Requesting an Arrears Calculation

Administrative Standard Operating Procedure 000 v.3

 

  1. Purpose
  2. Definitions/Acronyms
  3. Criteria
  4. Process or Procedure

 

  1. Purpose
  1. The purpose of this SOP is to provide instruction and standardization on how to appropriately request and document a request for an arrears calculation to result in a timely response from the debt team.

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  1. Definitions/Acronyms
  1. AFDC: Aid to Families with Dependent Children
  2. AGO: Attorney General's Office
  3. CAAL: Case Action Listing
  4. CP: Custodial Parent
  5. DRU: Debt Recalculation Utility-Software application currently being used to calculate child support debts
  6. ENF: Enforcement
  7. NCP: Noncustodial Parent
  8. SOP: Standard Operating Procedure
  9. TANF: Time-limited public assistance payments made to poor families, based on Title IV-A of the Social Security Act

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  1. Criteria
  1. A request for arrears calculation should be made when there is a need based on a legal action, specialized enforcement action, to verify the arrears amount prior to certain ENF actions, by request from the parties derived from additional information received, or request from an outside entity.
  2. A new arrears calculation will not be completed if a calculation has been completed within the last 12 months, unless the following exceptions have occurred:
  1. New Court Order
  2. Affidavit of Direct Pay
  3. CP Waiver
  4. Specialized Enforcement action
  5. Legal Contempt action
  6. Administrative Review
  7. High Level Government Inquiry (HLGI)

A HLGI indicates that a case has been elevated to the DCSS Executive Correspondence Unit (ECU) for resolution. The referral to the ECU is initiated by the CP or NCP through several different pathways for elevation, including but not limited to the OCSS, the DES Ombudsman's office, the Governor's office, or the DCSS Assistant Director's office.

  • When the requesting party is the CP or the NCP, substantial documentation needs to be provided on CAAL narrative to show why the case requires an arrears calculation.
  • The Enforcement Calculation Checklist/Desk Aid must be reviewed and followed before requests are submitted on cases with Arizona (AZ) orders. Findings should reflect on a CAAL narrative.
  • The Enforcement Calculation Checklist/Desk Aid (Foreign Order) must be reviewed and followed before requests are submitted on cases with a foreign order. Findings should reflect on a CAAL narrative.

