STANDARDIZED WORK - Changing a Local Case to a Responding Intergovernmental Case

 

Date/Version: 06/06/2025 v.1

Process Owner: Central Registry

Review Cadence: Annually
Purpose- This standard work outlines the steps to move a local case to an Intergovernmental Case when a Transmittal #1 (T1) packet is received from another Jurisdiction.
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.

Review the Uniform Interstate Family Support Act (UIFSA) packet
  1. Note: If a hard copy UIFSA is received, then the user accesses documents from the K-drive folder ** if the T1 is received on the local case email to the DCSS-Central Registry - DES
  2. Review documents provided for completion (e.g., court orders and confidential forms) and what actions are being requested.
  3. For a Paternity and Establishment case, email the file to the DCSS Intergovernmental Intake PE Team - DES.
  4. For an Enforcement case, go to step B.
  5. Complete a locate to verify that the Support Payor (SP) resides in Arizona.
  6. If a locate has been completed within the last 12 months, a new locate is not required.
  7. If the SP does not reside in Arizona, then review for the return of the packet.
  8. Contact the Initiating Jurisdiction (IJ), determining if the packet was sent in error.
  9. Complete a rejection letter providing the state where the SP is located to IJ, along with the relevant documentation (e.g., Clear, Accurint, MVD).
  10. Return the packet to IJ. (Some States may request AZ to forward the packet to the correct state intended.)
  11. If the SP is paying, but outside of AZ, open and advise IJ where the SP is located.
2.

Review for CSENet Referral and Intergovernmental Record
  1. Global search with the IJs case number.
  2. For a CSENet referral (i.e., REF-xxxxx)
  3. If found, the user will create the referral using the most recent referral date (see step 3).
  4. If a CSENet referral is not found, the user will create a manual referral (see step 3). For an Intergovernmental record (i.e., IGR-xxxxxx).
  5. If found, the user will need to link the intergovernmental record after case creation (see process step 7(A)).
  6. If not found, the user will create a new intergovernmental record (see process step 7(B)).
3.

Using the Current CSENet Referral, or creating a Manual Referral
  1. Use the Current CSENet if found:
  2. Select the most recent referral number (i.e., REF-xxxxx).
  3. Under General Information, change the Referral Status to accepted, then click Save.
  4. Select the Member Referrals on the left side panel.
  5. Go into each member to verify that all provided information is entered, even if the field is not asterisk required, and hit save.
  6. NOTE: Review that all parties on the existing local case are included in the Member Referral.
  7. Click on Member referrals from the left navigation menu again to refresh the page to show the updated information.
  8. Clear and merge all members (unless a new child is being added, in which case you would establish them as a new member).
  9. Click the Initiate Intake button.
  10. System issues an Intake number (i.e., INxxxxxxxx).
  11. Create a Manual Referral if no CSENet referral was found:
  12. Select the Referrals tab, then select the New button.
  13. Select the Manual Intergovernmental radio button and click NEXT.
  14. Complete all required information and click SAVE. The system issues a Referral number.
  15. Select Member Referrals from the left navigation menu.
  16. Add all dependents and fill out all provided information, even if the field is not asterisk required.
  17. Note: This is to be able to merge parties and limit unnecessary duplication of members, and not allow merging.
  18. Review that all parties in the existing local case are included in the Member Referral.
  19. Click on Member referrals from the left navigation menu again to refresh the page with updated information.
  20. Clear and merge all members (unless a new child is being added, in which case you would establish them as a new member).
  21. Click the Initiate Intake button.
  22. System issues an Intake number (i.e., INxxxxxxxx).
  23.  
  24. Note: Refresh the page after each members information is updated.
4.

Complete the Intake process
  1. The Intake Details tab displays. Enter data from the T1 by choosing from the dropdown menus in all the required fields. Click Save.
  2. Click on Add Members from the left side menu, and the Add Member page displays.
  3. Under Member type, select individual (for each member).
  4. Click Go to Member.
  5. Review all details to ensure all information is current and complete.
  6. For each member, select the View Relationship Details button. Then, choose the Member Role and Relationship from the drop-down menus.
  7. Click Save.
  8. Note: When adding the dependents' information, additional fields will be displayed to enter the paternity data.
  9. Click the Submit Intake tab. The system will display the existing case and provide the option to merge it. If the system shows “No cases were found,” stop the process and go back to “Add Members.” Review each member’s data (spelling, SSN, and DOB) to ensure it matches the existing case, as there should be a local case that comes up.
  10. Select the correct case and click on the Merge Case button.
5.

