8.6 ACH Prep Work Contents 8.1 .......................................................................................................................................... 1 8.2 .......................................................................................................................................... 1 8.3 .......................................................................................................................................... 1 8.4 .......................................................................................................................................... 1 8.5 .......................................................................................................................................... 1 Original Requirements ............................................................................................................... 1 8.6 ACH ............................................................................................................................. 1 8.6.1 New Process for Approving Business Prior to Access to ACH (underwriting) ........ 2 8.6.2 ACH Limits and Permissions ................................................................................. 2 8.6.3 ACH Cutoff and Processing .................................................................................. 3 8.6.4 ACH Summary ...................................................................................................... 6 8.6.5 ACH Reversal Summary ....................................................................................... 6 8.6.6 Pending ACH ........................................................................................................ 7 8.6.7 Request ACH Credit Ability ................................................................................... 7 8.6.8 Request ACH Debit Ability .................................................................................... 7 8.6.9 New ACH ............................................................................................................. 7 8.6.10 Participants ........................................................................................................... 8 8.6.11 Templates ............................................................................................................. 9 8.6.12 Reporting .............................................................................................................10 8.6.13 Approvals .............................................................................................................10 8.6.14 ACH Debit (PR 34783) .........................................................................................10 ECA Prep Work.........................................................................................................................10 Core Prep Work ........................................................................................................................10 Business Follow Ups .................................................................................................................10 Original Requirements 8.6 ACH An ACH payment is a method of sending funds electronically through the federal government’s Automated Clearing House (ACH). ACH payments are typically created and sent in batches. At the time of payment, funds are withdrawn from the business checking account, and transferred to the recipient, known as the participant. Support ACH credit and debits, both single and recurring (correct existing issue with failing ACH’s due to holidays artf1403). Retention for ACH, Bank Wires and Tax Payment history should be available in UltraBranch for seven years. NEW: Optional dual control with limits and enforcements (only applicable to business/commercial side). Similar controls to set different rules for consolidated accounts, cross accounts, and third parties. Applies to transfers, ACH, wires and tax payments. The users must adhere to NACHA rules. 8.6.1 New Process for Approving Business Prior to Access to ACH (underwriting) 8.6.1.1 Business completes a form that can be made available via Online Banking. 8.6.1.1.1 Form includes average monthly balance, average ACH batch total, frequency, ACH credit, amount requesting, and high/low. 8.6.1.1.2 Form gets emailed to BCS. 8.6.1.2 Existing businesses should transition to? 8.6.2 ACH Limits and Permissions The ability to electronically send funds to other people or companies is convenient. At the same time it is subject to risk, even from within your own organization. 8.6.2.1 The following safeguards are needed: 8.6.2.1.1 Credit Union Level 8.6.2.1.1.1 Control if company can use ACH. 8.6.2.1.1.2 Want ability to set a maximum limit per company for ACH set by Credit Union that cannot be overridden by business admin. 8.6.2.1.1.3 Ideally the company could submit an ACH above their company limit and it would go to the credit union for review and acceptance or rejection. If this is possible the company should be warned when submitting above their limit. 8.6.2.1.1.4 Want the ability to designate if a specific company requires single or dual approval for ACH. For some companies they would need the ability to self approve ACH batches, but others will want to have dual control to ensure the submitter cannot also be the approver. This cannot be a global requirement and should be controllable per company (optional). 8.6.2.1.2 Company Level 8.6.2.1.2.1 Before any ACH batches can be created, the ACH function must be enabled in the “Edit Feature Access and Limits” page on the “Admin” tab. Only the account’s Primary Contact or a Company Administrator can enable this function. 8.6.2.1.2.2 The Primary Contact or a Company Administrator can set limits on the dollar amount of an ACH batch – these limits can be set by transaction, day, week, or month. As an option, you may enable limit overrides by checking an option to “Exceed Limit with Approval”. 8.6.2.1.2.3 If limit overrides have not been enabled, Users cannot create ACH batches that exceed any ACH limit. The user should be warned and not able to submit the ACH above limits. 8.6.2.1.2.4 If the limit overrides are enabled Users will be able to create ACH batches that exceed limits, which must be approved by a User that has been granted approval authority 8.6.2.1.2.5 Security questions are required when submitting all outgoing ACH transactions. Continue to require this for approving or rejecting an ACH. 8.6.2.1.2.6 When the business would like to submit an ACH over the company limit, there should be a message to contact BCS. 8.6.3 ACH Cutoff and Processing 8.6.3.1 The current cutoff time for ACH and Wires is 12:30 p.m. Alaska time (implemented with PR38464). 