Job Instruction: Intergovernmental Transmittal

Date/Version: 07/14/2025 v.1

Process Owner: Customer Care Administration

Review Cadence: Annually

Process/Purpose: Processing of Transmittal documents received from out-of-state jurisdictions.
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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

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Transmittals received in the daily mail and prepped

  1. Transmittal 1 (T1) - Packets intended for the Central Registry (CR): Received daily. Reserve only one copy.
  2. Date-stamped and scanned daily.
  3. T1 - Paternity & Establishment (P&E): Received daily.
  4. Date-stamped and scanned daily.
  5. Transmittal 2 (T2): Worked daily.
  6. Transmittal 3 (T3): Received daily. Reserve only one copy.
  7. Date-stamped and scanned daily.
  1. T1: A “cover letter” required to refer IV-D interstate cases to a responding state’s central registry. Used to request a number of different actions.
  2.  
  3. T2: Used by the initiating or responding jurisdiction to request/provide additional information in previously referred cases.
  4.  
  5. T3: Used when the requesting jurisdiction is working its case locally and needs limited assistance from another jurisdiction.
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T1 Central Registry Enforcement

  1. T1 Enforcement packets intended for the Central Registry are documents that have Section I. Action Items 3,4, and/or 5 selected.
  2. Remove all staples and binders.
  3. Date stamp the top right corner of the T1 only.
  4. Launch Capture Perfect.
  5. Locate the T1 CR scanning profile from the drop-down menu.
  6. Click on the scanning button located to the left of the scanning profile drop-down menu.
  7. Click on Stop Scanning, and scan the next document.
  8. Documents are scanned directly to the Central Registry shared folder located at K:\CENTRAL REGISTRY\CR Mail Scans\CRscan.
  9. Bundle scanned documents with a rubber band.
  10. Affix the repository tag that indicates the date scanned and the Child Support Services Officer 1 (CSSO1) initials.
  11. File by date in the Central Registry Repository.
  12. Record count in the team production log.
  1. Example- T1 Central Registry Enforcement:
  • Are scanned to the Central Registry folder on Tuesdays and Thursdays by 9:00 AM.
  1. No more than 18
  2. Must have items 3, 4, and/or 5 checked on section 1 of the transmittal.
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Transmittal 1 P&E

  1. T1 P&E are T1 documents that have Section I. Action Items 1 and/or 2 selected.
  2. Packets can request paternity, establishment, or a combination of both.
  3. Remove all staples and binders.
  4. Date stamp the top right corner of the T1 only. Launch Capture Perfect.
  5. Locate the T1 P&E scanning profile from the drop-down menu.
  6. Click on the scanning button located to the left of the scanning profile drop-down menu.
  7. Click on Stop Scanning, and scan the next document.
  8. Documents are scanned to the CSSO1’s Capture Perfect Jobs folder.
  9. Launch Gmail and compose a new email.
  10. Attach the T1 P&E packet and email to [email protected].
  11. Bind documents with a paper clip. Each case is bound separately.
  12. Affix the repository tag that indicates the date scanned and the CSSO1 initials.
  13. Staple the repository tag to the packet.
  14. File in the Mail Room Repository.
  15. Record count in the team production log.
  1. Example- T1 P&E:
  2. Are scanned to Central Registry Email on Ricoh copier/printer/scanner same day.
  3. Have items 1 and/or 2 checked on Section 1 of transmittal.

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Transmittal 2
  1. T2 requests or information being provided are scanned to OnBase using a yellow interstate barcode cover sheet.
  2. Process with standard mail batches.
  3. Batches are scanned and indexed.
  4. Documents are held in the Mail Room Repository, bound with rubber bands and placed with the rest of the daily scanned documents for 5 business days, then discarded into the shred bin
  
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Transmittal 3

  1. T3 requests are scanned daily.
  2. Remove all staples and binders.
  3. Date stamp the top right corner of the T3 only.
  4. Launch Capture Perfect.
  5. Locate the T3 scanning profile from the drop-down menu.
  6. Click on the scanning button located to the left of the scanning profile drop-down menu.
  7. Click on Stop Scanning, and scan the next document.
  8. Documents are held in the Mail Room Repository, bound with the rest of the daily scanned documents for 5 business days, then discarded into the shred bin.
  9. Record count in the team production log.
  1. Transmittal #3
  2. Request for Assistance/Discovery is designed for use when a IV-D agency needs limited assistance from another IV-D agency, but does not want the other agency to open a IV-D case.
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Uniform Interstate Family Support Act (UIFSA) without case number/not T1, T3, or T2
  1. Uniform Support Petition and General Testimony:
  2. With No AZCARES # - Scan as a T1 Central Registry Enforcement See step 2.
  3. Include a blank sheet on top of the supporting UIFSA documents. Write in large letters and a date stamp.
  4. **Do Not Date Stamp and UIFSA supporting documents**
  5. With AZCARES # - Treat like a T1 P&E. See step 3.
  6. Declaration in Support of Establishing Parentage. Treat like a T1 P&E. See step 3.
  7. Include a blank sheet with T1 written in large letters and a date stamp.
  8. **Do Not Date Stamp and UIFSA supporting documents**
  9. Letter of Transmittal Requesting Registration - Treat like a T1 Central Registry Enforcement. See step 2.
  10. Include a blank sheet with T1 written in large letters and a date stamp.
  11. **Do Not Date Stamp and UIFSA supporting documents**
  12. Child Support Locate Request - Treat like a T3. See step 5.
  13. Limited Service Request - Treat like a T3.
  14. Letter of Transmittal Requesting Registration - Treat like T1 Enforcement (Central Registry)
 
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Additional Considerations
  1. Address Confidentiality Program (ACP) and Family Violence (FV) cover sheets have to be kept with the documents.
  2. Registration of Foreign Order Referral Checklist - Store in the top drawer of cabinet 2 by Central Mailing and Imaging (CMI) desks. No further action required.