Standard Work

Case Transfer from the Clerk of the Court (COC)Non IV-D to the Division of Child Support Services (DCSS) IV-D 02/05/2026 v.2

Process Owner: Establishment/DCSS

Purpose: To provide instructions for processing applications when a COC Non IV-D case exists on AZCARES and is transferred to the DCSS IV-D.

Review Cadence: Annually

 

Document Version Control

Version #

Revision Date

Edited By

Change Log

Other Notes

 

2/5/2026

E.R

Steps 1-4, 6-16

Added steps 1-2. Moved step 1 on the previous version to step 3. Removed steps 2-3 from version 1 as steps are no longer applicable. Step 4 was replaced in version 1 as the previous Step 4 is no longer applicable. Added step 6. Step 6 in version 1 was moved to step 7 in version 2. Replaced sub-steps A and B with step 8. Switched sub-steps A and B in version 1. Step 9 in version 1 moved to step 16 in version 2. Replaced Step 10 in version 1. Step 11 moved to step 14.

 

 

 

 

 

 

Supporting Related Documents

Document Name

Description/Link

 

 

 

 

 

Standard Work

Sequence

Step Description

1
  1. Receive Application or Referral (Shared)
  2.  
  3. Retrieve the application and all submitted documents from any of the following intake sources:
  4. Customer Service Portal:
  5. Use the associated referral number (ref #) to search under the application ID in the document library.
  6. TANF Referral:
  7. Obtain the AZTECS number from the referral.
  8. Search for the application number (app #) in AZCARES.
  9. Enter the app # under reference ID in the document library to find the application and associated documents.
  10. K Drive:
  11. All other applications sent to the agency via email, mail, fax, communication center, or EDE can be found in the K drive.
  12.  

2
  1. Review Application and Organize Documents (Shared)
  2.  
  3. Review the application to ensure all fields on the application are completed:
  4. Check for identifying information, such as names, dates of birth (DOB), and Social Security Numbers (SSN) for all parties listed on the application.
  5. If local:
  6. Return the application with the returned application letter only if:
  7. The application is not signed by the applicant.
  8. A request has been received, there are no minors in the case, AND all child support debt, current and/or arrears, has been paid in full, and/or only spousal support is owed. The DCSS is no longer able to enforce this case.
  9. If intergovernmental:
  10. Send a rejection letter to the other state if the packet was addressed to another state besides Arizona.
  11. Determine whether Long-Arm Jurisdiction exists when the case is local only.
  12. The support recipient is in Arizona while the Support Payor is in another jurisdiction.
  13. If Long-Arm Jurisdiction does exist and previous actions have been completed, proceed to step 3.
  14.  

3
  1. Locate Existing Case(s) (Shared)
  2.  
  3. Check for existing members in AZCARES by using the member search box on the home page. To search for a customer, use and compare all of the following options to ensure the correct customer is identified:
  4. Name and DOB.
  5. SSN.
  6. Review the existing case found to confirm that all members match the received application. If the personally identifiable information (PII) is accurate but other details are outdated, update the member screens with the new information.
  7.  

4
  1. Verify and Court Orders (Shared)
  2.  
  3. If orders were included, download Court Orders.
  4. To locate orders, check the court order screen for the Non IV-D case to find the court case number to use in the Maricopa Clerk of Court Onbase or in Pima County AGAVE.
  5. If orders were not found or included with the application, request all court orders pertaining to child support from the appropriate COC by email using the list below.
  6. Helpful link: DCSS Directory.
  7.  

5
  1. Clear Members in AZCARES (Shared)
  2.  
  3. Select “Add Members”
  4. Update the Member Type field.
  5. Select Individual.
  6. Update the Member Category field.
  7. Update the date of birth and/or social security number, and all other required fields, as provided on the application.
  8. Press the “Add Member” button.
  9. Determine if a person's record already exists.
  10. If the person exists and the match is exact, merge the member.
  11. If the person has a partial match, verify that all the information matches before potentially merging.
  12. If a person does not exist, press the “Establish as new individual” button.
  13. On the Relationship Details screen, update the Member Role and Relationship field.
  14. Select the “Save” button.
  15. Repeat this process for the other party to the case.
  16. Repeat this process for child(ren).
  17. On the Relationship Details screen.
  18. Update: Born in the Wedlock field.
  19. Update: Has paternity been established field.
  20. Update the " How Was Paternity Established field.
  21. Press the “Save” button.
  22. Go to Add Members.
  23. Click the radio button for each member.
  24. Go to the member.
  25. Takes you to the Contact tab.

6
  1. Complete the Intake Detail Screen (Shared)
  2.  
  3. Complete all fields.
  4. Use the AZCARES Assignment Tool to assign the correct team member and office.
  5. Click save.
  6. Click Next to proceed with adding members.
  7.  