8.6.3.2 Current State ACH & Wire Cutoff Process Current State ACH & Wire Cutoff Process BPW Creates file Execute WIREAPPROVALTRN 1a on Symitar: /transfers/outgoing/ wires/ with the extension “dat” Execute WIRETRN 1 Cut Off Time 1b Creates file Execute RECACHBATCHTRN Execute CUSTOMTRN Execute ACHBATCHTRN on Symitar /transfers/outgoing/ ach/ with the extension “ACH” UC4 2a Queries every minute for files on Symitar /transfers/outgoing/ wires/ with the extension “dat” 2b 4 Queries every minute for files on Symitar /transfers/outgoing/ach/ with the extension “ACH” Queries every minute for files on dbultrabranch \\\xout_ofac\ UB_ACH_Recipients.txt File found? File found? File found? Yes Yes Yes Wire file transfer JOBP.UBWIRE.XF R.TO.OPSADMIN ACH file transfer JOBP.UBACH.XF R.TO.PAYSYS JOBP.CU.UBBE OFAC TO BRIDGER Pickup UB_ACH_Recipie nts.txt file Transfer file to SVRCST99 //svrcst99/transfers/xfer-in/Treasury/ubwire/* Treasury must have files by 1pm Transfer file to SVRCST99 F:\global\sharedoc\paysys\ubach\* Payment Settlement must have the files by 1pm Transfer to SPJP135 D:\ transfers\xfer-in\ ubach\ UB_ACH_Recipie nts.txt Encrypt file Government has files Sent to UB_ACH_Recipients.txt to “FTP Sites\Alaska USA Sites\ ftp.bridgerinsight.lexisnexis.com” / UBACH directory DBA – OFAC job 3 SQL Agent job / SSIS package job name CEBS_OFAC_Export Create file UB_ACH_Recipients.txt on \\UB_ACH_Recipients.txt LEGEND Indicates direct process relationship Indicates implied sequence, no direct process relationship 8.6.3.3 Current State Bill Payment and Transfer Warehouse Manager Schedules BPW Name Average Run Time Scheduled Run Time WIREAPPROVALTRN 1-3 seconds 12:31 pm WIRETRN 1-3 seconds 12:35 pm RECACHBATCHTRN 1-3 seconds 12:31 pm CUSTOMTRN 1:30- 3:30 minutes 12:35 pm ACHBATCHTRN 2-4 seconds Triggered 8.6.3.4 Current State UC4 jobs Job ACH file transfer JOBP.UBACH.XFR.TO.PAYSYS Average Run Time 5-9 seconds Wire file transfer 5-9 seconds JOBP.UBWIRE.XFR.TO.OPSADMIN Transfer file to government 10-19 seconds JOBP.CU.UBBE.OFAC.TO_BRIDGER Estimated Execution by 12:45 pm (constant query) 12:45 pm (constant query) 12:59 pm (constant query) These jobs query every minute for files to process. 8.6.3.5 Current state Front End pages which mention the cutoff time • • Front_end_source\web\efs\jsp\approvals\ o Approvepayments.jsp Front_end_source\web\efs\jsp\payments\ o Achbatchaddedit.jsp o Achbatchaddeditconfirm.jsp o Achbatchtaxpayentry.jsp o Achpayments,jsp o Achpaymentdetails.jsp o Approvepayments.jsp o Taxnewpayconf.jsp o Taxpay.jsp o Taxpayments.jsp o Wirerelease.jsp o Wiretransfernew.jsp 8.6.3.6 Current state ProcessingTime Variable in the $$ultrabranch-fe.properties file This file contains the cutoff time and must be updated any time the cutoff time is changed. 8.6.3.7 Current state CalculateDefaultDate.java This file contains the cutoff time and must be updated any time the cutoff time is changed. 8.6.3.8 Database Administration (DBA) work In addition to the UltraBranch controls which manage the cutoff time, the Database Administration (DBA) also runs an OFAC process. If the cutoff time needs to be changed this process time must also be updated by DBA. The current job (CEBS_OFAC_Export) runs at 12:45pm M-F and runs in 1-2 seconds. 8.6.4 ACH Summary 8.6.4.1 Lists the status of all ACH batches created by the business. 8.6.4.2 The status is categorized as: • Scheduled • Submitted for Approval • Completed (ideally show in Red or Bold, something to stand out) • Failure (this doesn’t exist in current state) 8.6.4.3 Currently broken into the following sections (there are calendar controls for the view): • Scheduled ACH Batch Summary • Summary of ACH Batch Submitted for Approval • Completed ACH Batch Summary 8.6.4.4 Items can be edited or deleted from this screen 8.6.5 ACH Reversal Summary ACH Reversals follow different rules than disputes. This is used when money should be given immediately and is less common not to get the money back. If NSF then it is taken back from the member. This method should continue to be supported. 8.6.5.1 An ACH reversal allows for the same information that was submitted, to be reversed exactly (without manually creating a reversal). 8.6.5.2 The word “REVERSAL” is required in the Company Entry Description field of Company/Batch Header Record. 8.6.5.3 Lists the status of all ACH Reversals created by a business. 8.6.5.4 Currently broken into the following sections: • Scheduled ACH Reversal Summary • Summary of ACH Reversals Submitted for Approval • Completed ACH Reversals Summary 8.6.5.5 Items can be viewed or deleted from this screen 8.6.5.6 Reversal entry must be received by the end of the 4th banking day following the settlement date. 8.6.6 Pending ACH 8.6.6.1 Either add field or change date field, something to show the posting date versus the file date. Believe what is currently the “date” column is the posting date. 8.6.6.2 Need text from SADS to explain how they are processed. 8.6.6.3 Need sort by date. 8.6.6.4 A consolidated account should show pending ACH for all accounts to include the primary account (artf1326). 8.6.6.5 NEW: Any pending items should be cleaned up automatically and cancelled. artf1434). 8.6.7 Request ACH Credit Ability Ideally this would be a fully automated process, but at minimum should provide a way for the company primary or administrator to request ACH Credit ability. 8.6.7.1 The request should allow the member to provide: Average balance per month (optional) Average ACH batch amount and frequency Highest expected ACH amount Lowest expected ACH amount 8.6.7.2 Upon submission the user should get a message. 8.6.7.3 The submitted request should generate an email and/or be available on a report. 8.6.7.4 No history, tracking, or contact via UltraBranch is needed beyond submitting the initial request. 8.6.8 Request ACH Debit Ability Ideally this would be a fully automated process, but at minimum should provide a way for the company primary or administrator to request ACH Debit ability. 8.6.8.1 The request should allow the member to provide: Average balance per month (optional) Average ACH batch amount and frequency Highest expected ACH amount Lowest expected ACH amount 8.6.8.2 Upon submission the user should get a message. 8.6.8.3 The submitted request should generate an email and/or be available on a report. 8.6.8.4 No history, tracking, or contact via UltraBranch is needed beyond submitting the initial request 8.6.9 New ACH 8.6.9.1 ACH’s can be manually entered or a NACHA-formatted file may be imported. 8.6.9.1.1 Manually Entered Process • • • • • Currently allow for PPD or CTX. This should be changed to support for ACH credit and debit formats PPD, CTX, and CCD. For ACH debit must also support WEB and TEL. Add support for Child Support payments User can choose a saved template, which will pre-populate the Batch Name, Company Description, Frequency, Source Account and Entries w/credit amount. The date, source account and credit amount can be edited. If a template is not loaded then all fields are manually entered and the “add entry” field is required. o Current state will timeout if a large list is manually entered such as a large payroll. This needs to save and not kick the user out if they are working on a large submission. User submits for payment. 8.6.9.1.2 NACHA Formatted Import Process Acceptable NACHA formatted files are: PPD and CTX 8.6.9.2 Submitting the ACH Batch 8.6.9.2.1 Addenda record counts should be included in the batch header, regardless if addenda record was added initially at the creation of the ACH or edited after creation (artf1375). 8.6.9.2.2 Security questions are required when submitting all outgoing ACH transactions. 8.6.9.2.3 New: Notification to members about when funds will be withdrawn from their account (PR 35972). 8.6.9.2.4 NEW: Need to verify all fields in the ACH batch record is correct, for example the hash total in the Batch Control record is correct. 8.6.9.3 Both ACH debit and credit should provide for selection of the From account, it should not just be the primary account. 8.6.9.4 A recurrence can be set up and work. 8.6.10 Participants 8.6.10.1 An ACH participant is the recipient of the ACH payment. ACH entry also refers to an individual participant. 