DOR Pre-Offset Notices

Job Instruction Sheet: DOR Pre-Offset Notices	Date/Version: 7/14/2025 - v.1
	Process Owner: CMI Team
	Review Cadence: Annually
Process/Purpose: Procedure for how to process returned AZ DOR Pre-Offset Notices.

#	Important Steps (WHAT?)	Key Points (HOW?)	Artifacts
#	A logical segment of the operations that advances the work	Important actions in the steps that will: Make or break the job Make the job easier	Sketches, layouts, digital pictures , etc. that will improve understanding of the job
1	Undeliverable DOR Pre-Offset Notices are received by U.S. Mail.	Undeliverable Support Payor DOR Pre-Offset Notice is mailed out to NCPs each quarter, and we receive all undeliverables. Identified by a yellow return sticker and notice number ending in 22003 or 22001 for Spanish. (Notice number may change, but will be used on all offset notices for that particular quarter mailing). Sorted into the NCP Bad Address basket and opened.	The Pre-Offset Notice: (1) Notifies the individual that an offset will be made from any refund otherwise payable to that individual. (2) Instructs the individual owing the past-due support of the steps that may be taken to contest the State's determination that past-due support is owed.
2	Notices are prepped.	The yellow return sticker is peeled from the envelope and affixed to page 1, careful not to cover the address or case number. Discard the envelope into the shred bin. Notices are batched with no separator page.
3	Notices are scanned.	Log into the scanner workstation. Locate the Capture Perfect program, double-click. Select DCSE Mail: NCP-Bad Address. Clean Scanner Load prepped Offset notice into scanner. Select the Scan Button next to the drop-down menu. Record count when scanning is complete for updating the production log. Select Stop Scanning on the dialog box and exit the program.
4	Scanned Notices are run through the parser.	Launch the Mail Parser 3.5 program from the Desktop. Select Job Type: NCP - Bad Address from the drop-down menu. Click on the “Parse Scanned Mail” Button. The program will run and record the number of errors. EX: “Done Parsing Files, Files set for upload = 17, Errors Encountered = 12*** Please See Error Folder. Exit Program, select OK on the Dialog box that says “WARNING: Files Exist in one or more of the Error Folders. Please be sure to manually process these files and remove them when completed”. The program will close.	The parser will extract case numbers from documents for indexing. If the parser was unable to extract case numbers, it will create error files that must be manually fixed in the next step.
5	Manually parse documents that error out.	Launch Mail Errors by clicking the icon on the Desktop. Click on NCP Bad Errors Folder. Bring up the Mail Errors program and the NCP Bad Errors, one on each monitor. Click and drag over all the files in the NCP Bad Errors folder. You should now see them in the Mail Errors Program. Keep the NCP Bad Errors Folder up. Select the File Path from the Mail Error Program to arrange in ascending or descending order. Select the date field from the bar in the folder to arrange by ascending or descending order to match the Mail Error Program. Select Create a work list & Mail Job Type . Click NCP- Bad Address from Drop down. Manually enter each case number from the photo file into the AZCARES Case Number field. Once all fields and errors are corrected, select Send files to OnBase. The dialogue box will appear; select yes.
6	Documents are retained for 5 business days.	Add a post-it note with your initials and date scanned. Documents are bundled with scanned documents, excluding T1, T3, MOD, NPA, and ARU, and are filed in the CMI repository and purged after 5 business days.