Job Instruction Sheet: IWO Terminations

Date/Version: 07/25/2025 - v.1

Process Owner: Customer Care Team

Review Cadence: Annually

Process/Purpose: Procedure of how to process Income Withholding Orders (IWO) Terminations

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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

Employer Response IWO Terminations

  1. Terminations that clearly state that the employees were never employed or that they were terminated are prepped as regular mail and worked.
  2. Terminations are bundled together separately from barcoded scanning batches.
  3. Terminations that do not clearly state that the employee either has never been employed with the company or has terminated their employment should be batched with correspondence barcoded cover and uploaded to case.
  4. Terminations for Tribal Cases are not processed by our team.
  5. Look up the case and locate the assigned Case Worker
  6. Team members scan the document to their email and forward the document to the assigned caseworker.
  7. Terminations for Non IV-D cases are mailed to the Clerk of the Court for the County in which the case originated. County is located in the Case Information page in the Case Snapshot section.
 

2

Terminations are scanned
  1. Log into scanner workstation.
  2. Locate Capture Perfect program, double-click.
  3. Select DCSE Mail: Terms.
  4. Load prepped terms into scanner.
  5. Select Scan Button Next to the drop down menu.
  6. Record count when scanning complete for updating production log.
  7. Select Stop Scanning on dialog box and exit program.
 

3

Sweep directory in Onbase Client.
  1. Open Onbase Client and click on “Scan Queues”
  2. In the main window you will see a list of Scan Queues, locate DCSS Advanced Capture IWO and double click the option.
  3. The main window will change and it should appear blank if no other sweeps have been made prior to the current one. Right click anywhere in the blank area of the main window and select “Sweep Directory”
  4. Dialog box will appear, select “Folder” and make sure that “Delete Files After Sweep” is selected and click OK.
  5. Once the sweep is complete a batch will appear. Onbase will process and send terms to Workflow.
 

4

Documents are retained for 5 business days.
  1. Add a post it note with your initials and date scanned.
  2. Documents are bundled with scanned documents, excluding T1, T3, MOD, NPA, and ARU, and are filed in CMI repository and purged after 5 business days.