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    1. Process or Procedure
    1. Contempt Calculation-F5001-REQUEST FOR ARREARS CALCULATION (CONTEMPT) (15 business days):
    1. The requestor will review the Enforcement Calculation Checklist/Desk Aid and CAAL narrate under the F5001- REQUEST FOR ARREARS CALCULATION (Contempt) with specific research information on the findings leading to the calculation request.
    1. This CAAL narrative will predominately be used by Enforcement case managers during the contempt process.
    2. The debt officer who completes the arrears calculation will enter the closing CAAL narrative F5099-ARREARS CALC COMPLETED.
    3. If the arrears calculation is approved, the debt officer who completes the action will enter the CAAL narrative F5100-CALCULATION APPROVED-REVIEW FOR NEXT ACTION.
    4. Once an action has been taken with the approved arrears calculation, the reviewing debt officer will enter the CAAL narrative F5101-CALCULATION REVIEWED-ACTION COMPLETED to complete the task.
    1. Court Hearing Calculation-F5002- REQUESTING FOR ARREARS CALCULATION (HEARING/COURT) (10 business days):
    1. The CAAL narrative F5002- REQUEST FOR ARREARS CALCULATION (HEARING/COUORT) should be entered with any hearing-specific or court ordered requirements narrated. If the calculation requires filing with the court or is required for a hearing prior to 10 business days, an email should be sent to the local office Debt Team email box.
    2. This CAAL narrative will be used predominantly by the AGO when a calculation is requested for hearing or has been ordered to be completed & filed by a judge/commissioner.
    3. The debt officer who completes the arrears calculation will enter the closing CAAL narrative F5099-ARREARS CALC COMPLETED.
    4. If the arrears calculation is approved, the debt officer who completes the action will enter the CAAL narrative F5100-CALCULATION APPROVED-REVIEW FOR NEXT ACTION.
    5. Once an action has been taken with the approved arrears calculation, the reviewing debt officer will enter the CAAL narrative F5101-CALCULATION REVIEWED-ACTION COMPLETED to complete the task.
    1. AGO Calculation-F5003-REQUEST FOR ARREARS CALCULATION (AGO) (30 business days):
    1. The CAAL narrative F5003-REQUEST FOR ARREARS CALCULATION (AGO) should be entered with any special instructions narrated.
    2. This CAAL narrative will be used predominantly by the AGO when the calculation is needed for internal AGO business or upcoming court hearing and filing.
    3. The debt officer who completes the arrears calculation will enter the closing CAAL narrative F5099-ARREARS CALC COMPLETED.
    1. Administrative Review Calculation-F5004-REQUEST FOR ARREARS CALCULATION (ADM RVW) (10 business days):
    1. The requestor will review the Enforcement Calculation Checklist/Desk Aid and CAAL narrate under the F5004-REQUEST FOR ARREARS CALCULATION (ADM RVW) with specific research information on the findings leading to the calculation request.
    1. This CAAL narrative will solely be used by Administrative Review Unit for administrative action dispute resolution. If the arrears calculation is required prior to 10 business days, an email should be sent to the local office Debt Team email box.
    2. The debt officer who completes the arrears calculation will enter the closing CAAL narrative F5099-ARREARS CALC COMPLETED.
    1. Settlement Calculation-F5005-REQUEST FOR ARREARS CALCULATION (SETTLEMENT) (10 business days):
    1. The CAAL narrative F5005-REQUEST FOR ARREARS CALCULATION (SETTLEMENT) should be entered with specific information leading to the calculation request. This CAAL narrative will solely be used by Specialized Enforcement prior to any settlement agreement between the parties.
    2. The debt officer who completes the arrears calculation will enter the closing CAAL narrative M3320-ARREARS CALC COMPLETED FOR SETTLEMENT.
    1. FIDM Action Calculation-F5006-REQUEST FOR ARREARS CALCULATION (FIDM ACTION) (10 business days):
    1. The CAAL narrative F5006-REQUEST FOR ARREARS CALCULATION (FIDM ACTION) should be entered. This CAAL narrative will solely be used by Specialized Enforcement prior to taking any enforcement remedial action.
    2. The debt officer who completes the arrears calculation will enter the closing CAAL narrative F5099-ARREARS CALC COMPLETED.
    1. Other Jurisdiction Calculation-F5007-REQUEST FOR ARREARS CALCULATION (OTHER JURISDICTION) (30 business days):
    1. Prior to submitting the arrears calculation for the other jurisdiction, the PALR Financial History is provided to the requesting jurisdiction inquiring about arrears balances.
    1. To print-out the PALR Financial Summary, enter PALR on Direct Command. Once, in the PALR screen, press F6 to print out.
    2. Once the F3000-PALR PRINT DISPENSATION has automatically generated on CAAL, document under CAAL the F3001-PALR PROVIDED TO CP/NCP/OJ. A calculation will not be processed if the F5007-REQUEST FOR ARREARS CALCULATION (OTHER JURISDICTION) CAAL narrative does not have supporting documentation showing in PALR steps have been taken.
    3. A calculation requested immediately after the PALR print out that does not allow the other jurisdiction to renew and will be rejected.