Update the Case information fields
  1. Update fields in the Case Information screen as follows:
  2. Application Category:
  3. Child support.
  4. Type:
  5. Manual intergovernmental.
  6. Arrears Only Indicator:
  7. Yes.
  8. No.
  9. Exempt From Parentage:
  10. No.
  11. Yes, only if the mother is the SP and/or it is a Foster care/Caretaker case.
  12. File Location:
  13. Enter C0027 for cases needing Registration.
  14. Enter Imaged for AZ orders or enforcement only.
  15. Enter Missing CO/CALC when a court order or audit is missing.
  16. Intergovernmental Case Type:
  17. Responding Intergovernmental Interstate.
  18. Responding Intergovernmental International (for foreign cases).
  19. Click save.
  20. Refresh the page.
6.

Reassigning the case
  1. Check the AZCARES Case Assignment Tool for the following:
  2. Enter the SP’s zip code and hit Enter.
  3. Click on the pop-up of the provided office.
  4. Scroll down to the Intergovernmental Compliance section. Then, based on the SP’s Last name, it will show who to assign the case to.
  5. Go back into AZCARES:
  6. Click the Re-Assign Case button.
  7. Select the County from the drop-down menu.
  8. Select the Assigned Office from the drop-down menu.
  9. Select the Assigned Worker from the drop-down menu.
  10. Click on the Criteria for Reassignment.
  11. From the drop-down menu, choose Participant address/Residential County changed.
  12. Fill out the Reason for Transfer (e.g., Responding enforcement case).
  13. Click Update.
  14. Refresh the page.
  15. Notify the Supervisor to lock down the case assignment.
  16. Provide the case number, assigned county, assigned office, and assigned worker.
7.

Acknowledge the UIFSA through CSENet
  1. If there is an existing Intergovernmental record, it will need to be linked to the created case using the following steps.
  2. Note: Refer to your IGR number found in process step 2.
  3. Click on the Intergovernmental Record IGR hyperlink by going to the global search.
  4. Complete and/or verify that the following fields are correct:
  5. Case with the current AZ case number.
  6. Other Jurisdiction case number.
  7. Other Jurisdiction FIPS/Locator Code.
  8. Other Jurisdiction.
  9. Other Jurisdiction Case status.
  10. Other Jurisdiction Case Category.
  11. Other Jurisdiction Name.
  12. All fields under Other Jurisdiction Contact Information.
  13. Related to Case Intake ID.
  14. Click save.
  15. Refresh the page.
  16. Select the Intergovernmental Records tab from the left navigation panel to send the UIFSA Acknowledgment.
  17. Click on the Add Outbound Transaction button.
  18. From the Select Other Jurisdiction drop-down menu, choose Ongoing.
  19. Select the linked IGR ID under Intergovernmental Record.
  20. Fill out the asterisk-required fields under the Transaction FAR Code.
  21. Select Enforcement (ENF) under the Function field drop-down.
  22. Select Acknowledgment of receipt of request (A) under the Action drop-down field.
  23. Select either Acknowledgment – additional information needed to proceed (AADIN) or Acknowledgment – no further information required (ANOD) under the Reason drop-down field.
  24. Under Transaction Details, fill out the Additional Information field.
  25. Click submit.
  26. If there is no existing Intergovernmental record with the IJ on this UIFSA, take the following actions:
  27. Select the Intergovernmental Records tab from the left navigation panel to send the UIFSA Acknowledgment.
  28. Click on the Add Outbound Transaction button.
  29. From the Select Other Jurisdiction drop-down menu, choose New.
  30. Add all provided information, even if the field is not asterisk required, and follow process step 7(A)(i)(i-ii),(j),(k).
  31. Click on the SUBMIT button.
  32. Select the Intergovernmental Records tab from the left navigation panel.
  33. Select the linked IGR ID under Intergovernmental Record.
  34. Verify that the Other Jurisdiction Case Category is accurate per the IJ’s request.
  35. Fill in the IJ’s name in the Other Jurisdictions Name field.
  36. Fill in the Related to Case Intake ID.
  37. Send the Acknowledgment through a second source (i.e., Email, EDE, Fax, Communication Center, or mail).
8.

Create and send the letter of Acknowledgment as a second source

  1. Create an Acknowledgment letter to send as a second source.
  2. Click on Document Generation on the left panel.
  3. Select the Document Type Form from the drop-down.
  4. Under Document ID, search for the Form ID FCSE0001F0687002-UIFSA CSE TRANS #1 ACKNOWLEDGMENT.
  5. Click next.
  6. Select the radio button Local Print.
  7. Under the Selections Screen section, select the correct open Interstate case using the drop-down menu.
  8. If there is no intergovernmental record or the record says NULL/None, return to your IGR in step 2 and ensure all information is populated and linked to your case.
  9. Select N under Is Arizona the Initiating Jurisdiction?
  10. Select N under Do you want to manually enter the OJ information?
  11. Enter the IJ information under Enter the Initiating State 2-Letter Abbreviation. If sending by EDE, check: Select this form sent through EDE.
  12. Check the box: Select this request or information sent through CSENet.
  13. Check the box: Your Case Has Been Forwarded for Action.
  14. Fill out the Name of Worker based on who you assigned the case to.
  15. Fill out the Agency Name based on the County.
  16. Enter our P.O. Box number under the Address field.
  17. Fill out the Locator Code based on the office it is assigned.
  18. Fill out the Person completing form, Direct Telephone number, Fax, and Email fields.
  19. Check the Document Recipient box.
  20. Click on Generate.
  21. Print to PDF.
  22. Edit and save the form to fill out the Acknowledgment section
  23. Send through two communication types: EDE, Email, Fax, Communication Center, or mail.
9.