8.6.10.2 The ACH participant’s page lists all saved participants. The following can be executed from this page: 8.6.10.2.1 From the ACH Participants page you can edit, delete or add new participants. Deleting a participant that was created with a scope of “business” will also make them unavailable to the other Users that can create ACH batches 8.6.10.2.2 New participants can be added. The fields required are: ▪ Participant Name – Name used for bank withdrawals or check cashing. Nicknames should not be duplicated. When a user types in a nickname that is already in use, the user should get a message that nickname already exists and allow them to modify the nickname without resetting the fields on the page (artf1369). ▪ Identification Number – any identifier the user chooses, for example employee ID. (This field was discussed to see if it could become optional. It cannot, it is required in the file. It is typically used for payment settlement processes.) ▪ Participant Scope – Choose “user’ to be available to the user logged in or “business” to be available to all users that can create an ACH. This should default to Business. ▪ Bank Name – Recommended to use with Bank Lookup so that the information can be validated. ▪ Routing Number – Recommended to use with Bank Lookup so that the information can be validated ▪ Account Number – Account where the participant would like the payment deposited. ▪ Account Type – Refers to the checking or savings for the participants account. 8.6.10.2.3 Bank Lookup Helps locate the correct routing number (ABA). Search can be made by entering a Bank Name or Routing Number. This is optional. NOTE: Current vendor will be reviewed against chosen vendor or other options within the credit union to find the one that provides the best service (PR 38191). . 8.6.11 Templates 8.6.11.1 ACH templates are a valuable tool that can save a lot of time. Using templates saves the user from needing to re-enter batch participants and look up bank routing numbers. 8.6.11.2 From the ACH templates page you can edit, delete or add new templates. 8.6.11.2.1 Creating an ACH Batch Template – There are two ways to create ACH batch templates: • • After creating an ACH Batch and submitting it for payment a user will have the option of saving as template. From the ACH Templates page using “add template.” o In this option user will need to enter template name, company description, discretionary data, scope, frequency and participants. 8.6.11.2.2 Templates should default to Business as the type, not user type. 8.6.12 Reporting See Reports 8.6.13 Approvals 8.6.14 ACH Debit (PR 34783) 8.6.14.1 Add the ability for members to be able to process ACH debits thru UBBE. California State Disbursement Unit Electronic Funds Transfer Employer Information Guide (Revised January 11, 2012) Page 1 of 20 Executive Summary Employer Electronic Funds Transfer (EFT) Information The California State Disbursement Unit (CASDU) is now the single payment processing center for employers to send all of California wage withholding child support payments. To simply the payment submission process, the CASDU provides all employers the option to submit payments electronically via an Electronic Funds Transfer (EFT) through the payments network known as the Automated Clearing House (ACH). Our EFT method is more cost effective, provides more security to its users and eliminates the risks associated with traditional check processing. EFT is a “win-win” for employers and employees. It provides the assurance that payments will be made on behalf of your employees and received timely, allowing the CASDU to process and distribute payments to families quickly and efficiently. We offer two methods of electronic payment processing: 1. ACH Debits- Employers may use our website to submit EFT payment requests. This service is free to all employers and will allow you to input employee data once, and from that point forward, only make the necessary changes, deletions and additions. Employers can go directly to the web site and enroll for this service. Using the ACH debit service, the employer will designate the date that the CASDU will debit the employer’s bank account for the wage withholding amounts. Please visit our website at www.casdu.com , or call (866)901-3212 for additional information on this service. 2. ACH Credits- Employers work with their bank to determine the method of creating and submitting ACH credit transactions to the CASDU bank account. Your bank may charge for this service. If the employer chooses this method, the employer must follow the steps outlined below. In order to participate in the EFT ACH Credit process you will need to: o o o o Complete the attached enrollment form Provide an EFT test file Submit a case reconciliation Receive an EFT authorization letter Additional implementation information may be found in the “Steps to Implement” section on page 5 of this Information Guide. If you have any questions, please contact our Electronic Help Desk by phone at (866)901-3212, or via email at casdu-electronichelpdesk@dcss.ca.gov. We will be glad to assist you through this process. You may also visit our website at www.casdu.com and get more information regarding EFT, the National Automated Clearing House Association (NACHA), and other payment options. Page 2 of 20 Employer Guide for Submitting Electronic Child Support Payments Using EFT (ACH Network) EFT Transactions - Information for Employers Introduction The purpose of this Employer Guide is to provide California Employers with the current formats and implementation recommendations to remit child support payments electronically through the Automated Clearing House (ACH) Network to the California State Disbursement Unit (CASDU). The EFT process is made possible by using the Automated Clearing House (ACH) network. The ACH is a computer network operated under rules formulated by the National Automated Clearing House Association (NACHA). The ACH provides the system that allows electronic transfer of funds (EFT) from one bank to another. The Child Support Application Banking Convention provides employers with an electronic method for sending child support obligations withheld from employee’s wages by means of ACH credit payments. These payments are originated by the employer’s financial institution through the ACH Network which transfers the funds and payment information electronically. This provides a more efficient alternative to issuing checks with employee wage-withholding information. Together with the remittance detail this provides the foundation for remitting child support payments electronically. If using the NACHA CCD+ format, the remittance detail for a single payment is conveyed in the 80character Payment Related Information DED (Deduction) segment of the Addenda Record. Each payment must have a corresponding remittance information segment with detailed employee and payment information. If using the NACHA CTX/820 format (Accredited Standards Committee X12 820 Payment Order/Remittance Advice Transaction Set), the employer is able to send up to 9,999 child support payment with remittance information in a single transaction to the CASDU. What is EFT? EFT is the process of sending (child support) payments electronically through the ACH Network, a government sanctioned organization that sets industry standards and coordinates these electronic transactions. EFT refers to the sending of money electronically, along with unique individual and case data necessary to accurately identify the payment. Benefits of Electronic Transmission of Child Support Payments by EFT • Saves employers time and money by reducing the work related to producing paper checks and detailed documentation on employees with child support wage withholding. Page 3 of 20 • • • • • Increases accuracy because data is not keyed from a paper source document. Saves the State of California time and resources byprocessing child support payments electronically. EFT can eliminate the preparation and transmission of checks for employers and reduce the payment cycle time to less than two days, thus reducing employer costs. The EFT process improves reliability in eliminating lost checks and mail delays. Reduction in the risk of theft and fraud. How does EFT Work? 1. Your company transmits child support payment and remittance information in an EFT file to your financial institution. 