7
  1. Adding Members Demographics & Relationships (Shared)
  2.  
  3. Select the tab for the Applicant.
  4. Update Contact Information with information available from the application.
  5. Press the “Save” Button.
  6. Update the Non-Disclosure Information as appropriate based on the Family Safety Questionnaire.
  7. Press the “Save” Button.
  8. Select Member Demographics.
  9. Update the Tribal Information field.
  10. Update additional fields as provided on the application.
  11. Press the “Save” Button.
  12. Update Member Address.
  13. Select the “New” button.
  14. Update the Address Type field to residential.
  15. Update the Address Status field.
  16. Verification Pending is used when the address has not been verified.
  17. Valid is used when the address has been verified by an approved source.
  18. Update the Verification Source field.
  19. Update the Verification Date field.
  20. Update the Information Source field.
  21. If postal is needed, click on the Postal Verification Requested field.
  22. Press the “Add/Update Address’ button.
  23. Input the address.
  24. Press the “Validate” button.
  25. Select the Standardized Address.
  26. Select the “OK” button.
  27. Repeat step 9 to add the address type as mailing.
  28.  
  29. Select the tab for the Support Payor.
  30. Repeat sub-steps1-10 above.
  31. Select the “Employer” tab.
  32. Press the “New” button.
  33. Update the Employer Name field.
  34. Update the Employer Status field.
  35. Update Employer Information with information available from the application
  36. Press the “Save” button
  37.  

8
  1. Submit Intake
  2.  
  3. If an IV-D case exists (whether open or closed), merge the intake with the existing IV-D case and proceed to step 10.
  4. If there is only an existing(open or closed) Non IV-D case, merge the intake with the existing case and proceed to step 10.
  5.  

9
  1. Update Case Information and Paternity Details
  2.  
  3. Update all fields on the case information screen.
  4. Ensure the case is assigned correctly.
  5. Update case type to IV-D.
  6. Make sure the case function assessment is set to enforcement
  7. Enter the reason for the case assessment change.
  8. Select Manual Override.
  9. Click save.
  10. For intergovernmental related cases, proceed to step 12.
  11. Add Paternity Details
  12. Update all fields on the paternity establishment screen for each child.
  13.  

10
  1. Complete locate
  2.  
  3. Use Locate Desk Aid to locate an address for the support payor (SP).
  4. If the SP's address is provided on the application, send a postal verification as an attempt to verify it.
  5. Update Locate need as follows:
  6. Select Locate Need.
  7. Press the “New” button.
  8. Update the Status field.
  9. Update the Locate field.
  10. Press the “Save” button.
  11. View one of the locate entries.
  12. Select Manual Local Activity.
  13. Press the “New” button.
  14. Update all sources.
  15.  

11
  1. Send CSENet Acknowledgment (Central Registry (CR) Only)
  2.  
  3. If there is an existing Intergovernmental record, it must be linked to the newly created case using the following steps.
  4. Click on the Intergovernmental Record IGR hyperlink by going to the global search.
  5. Once in the intergovernmental record, complete and/or verify that the following fields are correct:
  6. Case with the current Arizona AZCARES case number.
  7. Other Jurisdiction case number.
  8. Other Jurisdiction FIPS/Locator Code.
  9. Other Jurisdiction.
  10. Other Jurisdiction Case status.
  11. Other Jurisdiction Case Category.
  12. Other Jurisdiction Name.
  13. All fields under Other Jurisdiction Contact Information.
  14. Related to Case Intake ID.
  15. Click Save at the top right corner.
  16. Refresh the page.
  17. Select the Intergovernmental Record tab from the left navigation panel.
  18. Send the Uniform Interstate Family Support Act (UIFSA) Acknowledgment.
  19. Select the Add Outbound Transaction button.
  20. From the Select Other Jurisdiction drop-down menu, choose Ongoing.
  21. Under Intergovernmental Record, click on the Select button linked to the appropriate IGR ID.
  22. Under Transaction FAR Code, complete all the following fields:
  23. On the Function drop-down field, select Enforcement (ENF).
  24. On the Action drop-down field, select (A) Acknowledgment of receipt of request.
  25. On the Reason drop-down field, select either (AADIN)- Acknowledgment –additional information needed to proceed or (ANOD)-Acknowledgment – no further information required.
  26. Under Transaction Details, in the Additional Information field box, add any applicable details.
  27. Click submit.
  28. If there is no existing Intergovernmental record with the Initiating Jurisdiction(IJ) on the received UIFSA, take the following actions:
  29. Send the appropriate UIFSA Acknowledgment. Select the Intergovernmental Records tab from the left navigation panel.
  30. Select the Add Outbound Transaction button.
  31. From the Select Other Jurisdiction drop-down menu, choose New.
  32. Complete all fields, including all asterisk required. Follow the above steps 12. (A)(f)(3-5)
  33. Click submit.
  34. Select the Intergovernmental Record tab from the left navigation panel.
  35. Under Action, click on the view (eyeball) for the linked IGR ID.
  36. Verify that the Other Jurisdiction Case Category field is accurate per the IJ’s request.
  37. Fill in the IJ’s name in the Other Jurisdictions Name field.
  38. Under the Intergovernmental Record Information section, fill in the Related to Case Intake ID.
  39. Send the acknowledgment through an alternative method, e.g., email, electronic document exchange (EDE), fax, the communication center, or mail.
  40.  
  41. NOTE: If the intergovernmental team processes such a request related to Paternity and/or Establishment, the appropriate CSENets and intergovernmental record must be created and sent.
  42.  