Update the paternity

  1. Verify that all provided information is entered and correct, even if the field is not asterisk required.
  2. Select the Paternity Establishment tab from the left panel.
  3. Select the eyeball for each child listed.
  4. Click Save.
  5. Refresh the page.
  6. For paternity established through HPP, send a request through email to DCSS-HPP Data Verifications - DES include all children in one email:
  7. AZCARES Case Number
  8. Child/ren’s name and date of birth(DOB) (one email request for all children on the case is sufficient)
  9. Parents names and DOB
  10. HPP Case Number (typically starts with E) (Optional)
10.

Uploading Documents
  1. Select “Upload Documents” at the top right to upload any documents.
  2. If the file is too big, upload the document in OnBase.
  3. Select Document Group: DCSS AZCARES CASE FILES.
  4. Select Document Type: Choose based on what you are uploading (i.e., DCSS Interstate Documents, DCSS Locate Assets, DCSS Official Documents, etc.).
  5. Complete the File Name (i.e., Initial UIFSA T1 packet, Correspondence, Locate, etc.).
  6. Verify Case ID is populated; if not, enter the Arizona case number.
  7. Select Yes under Worklist for only the initial UIFSA packet.
  8. Ensure that the Create Task box is not checked.
  9. Click Next.
  10. Upload files or Drop Files as needed.
  11. Click Done once the file is loaded.
  12. Click Finish once the file is loaded.
  13. Note: If you receive an error message that the document did not load, go into the Document Library to search and determine whether the document did or did not load before repeating the process.
11.

Update Activity History

  1. Enter all required Activity Codes:
  2. C0001 TRANSMITTAL-1 RCVD BY CENTRAL REGISTRY INTAKE.
  3. C0002 ACKNOWLEDGEMENT SENT TO OJ - CENTRAL REGISTRY INTAKE.
  4. C0004 COMMENTS FROM CENTRAL REGISTRY -INTAKE.
  5. P9001 PATERNITY DOES NOT NEED TO BE ESTABLISHED IN THIS CASE.
  6. I0207 NO HARD CASE FILE CREATED - INTAKE COMPLETE.
  7. F0071 COURT ORDER RECEIVED FROM CP/NCP/OJ or F0070 ARIZONA IV-D COURT ORDER RECEIVED.
  8. Under Comments, add a note “Please review the obligation, as the case went from local to responding.”
  9. C0008 CENTRAL REGISTRY - RESPONSE SENT TO OJ BY EMAIL/EDE/FAX
  10. B0590 HOSPITAL BASED PATERNITY INQUIRY
  11. Note: Used to document review of HPP. Document no information found or form # for child where paternity has been established.
  12. L1036 LOCATE COMPLETE - NCP LOCATED.
  13. C0027 CENTRAL REGISTRY- CASE REVIEW/NO FURTHER ACTION BY CR.
  14. Under Comments note “Case was local and updated to responding.”
  15. Enter the required Activity Codes based on the case action requested.
  16. A0102 LIMITED ASSISTANCE.
  17. Add in the activity comments what specific limited assistance is being requested.
  18. I0502 CENTRAL REGISTRY - ENF CASE.
  19. Add in activity note if IJ is requesting modification of the AZ order.
  20. I0503 CENTRAL REGISTRY - ROFO REQ’D.
  21. I0504 CENTRAL REGISTRY - ROFO REQ'D - MOD.
  22. Enter the Activity Code if applicable to the case.
  23. A0100 RELATED CASE ID
  24. Note: Used To Document Reverse Cases With Cp/Ncp, Caretaker, Foster Care, Companion Cases.
  25. M0350 CASE IDENTIFIED AS CARETAKER/GRANTEE
  26. Note: Used On Caretaker Cases – Document Relationship To Parties.
  27. C0012 CENTRAL REGISTRY- *INSTRUCTIONS TO DCSS STAFF*.
  28. P0010 OFFICIAL COPY OF CHILD'S BC RECEIVED.
  29. L1004 NON-AUTOMATED LOCATE REQUEST SENT (POSTAL).
  30. M3918 COMMENTS TO DCSE STAFF.
  31. IF THE CASE DID NOT COME OVER FROM ATLAS.
  32. T0044 EMAIL SENT TO.
  33. For emails sent to HPP.

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