2. Your financial institution originates the ACH entries required to transfer child support wage withholding via the ACH Network to the financial institution of the California State Disbursement Unit (CASDU). 3. The CASDU receives and processes the electronic data file. Steps to Implement There are six basic steps to implementing EFT for child support wage withholding. These steps include: 1. Your company must provide the necessary data to your financial institution to create the ACH file. There are software applications that accommodate the required data (your existing payroll system may already offer this function). Your financial institution may also be able to provide ACH software and support. 2. Notify your financial institution that you want to begin processing child support wage withholding and EFT transmissions to the CASDU. Verify that your financial institution has the capability to support your EFT transmissions to the CASDU. In most instances, your financial institution is already accustomed to receiving and sending EFT transmissions. Complete any necessary authorizations with your financial institution for you to transfer child support payments electronically to the CASDU. 3. Complete the Employer EFT Enrollment Form (attached) and return to the CASDU. You will then be contacted by a CASDU Electronic Help Desk (EHD) representative to arrange an EFT test file. 4. Provide an EFT test file to the CASDU. The CASDU EHD will contact you upon receipt of the enrollment form to guide you through this process. The CASDU can accept EFT files in either CCD+ or CTX/ 820 formats. Pre-note, zero dollar, and penny tests are not required. Once the test file has been processed, the EHD will notify you of any errors and detail the changes that must be made to the file. Upon completion of changes, a subsequent test file exchange must occur until the file meets specifications. 5. In addition to the EFT test file, you will need to complete a case reconciliation of your employee’s information. This can be sent in an encrypted file and should include the employee’s name, their SSN, and the case number that you currently have on file. (Note: For security purposes we require the password be sent separately). 6. EFT Authorization letter generated. CASDU does not release its banking information prior to successful verification that your test file format meets the Child Support Banking Convention guidelines. Upon successful transmission of an accurate test file, you will receive the CASDU EFT Authorization letter providing you with specific CASDU information via mail, fax or e-mail. Page 4 of 20 If your company is planning to use an outside payroll vendor to generate the EFT transactions, that vendor must contact our Electronic Help Desk (EHD) at (866)901-3212 in order to ensure that they can properly identify your company. Outside payroll vendors will require additional information related to the company identification information. NACHA Record Formats for Employers Withholding Child Support Payments The following record formats are used to send EFT transactions over the ACH Network: File Header Record (the 1 record) Company/Batch Header Record (the 5 record) Entry Detail Record, Corporate Entry Detail Record (the 6 record) Addenda Record (the 7 record; this is the record that contains the payment information for each employee)  Company/Batch Control Record (the 8 record)  File Control Record (the 9 record)     An ACH file is bounded by one File Header Record and one File Control Record, which serve to facilitate transmission, identification and balancing of the file. The file may contain one or more unique batches, which are denoted by the Company/Batch Header Record and Company/Batch Control Record. The Company/Batch Header Record identifies the company and briefly describes the purpose of the entry. For example, the description “CHILD PAY” may be used to indicate the reason for the transaction. The Company/Batch Control Record contains the counts, hash totals and total dollar controls for the proceeding detail entries within the indicated batch. Your company can send multiple batches in the same file. This gives you the opportunity to group your transactions by division, location, payroll frequency, etc. The Entry Detail Record constitutes the payment order and is used to execute the EFT and settlement. The Entry Detail Record also contains information sufficient to relate the entry to the company or employee, i.e., name, account number, identification number, and debit amount. A batch may house one or more Entry Detail Records. The Addenda Record is used to supply additional payment information related to the Entry Detail Record about your employee, which is necessary to correctly apply the child support payment. The Addenda Record contains the remittance information you would normally provide with a check, along with other required information telling us which employee the payment is from, how much, and the payment due date. There are currently two different types of ACH application that your company can use to initiate child support payments electronically. They are: 1. Corporate Credit or Debit/Plus (CCD+), or 2. Corporate Trade Exchange (CTX) These payment convections are included as part of the Company/Batch Header Record, and form the basis for remitting child support payments together with the remittance detail. The CCD+ application Page 5 of 20 may be accompanied by only one Addenda Record, which is restricted to a maximum 80-character DED (Deduction) segment within this payment related information field. The use of the CTX application, however, allows for the provision of 9,999 Addenda Records and can contain multiple DED loops. Please check with your financial institution to see if it supports both types. The “User Guide for Electronic Child Support payments: Using the Child Support Application Banking Convention”, version 7.1, prescribes the appropriate formats and standards for transmitting EFT Child support wage withholding. You can download this publication from NACHA’s website at http://www.nacha.org/LegalandRegulatoryResources. Attached, you will find materials adapted from this guide. Identification of Non IV-D Payment by Employers Gathering the Non-IVD payment information is a required component of employer EFT enrollment. A Non-IVD payment is any child support wage withholding that you currently administer for an employee in which payments are submitted directly to a