STANDARDIZED WORK - Case Transfer from the DCSS (IV-D) to the Clerk of the Court (Non IV-D)

 

Date/Version: (10/04/2024 v.2)

Process Owner: Compliance Team
Purpose - To provide the Compliance teams instructions for transferring a case from DCSS (IV- D) to the Clerk of the Court (Non IV-D).

 

Step (1,2,3..) Process Step (list of the critical process steps) Dialogue (clear and simple descriptions, appropriate level of detail for the task)
1.

Determine if the case is eligible for transfer to the Non- IV-D

  1. The case meets the qualifications for transfer to the Non IV-D if:
  2. The DCSS Child Support case has become unenforceable as the child support has been paid in full but spousal maintenance remains owed; or
  3. A written request to close the IV-D case has been received from the applicant.
  4. The applicant may be either the Support Recipient or the Support Payor; only the applicant may submit a closure request. Verify the applicant submitted the request by reviewing the application for applicant and comparing to the request for closure
  5. The DCSS will not close the case but rather transfer it to the Non IV-D
  1. The case does not meet the qualifications for transfer to the Non IV-D if:
  2. The Support Recipient is currently receiving TANF/Medical AHCCCS
  3. Either the Support Recipient or Support Payor is deceased
  4. The case is Foster Care
  5. The case is paid in full with no ongoing Child Support financial obligations
  6. If the case has been initiated to another jurisdiction for ongoing enforcement or another state’s
  7. IV-D agency is enforcing the order
  8. If there is active litigation (i.e.: logged out to the Attorney General’s Office)
  9. An Arizona support order does not exist
  10. The case was opened as a limited action request
  11. The state assigned arrears are equal to or greater than $500
  12. Pending Administrative Review
  13. An active enforcement remedy (i.e.: FIDM, Settlement, etc.) is in progress
  14. When the Support Recipient requests to close their IV-D case, they are asking DCSS to stop administrative enforcement actions. This means that all money in suspense that is a result of an administrative action (besides an IWO) needs to stop. Non IV-D has no authority to continue holding or releasing any monies collected under our enforcement remedies as a result the DCSS must refund monies to the Support Payor, including offsets, prior to a case transfer.
  15. Monies are on hold
2.

The case manager begins the transfer process

  1. Select the case and go to the Case Information section
  2. Modify the Type field to Non IV-D
  3. Modify the Request Program Change field to Yes
  4. Click the Save button
3.

Prepare the Notice of Transfer to the Non-IV-D

  1. Go to Document Generation and generate the Notification to the Clerk of the Superior Court Transfer form (FCSE0001 F0781)
  2. Select the appropriate Clerk of the Court email address
  3. Email the notification form
  4. Document on Activity History
  5. Click New button
  6. Enter Activity Code T0044 Email Sent To
  7. Under the Comments field enter
  8. Email to <Enter the name of the Clerk of The Court>, case transferred and enter the date of the case transfer
4.

Suppress administrative enforcement remedies

  1. Interim Process: On the left navigation panel, go to Enforcement and click on Suppression
  2. Click the New button
  3. Click box to Suppress Enforcement Action
  4. Select All in the Enforcement Process field (this will suppress all)
  5. Enter Suppression Reason and select Other
  6. Add any relevant notes under the Notes field
  7. Click on the Save button
  8. Click on Submit for Approval to send to Supervisor to approve the request
5.

Notify Support Recipient

  1. Go to Document Library and generate the Case Transfer Notification (FCSE0001 F0782) and mail it to the Support Recipient
  2. This notice will inform the support recipient that the case is NOT closed but has been transferred to the Non IV-D.
  3. Enter Activity Code M3918 COMMENTS TO DCSE STAFF and document that the notification has been sent
6.

Email request to supervisor

  1. Interim Process: Email your supervisor with the case information and request that the supervisor approve the request to transfer the case to the Non IV-D
  2. Document on Activity History
  3. Click New button
  4. Enter Activity Code T0044 Email Sent To
  5. Under the Comments field enter
  6. Email to supervisor to request to transfer case to <Enter the name of the Clerk of the Court>
  7. Create a FREE task to follow up on the case in 3 business days to ensure case has been transferred
7.

The supervisor reviews request to modify case from IV-D to Non-IV-D

  1. Select the Case and go to the Case Information section, go to Approve Program Change field
  2. If approved, select Yes
  3. If not approved, select No
  4. Contact the case manager with questions and/or concerns
  5. Click on the Save button
  6. Interim Process: If the Supervisor is unable to Approve the Program Change field, the supervisor will submit a ServiceNow ticket to the helpdesk for assistance

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CHANGE LOG
Change Number Change Proposed Updated by?

Change Made?

Yes/No

 Reason Date Finalized
example Change font on all pages to pink Jane Doe No Pink not within approved standard font scheme 4/13/2018
1

3.1 Remove Interim Process

Martha K

Yes

This will be the process moving forward

08.26.24
2

4.1 Added Interim Process

Martha K

Yes

Pending Scope 71720 is requesting the system to suppress via automation

08.26.24
3

Added stopping enforcement remedies prior to transfer

Martha K

Yes

Support Recipient has asked to close case therefore all enforcement remedies must stop

08.26.24
4

Added monies on hold need to be refunded prior to transfer

Martha K

Yes

Monies need to be refunded prior to a transfer

08.26.24
5

Added “Interim Process” to section 3.1

Sheri H

 

Enhancement 71722 grooming complete for Forms, but not in production; removed interim process 10/04/24 and added Doc Library number

8.29.24
6

Added the following language to Section 1.B The applicant may be either the Support Recipient or the Support Payor; only the applicant may submit a closure request. Verify the applicant submitted the request by reviewing the application for applicant and comparing to the request for closure

Sheri H

 

It is necessary to clarify that the applicant may not be the support recipient

9/27/2024
7 Added language to Section 4: Click on Submit for Approval to send to Supervisor to approve the request Sheri H   Suppression requests must be approved by the supervisor. This step was missing from the Standard Work 9/27/2024
8 Step 7 - Add language that case worker will document notice sent to Support Recipient in Activity History       9/27/2024
9 Removed Interim Process from Step 3.1 Martha K Yes Document library has been updated with Notification to the Clerk of the Superior Court of Case Transfer 10/04/24