    4. The requestor will review the Enforcement Calculation Checklist/Desk Aid and CAAL narrate under the F5007-REQUEST FOR ARREARS CALCULATION (OTHER JURISDICTION) with specific research information on the findings leading to the calculation request.
    5. This CAAL narrative will predominantly be used by any Division of Child Support Services (DCSS) case manager who recieve a request from another jurisdiction for an Intergovernmental action.
    6. The debt officer who completes the arrears calculation will enter the closing CAAL narrative F5099-ARREARS CALC COMPLETED.
    7. If the arrears calculation is approved the debt officer who completes the action will enter the CAAL narrative F5100-CALCULATION APPROVED-REVIEW FOR NEXT ACTION.
    8. Once action has been taken with the approved arrears calculation, the reviewing debt officer will enter the CAAL narrative F5101-CALCULATION REVIEWED-ACTION COMPLETED to complete the task.
    1. 3rd Party Calculation-F5008-REQUEST FOR ARREARS CALCULATION (3rd PARTY AUTH) (2 business days):
    1. The Borrower’s Certification and Authorization for Release of Information (or equivalent document) shall be provided by the 3rd Party entity prior to the request for calculation.
    1. The requestor will review the Enforcement Calculation Checklist/Desk Aid and CAAL narrate under the F5008-REQUEST FOR ARREARS CALCULATION (3rd PARTY AUTH) with specific research information on the findings leading to the calculation request.
    2. This CAAL narrative will predominately be used by Any DCSS case manager receiving a request from a 3rd Party or Title Agency.
    3. The debt officer who completes the arrears calculation will enter the closing CAAL narrative F5099-ARREAES CALC COMPLETED.
    1. NCP or CP Calculation-F010-REQUEST FOR ARREARS CALCULATION FROM NCP or F5012-REQUEST FOR ARREARS CALCULATION FROM CP (30 business days):
    1. The PALR Financial History is provided to the NCP or CP when inquiring about arrears balances prior to submitting the calculation request.
    2. To print-out the PALR Financial Summary, enter PALR on the Direct Command. Once, in the PALR screen press F6 to print out.
    3. Once the F3000-PALR PRINT DISPENSATION has automatically generated on CAAL, document under CAAL the F3001-PALR PROVIDED TO CP/NCP/OJ narrative. The following F5010-REQUEST FOR ARREARS CALCULATION FROM NCP and F5012-REQUEST FOR ARREARS CALCULATION FROM CP will not be processed if no supporting documentation is provided showing the following steps have been taken.
    4. A calculation requested immediately after the PALR print out that does not allow time for the parties to review, will be rejected.
    5. Substantial documentation needs to be provided on the CAAL narrative from the CP or NCP as to why an arrears calculation is needed for example:
    6. New court order
    7. Missed payments
    8. Credits
    9. Error in calculation
    10. These CAAL narrative will predominantly be used by Customer Service, Direct Client Services and case managers taking walk-in clients.
    11. The requestor will review the Enforcement Calculation Checklist/Desk Aid and CAAL narrate under the F5010-REQUEST FOR ARREARS CALCULATION FROM NCP or F5012-REQUEST FOR ARREARS CALCULATION FROM CP with specific research information on the findings leading to the calculation request.
    12. Disputes over payment distribution, payment disbursement, Public Assistance (AFDC/TANF) Grant History and the Assignment of Rights are excluded as qualifying reasons for requesting an arrears calculation by the CP.
    13. The debt officer who completes the arrears calculation will enter the closing CAAL narrative F5011-ARREARS CALC PROVIDED TO NCP.
    14. If the arrears calculation is approved, the debt officer who completes the action will enter the CAAL narrative F5100-CALCULATION APPROVED-REVIEW FOR NEXT ACTION.
    15. Once an action has been taken with the approved arrears calculation, the reviewing debt officer will enter the CAAL narrative F5101-CALCULATION REVIEWED-ACTION COMPLETED to complete the task.
    1. General Arrears Calculation-F5000 ARREARS CALCULATION REQUESTED (30 business days):
    1. The requestor will review the Enforcement Calculation Checklist/Desk Aid and CAAL narrate under the F5000-REQUEST FOR ARREARS CALCULATION with specific research information on the findings leading to the calculation request.
    2. This CAAL narrative is generic in nature, thus requiring ample text explanation, and may be used by any case manager. If there has been an approved DRU and the PSJ/JCH is zero, the previous DRU can be used to satisfy a judgment.
    3. The debt officer who completes the arrears calculation will enter the closing CAAL narrative F5099-ARREARS CALC COMPLETED.
    4. The F5099-ARREARS CALC COMPLETED CAAL narrative will ONLY be used when completing an arrears calculation in response to a calculation request. If completing an arrears calculation outside the requesting code the findings will be narrated under the corresponding responding CAAL code.

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    SOP Revision Date: 10/19/2023
    SOP Review Date: 10/19/2023

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