custodial party or his/her representative. In other words, the payments are not currently paid to the CASDU or LCSA (Local Child Support Agency). Employers are to assist in identifying these payments as “Non IV-D” by forwarding a copy of the FL-195 form (Income Withholding For Support) or DCSS 0116 form to the CASDU. With this information, the State of California will register this case appropriately into the State Case Registry for child support cases. You will receive a unique Case ID Number. This case number is required to properly process your Non IV-D payments. Please do not send Non IV-D payments to the SDU until you have this case number. The ACH file layouts of the record referred to above are attached. Please read them carefully, and feel free to call us if you have any questions. Attachment A – CCD + and CTX Record Layout Information Record Layout Information Child Support Application Addenda Record If an employer chooses to make their employee’s child support payments via EFT, the file must contain the Addenda Records that conform to the format and standards discussed below. Any EFT child support payment that is not in compliance with this document will be rejected and sent back to the Originating Financial Institution for return to the employer. The Child Support Addenda Record contains an 80 character Child Support “DED” Segment that is composed of the following data fields. Page 6 of 20 CCD+ DED Child Support Segment/Convention for Employers (Reminder: due to the one addenda limitation of the CCD+ format, the DED segment is restricted to a maximum of 80 characters.) Each data element (DED) occupies a specific position within the record segment, and is identified by a unique identifier. In constructing the record segment, each data element is preceded by the separator character. The ACH Network requires that an asterisk (*) be used as the data element separator. Each segment must end with a terminator, which in the ACH Network is a backslash (\). Each of the ten Data Elements in the segment can either be Mandatory or Optional. The Data Elements that are Optional may be omitted. The omission of an Optional element is noted by the placement of an asterisk in the place of that element. Also, if an Optional data element is the last data element in a segment, and that field is not being used, the preceding asterisk is replaced by the backslash. The following is an example of the Deduction Data (DED) Segment as used in the Payment Related Information Segment of the Support Payment Addenda Record: Note the use of the asterisk (*) and backslash (\). Page 7 of 20 Element Definitions- DED Child Support Conventions DED01 Application Identifier (Mandatory) - This is a fixed value that will always be used. This application indicates the type of deduction being withheld from the employee’s pay. Always enter the fixed value of “CS” (Child Support) in this field. DED02 Case identifier (Mandatory) – This is the IV-D or Non IV-D Case Number. The Case identifier always refers to the identification number of the case in the state receiving the EFT transaction (e.g., the child support SDU). Do not enter dashes in the case number. DED03 Pay Date (Mandatory) – This element provides the employee’s pay date; the date that the income was withheld from the employee’s paycheck. This date must be equal or prior to the date that the EFT transaction reaches the CASDU. Please note that the date is expressed in this format: Year, Month, and Day (YYMMDD). DED04 Payment Amount (Mandatory) – This is the amount that your company is withholding from an employee in compliance with an income withholding notice or order. This field cannot be zero unless the Employment Termination Indicator in DED09 is set to “Y”. DED05 Non-Custodial Parent SSN (Mandatory) – This is the non-custodial parent’s Social Security Number and is a nine position field. DED06 Medical Support Indicator (Mandatory) – The medical support indicator indicates whether the employer offers family medical insurance coverage. If medical insurance coverage is available, a “Y” is placed in this field; if there is no medical coverage available through your company, place an “N” in this field. Please note the question is, “Does your company offer family medical coverage?” and not “Does the employee have family medical coverage?” DED07 Non-Custodial Parent Name (Required) – The non-custodial parent’s name element indicates the first seven letters of the non-custodial parent’s last name followed by the first three letters of his/her first name. The length of the field is from one to ten positions long. A comma must be used to separate the last name from the first name when the last name is less than seven characters. DED08 FIPS code (Optional) – The Federal information Processing Standard (FIPS) code refers to the FIPS code of the SDU receiving the transaction. For California this number is 06000. It is 5 characters when indicating both the state and county codes. It is 7 characters when indicting state, county, and local codes. DED09 Employment Termination Indicator (Optional) – The employment termination indicator is used to notify the child support enforcement agency, the Department of Child Support Services (DCSS) that an individual’s employment has terminated. Enter “Y” in this field if the employee is no longer employed at your company; otherwise leave the field blank. The Payment Amount segment (DED04) may contain zero when this field is used. If an employer’s payroll system is unable to generate the employment termination indicator, the employer is required to notify the child support enforcement agency (by phone, e-mail, or mail) when an employee with an obligation has left its employment. Page 8 of 20 ACH File Layout for EFT Payments All Entries (CCD+ and CTX) File Header Record – Record Type 1 Field Data Element Field Inclusion Name Requirement* 1 Record Type M Code 2 Priority Code R 3 Immediate M Destination 4 Immediate M Origin 5 File Creation M Date 6 File Creation O Time 7 Field ID M Modifier 8 Record Size M 9 Blocking Factor M 10 Format Code M 11 Immediate O Destination Name 12 Immediate O Origin Name 13 Reference O Code *=(M) Mandatory, (O) Optional or (R) Required Contents Length Position ‘1’ 1 01-01 Numeric bTTTTAAAAC 2 10 02-03 04-13 bTTTTAAAAC 10 14-23 YYMMDD 6 24-29 HHMM 4 30-33 Upper Case A-Z Numeric 0-9 ‘094’ ‘10’ ‘1’ Alphameric 1 34-34 3 2 1 23 35-37 38-39 40-40 41-63 Alphameric 23 64-86 Alphameric 8 87-94 Field Descriptions- File Header Record 1. `1’ identifies this as the File Header Record (the 1 record). The File Header designates physical file characteristics and identifies the immediate origin (Sending Point or ACH Operator) and destination (Receiving Point or ACH Operator) of the entries contained within the file. 2. Priority Code on all files will be ‘01’ unless otherwise advised. 3. Contains the Routing Number of the ACH Operator or Receiving point (Bank) to which the file is being sent. This 10 character field begins with a blank in the first position, followed by the fourdigit Federal Reserve Routing Symbol, the four-digit ABA Institution Identifier, and the Check Digit (bTTTTAAAAC). This field may include your bank’s routing number since you will be sending the file to them, but please confirm this with your bank to determine the correct information. 