Errors onto the Tax Intercept Detail page
• Any Tax Intercept Refunds should be done as
  External Refunds only
• C-IV will not create warrants for these
  transactions

48
QUESTIONS

• ?