12
  1. Update Intergovernmental Record & Assign Case (CR Only)
  2.  
  3. Assign the case to the region office and the caseworker. Request from the supervisor to lock.
  4.  

13
  1. Request Additional Documents (Shared)
  2.  
  3. Determine any additional documents needed from the support recipient (SR) or the IJ.
  4. For local, send the asset letter (FCSE0001F0203003-CP REQUEST FOR DOCUMENTS/NCP ASSETS) to the SR.
  5. Request any additional information that was not provided on the application or any missing supporting documents.
  6. If intergovernmental, send an information request letter to the IJ.
  7. Ensure that a response is monitored and reviewed on the 31st day.
  8. If no response was received, review to initiate the FCSE0001F9910005-IJ NOT RESPONDING CLOSURE NOTICE.
  9.  

14
  1. Notify Clerk of Court of case transfer. (Shared)
  2.  
  3. Generate the FCSE0001F0781001-NOTIFICATION TO THE CLERK OF COURT OF CASE TRANSFER in AZCARES.
  4. Utilize the to send the notice in an email notifying the court of the case transfer to the IV-D.
  5.  

15
  1. Upload Documents to the Document Library & Update Tracker (Shared)
  2.  
  3. Upload the application or the UIFSA packet received, along with all associated documents. .
  4. Update the intake log/tracker.
  5.  

16
  1. Update Activity history (shared)
  2.  
  3. If local, enter the following activity history codes:
  4. I0010 NPA APPLICATION RECEIVED-For customer portal or email applications.
  5. I0002 CP WALK-IN TANF COOPERATION AND COMPLIED-For TANF.
  6. I0202 Intake Completed
  7. B0590 HOSPITAL BASED PATERNITY INQUIRY
  8. Note: Used to document review of Hospital Paternity Program (HPP). Document no information found or form # for the child where paternity has been established. Or if an Affidavit of Paternity (AOP) is associated with a child in the case.
  9. P9001 PATERNITY DOES NOT NEED TO BE ESTABLISHED IN THIS CASE.
  10. M3349 P&E REVIEW - ACTION PENDING- If additional documents are requested.
  11. T0044 EMAIL SENT TO- If emailing HPP or the SR.
  12. B0710 CUSTOMER SATISFACTION SURVEY SENT- If email sent to the SR.
  13.  
  14. If intergovernmental, enter the following activity history codes:
  15. C0001 TRANSMITTAL-1 RCVD BY CENTRAL REGISTRY INTAKE.
  16. C0002 ACKNOWLEDGEMENT SENT TO OJ - CENTRAL REGISTRY INTAKE.
  17. C0004 COMMENTS FROM CENTRAL REGISTRY -INTAKE.
  18. F0071 COURT ORDER RECEIVED FROM CP/NCP/OJ or F0070 ARIZONA IV-D COURT ORDER RECEIVED.
  19. Under Comments, note the following: “Please review the obligation, as the case went from local to responding.”
  20. C0008 CENTRAL REGISTRY - RESPONSE SENT TO OJ BY EMAIL/EDE/FAX
  21. B0590 HOSPITAL BASED PATERNITY INQUIRY
  22. Note: Used to document review of HPP. Document no information found or form # for the child where paternity has been established. Or if an Affidavit of Paternity (AOP) is associated with a child in the case.
  23. P9001 PATERNITY DOES NOT NEED TO BE ESTABLISHED IN THIS CASE.
  24. L1036 LOCATE COMPLETE - NCP LOCATED.
  25. C0027 CENTRAL REGISTRY - CASE REVIEW/ NO FURTHER ACTION BY CR.
  26. Under Comments note the following: “Case was local and updated to responding.”
  27.