4. Contains the Routing Number of the ACH Operator or Sending point that is sending the file. The 10 character field begins with a blank in the first position, followed by the four-digit Federal Reserve Routing Symbol, the four-digit ABA institution Identifier, and the Check Digit (bTTTTAAAAC). This field may include your Company’s FEIN. This should be discussed with your Bank prior to sending so that they can identify the incoming file to your company. Page 9 of 20 5. The Date the file is created. For your protection, most banks edit this field for file duplication. 6. Time of day the file is created. Time is expressed using the 24-hour clock or military time format (HHMM). 7. A 1-digit (A-Z or 0-9) used to distinguish multiple files prepared on the same day. The first file of the day should have an upper-case `A’ in this field. If a second file is submitted on the same day, the field should contain an upper-case `B’. 8. Indicates the number of characters contained in each record. At this time, the value “094” will always be used. 9. Blocking factor will always be `10’. 10. Format code will always be `1’. 11. Contains the name of the ACH Operator or Receiving point for which that file is destined. This field should include your bank’s name if you have entered you bank’s routing number in Field 3. 12. Contains the name of the bank or ACH Operator that is sending the file. This field should include your company’s name if you have entered your company FEIN number in Field 4. 13. This field is Optional. If not used, then fill with blanks or zeroes. Page 10 of 20 Field Descriptions – Company/Batch Header Record 1. `5’ designates a Company/Batch Header Record (the 5 record). This record identifies the Originator and briefly describes the purpose for the batch of transactions. All Data in this record applies to all detail records within this batch. 2. The Service Class Code identifies the general classification of dollar entries to be exchanged. We expect a service class code of `200’ since there should only be credits sent to the CASDU. 3. Contains the name of your Company. 4. This field allows the Company or their bank to include codes (one or more), of significance only to them. There is no standardized interpretation of the descriptive data contained within this field. 5. Your company’s FEIN, preceded by the number `1’ must be entered in this field. If you ever change this information, you must notify the CASDU in advance since we rely on this number to identify your company. 6. Use the appropriate code to designate the type of transaction; CCD-Corporate Credit or Debit. Note: California Child Support only accepts credits. 7. This field should describe the type of transaction (i.e., “CHILD SUPPORT” or “CHILD PAY”). 8. A date meaningful to your employee or customer, such as payroll period ending date. 9. This is specified by the Company and identifies the date on which these payments intend to settle and post to the CASDU account. This date is 1 to 2 days from the date that the file is being processed. Please consult with your bank to determine the appropriate timeframe. 10. Leave blank. This field is inserted by your bank’s ACH Operator (i.e., The Federal Reserve Bank). 11. Place the number `1’ in this field. This code indicates that you have agreed to be bound by the rules and regulations of the National Automated Clearing House Association (NACHA). 12. The routing number used to identify your bank. 13. A sequential ascending number assigned by you for each batch. The range is `0000001’ through `9999999’. CCD+ RECORD LAYOUT INFORMATION Entry Flow When using the CCD+ Record Layout, employers should ensure that entries flow in the following order: File Header Record Company/Batch Header Record Entry Detail Record Addenda Record (1 addenda with 80 byte payment related information field) Entry Detail Record Addenda Record (1 addenda with 80 byte payment related information field) Entry Detail Record Addenda Record (1 addenda with 80 byte payment related information field) Entry Detail Record Addenda Record (1 addenda with 80 byte payment related information field) Company/Batch Control Record File Control Record Page 11 of 20 CCD Entry Detail Record – Record Type 6 Field Descriptions – Entry Detail Record 1. `6’ designates an Entry Detail Record (the 6 record). Entry Detail Records contain information needed to post transactions. (i.e., Individual name, account number, identification number, etc.). 2. Use `22’. This Transaction Code indicates a credit to the checking account. 3. This field indicates the routing number of the bank to which this transaction will be routed. The CASDU bank routing number information will be provided to you after successful completion of file testing and you are ready to begin sending payments via EFT. 4. The `Check Digit’ is the 9th (and last) digit of the bank routing number as indicated in Field 3. The Check Digit is used to ensure that the routing number is not altered during transmission. This Check Digit will be provided to you as part of the routing number upon successful completion of file testing. 5. The bank account number for the recipient as specified in the Receiving DFI Identification field (Field 3). Left justify the account number information and enter only numbers (0 through 9) and hyphens (-) if instructed. The CASDU account number will be provided when you are ready to begin sending payments via EFT. 6. The amount of the transaction in dollar and cents, with no punctuation. 7. This field may be used by your Company to insert a unique number for tracing purposes. 8. Please use the identification of `CASDU’ in this field. 9. This field allows the Company to include codes of significance to them. There is no standardized interpretation of the descriptive data contained within this field. Page 12 of 20 10. This will always be a `1’ since all child support payments transmitted in a CCD format require 1 addenda record. 11. Trace number – numeric field Assigned by the Originating bank. CCD Addenda Record – Record Type 7 Field Descriptions – Addenda Record 1. `7’ designates an Addenda Record for an Entry Detail Record (the 7 record). An Addenda Record must be included to provide the employee specific descriptive data that is needed. The Addenda Record will immediately follow the Entry Detail Record with which it is associated and that Entry Detail Record must have a `1’ in the Addenda Record Indicator field (Field 10) as explained above. 2. Addenda type is `05’ for CCD. 3. Payment Related Information, a detailed description (80-characters) with specific employee child support payment information used by CASDU to accurately post payments. Deduction Data (DED) Segment as used in the Payment Related Information Segment of the Support Payment Addenda Record: DED*Application Identifier*Case Identifier*Pay Date*Payment Amount*Non-Custodial Parent SSN*Medical Support Indicator*Non-Custodial Parent name*FIPS Code*Employment Termination Indic 4. A sequential number consecutively assigned to each Primary Addenda Record following an Entry Detail Record. The first Addenda sequence number must always be a `1’. 5. Contains the last seven digits (or the ascending sequence number section) of the Entry Detail Record’s trace number. This number is found in the Trace Number field (Field 11) of the related Entry Detail Record. Page 13 of 20 Sample CCD+File CTX Record Layout Information Entry Flow When using the CTX Record Layout, employers should ensure that entries flow in the following order: File Header Record Company/Batch Header Record Entry Detail Record Addenda Record (up to 9,999 addenda with 80 byte Payment related info Field) Addenda Record Addenda Record Addenda Record Addenda Record Entry Detail Record Addenda Record (up to 9,999 addenda with 80 byte Payment related info Field) Addenda Record Addenda Record Addenda Record Addenda Record Company/Batch Control Record File Control Record 820 Payment Order/Remittance Advice vs. 4010 Segment Summary: Page 14 of 20 Page 15 of 20 BPR – Beginning Segment for Payment Order/Remittance Advice (indicates the beginning of a Payment Order/Remittance advice Transaction Set and total payment amount). Page 16 of 20 DTM – Date/Time Reference (Specifies pertinent dates and times). DED – Deductions (Specifies payment related information for child support payment deductions). SE – Transaction Set Trailer (Indicates the end of the transaction set and provides the count of the transmitted segments, including the beginning (ST) and ending (SE) segments). In the CTX format, the ISA data segment will always appear first, and indicate which version of the ANSI Standards have been used. For Child Support, at least one DED segment must exist. Page 17 of 20 Sample CTX File, ASC X12 820 Transaction Set Company/Batch Control Record – Record Type 8 Field Descriptions – Company/Batch Control Record 1. `8’ designates a Company/Batch Control Record (the 8 record). This record contains the counts, hash totals and dollar amounts of the preceding detail entries. 2. This field identifies the general classification of dollar entries to be exchanged. Page 18 of 20 3. This count is a tally of each Entry Detail Record and each Addenda Record processed within the batch. 4. The Hash total provides a check against inadvertent alterations of data contents. (Note: Addenda Records are not hashed.) 5. This field contains the accumulated Entry Detail debit totals within a given batch. 6. This field contains the accumulated Entry Detail credit totals within a given batch. 7. This field is used to identify the Employer. 8. The purpose of this field is to validate the authenticity of ACH entries. 9. This field is reserved for future use. 10. The routing number is used to identify the Financial Institution originating the batch of entries. 11. This number is assigned in ascending sequence to each batch by the Financial Institution of Sending Point. File Control Record – Record Type 9 Field Descriptions – Company/Batch Control Record 1. `9’ designates a File Control Record (the 9 record). This record contains the sum of the corresponding field in the Company/Batch Control Records in the file. 2. The value of this field must be equal to the number of Company/Batch Control Records in the file. 3. Contains the number of physical blocks in the file, including both the File Header and File Control Records. (Note: A block is 940 characters). 4. This count is a tally of each Entry Detail Record and each Addenda Record processed within the file. 5. The hash total provides a check against inadvertent alterations of data contents. (Note: Addenda Records are not hashed). 6. This field contains the accumulated Company/Batch Control Record debit totals within a given file. 7. This field contains the accumulated Company/Batch Control Record credit totals within a given file. 8. This field is reserved for future use. Page 19 of 20 Attachment B –FIPS Codes (Federal Information Processing Standards) The California State code is `06’. The associated County codes are shown below. The FIPS code field is optional and can be left blank. Page 20 of 20 STATE OF CALIFORNIA - HEALTH AND HUMAN SERVICES AGENCY Edmund G. Brown Jr., Governor CALIFORNIA DEPARTMENT OF CHILD SUPPORT SERVICES P.O. Box 419064, Rancho Cordova, CA 95741-9064 If you would like to begin sending electronic payments to the California Department of Child Support Services, State Disbursement Unit using ACH Credit, please complete the following information and fax or mail (located below) the form to us. Our EFT Unit will contact you as soon as we receive the form to arrange a test file exchange. Company: Company FEIN: File Format: [ ] CCD+ [ ] CTX Company Technical Contact Person: Phone: Fax: Email: Company Payroll Contact Person: Phone: Fax: Email: Additional Contact: Phone: Fax: Email: Company Mailing Address (for future information from California SDU): _____________________________________________________________ _____________________________________________________________ I hereby acknowledge receipt of the California DCSS instructions on EFT of child support payments from employers. I understand the requirements for a successful EFT transfer and our company agrees to comply with the requirements. Acknowledged: Print Name: Date: Title: Please fax form to CASDU EHD 888-587-5471, or mail to: Attention: EFT Unit California State Disbursement Unit PO Box 981326 West Sacramento, CA 95798-1326 Arizona Requirements USER GUIDE FOR ELECTRONIC CHILD SUPPORT PAYMENTS USING THE CHILD SUPPORT APPLICATION BANKING CONVENTION VERSION 8.2 (Revised July 23, 2012) The Task Force on Electronic Child Support Payments NACHA – THE ELECTRONIC PAYMENTS ASSOCIATION Table of Contents PURPOSE AND SCOPE ........................................................................................................... 1 BACKGROUND ...................................................................................................................... 2 PROCESS .............................................................................................................................. 4 NACHA RECORD FORMATS ................................................................................................ 9 THIRD PARTY SENDERS AND SDUS ................................................................................... 11 INTERSTATE PAYMENTS BETWEEN SDUS .......................................................................... 13 CHILD SUPPORT APPLICATION BANKING CONVENTION ..................................................... 15 820 PAYMENT ORDER/REMITTANCE ADVICE TRANSACTION SET ...................................... 20 DEFINITIONS AND TERMS – 820 TRANSACTION SET........................................................... 22 CHILD SUPPORT MAPPING ................................................................................................. 25 GLOSSARY ......................................................................................................................... 38 User Guide for Electronic Child Support Payments PURPOSE AND SCOPE The purpose of this guide is to provide State Disbursement Units (SDU’s), employers and their financial institutions with the current formats, definitions and implementation recommendations to remit child support payments and payment information electronically through the Automated Clearing House (ACH) Network according to the current conventions and standards. This method speeds up the income-withholding process and allows the employer and SDU to realize the numerous benefits of electronic funds transfer (EFT) and electronic data interchange (EDI). The Child Support Application Banking Convention provides an employer with an electronic method for sending child support obligations withheld from employees’ wages to the SDU by means of ACH credit payments. These payments, which are originated by the employer’s financial institution through the ACH Network, transfer the funds and payment information electronically, thereby offering the employer a more attractive alternative to the less efficient practice of issuing a check with a detailed paper listing of the employees whose wages were garnished. The convention forms the bases for remitting child support payments together with remittance detail about the payments using the NACHA CCD+ format. Remittance detail for a single payment is conveyed in the 80-character Payment Related Information field of the single DED (Deduction) Addenda Record of the CCD+. All SDUs were required to be capable of accepting employeroriginated child support withholding payments sent in the NACHA CCD+ format by September 30, 1997. Currently (2007) only South Carolina does not have this capability. States also allow employers to remit these payments electronically using the NACHA CTX format containing an Accredited Standards Committee (ASC) X12 820 Payment Order/Remittance Advice Transaction Set. (ASC X12 is the inter-industry standard setting authority for EDI). Use of the CTX/820 enables an employer to send multiple child support payments with remittance information in one transaction to an SDU. With a maximum allowance of 9,999 Addenda Records, the CTX format allows the entire 820 transaction set to be “enveloped” within the ACH format. Table 1 of the ASC X12 820 conveys the gross payment amount, while Table 2 details information for each employee covered by those payments using the DED (Deduction) data segment. This segment conveys the same information as in the CCD+ convention; however, it does so within the structure of 820 transaction set. A banking convention typically refers to a standard format for the presentation of data within a single Addenda Record. When that convention is incorporated into the X12 standards, it is referred to as a data segment. This document depicts the status of the DED data segment of the ASC X12 820 as of version release 4010, published in December 1999 by the Data Interchange Standards Association (DISA). (DISA is the secretariat of the ASC X12). Version 8.2 – July 23, 2012 Page 1 User Guide for Electronic Child Support Payments BACKGROUND Increasing rates of divorce and single-parent families have focused a great deal of attention on the well-being of our nation's children, generating considerable activity in federal and state government legislation and supporting agencies. Recognizing the changes occurring and the implications of these changes on our society Congress, has enacted a number of programs to help in the collection and disbursement of child support payments. In 1975 Congress established the Child Support Enforcement Program with the passage of Title IV-D of the Social Security Act. This program provided a federally-funded, state-based system for:     establishing paternity; establishing child support orders; collecting support payments, and disbursing funds collected. The Child Support Enforcement Program provides Title IV-D services to families receiving assistance under the Temporary Assistance to Needy Families (TANF), Foster Care, and Medicaid programs. Title IV-D services also encompass families who formerly received assistance under these programs and any other family who applies for IV-D services. As a group, these are typically referred to as "IV-D" cases. Private, attorney-based, child support cases are known "non-IV-D" cases (i.e., private cases). Child support obligations collected for families in the TANF and Foster Care programs have historically been used to repay the government assistance the families have received under these programs. Child support obligations collected for families who are not receiving government assistance go directly to those families to help them remain self-sufficient. Further changing the landscape of family legislation, amendments were made to the Child Support Enforcement Program in 1984, 1988, and 1996. The Family Support Act of 1988 made incomewithholding the primary method for collecting child support obligations and mandated the method by which income-withholding is transmitted from the employer to the child support enforcement entities (the centralized collection sites for receipt of child support are currently referred to as SDUs). With some exceptions, the withholding requirements of this legislation were:  after November 1, 1990 all new and adjusted Title IV-D child support orders require immediate income-withholding, and  after January 1, 1994 all new non-IV-D (private) cases must also provide for immediate income withholding. The withholding transmission requirements of the legislation were: Version 8.2 – July 23, 2012 Page 2 User Guide for Electronic Child Support Payments  by October 1, 1997 states were required to have operational, automated state-wide child support enforcement management information systems;  these systems must be able to accept withholdings transmitted using EFT technology, and  employers are not required by federal law to send withholdings using EFT and EDI. (However, 16 states/territories, CA, FL, GU, IA, IL, IN, MA, OH, OR, ND, NE, NV, PA, TX, VA, and WV, currently require employers to remit child support payments electronically.) The result of this legislation is that after January 1, 1994, with few exceptions, all new and adjusted child support cases are subject to immediate income withholding. This legislation applies to all cases. It applies to private child support cases as well as to Title IV-D cases, even if the family never received government assistance. As part of the Personal Responsibility and Work Opportunity Act of 1996 (more commonly known as “welfare reform”), states were required to set up centralized payment processing sites, known as state disbursement units (SDUs), for the collection of child support payments. States are required to receive payments electronically and to disburse payments to custodial parents within two days of receipt. The impact of the welfare reform legislation became apparent when SDUs were deluged with paper checks that had previously been handled by county courts in most states. Every day, thousands of paper checks arrive at SDUs all over the country. They must be opened, scanned, identified, deposited, credited to the appropriate non-custodial parent(s), and turned into disbursement payments for custodial parents. The federal Office of Child Support Enforcement (OCSE) reported that in 2011 $27.3 billion in child support payments was collected. Almost seventy percent of this amount came from employers deducting child support obligations from their employees’ paychecks as required by law. While the benefits to taxpayers and children have been proven, mandatory income- withholding has also resulted in an increased administrative burden on employers. For this reason, the value of the second component of the legislation, which requires that the SDU be able to accept withholdings and send and receive interstate child support collections transmitted using EFT technology, becomes evident. Version 8.2 – July 23, 2012 Page 3 User Guide for Electronic Child Support Payments PROCESS An employer is notified to withhold wages of a particular employee by an income withholding order or notice, generated either from a court or state or local child support enforcement agency. The order/notice instructs the employer to withhold wages from an employee and serves as the employer’s legal basis for doing so. The order/notice includes contact information where the employer can obtain the necessary SDU’s bank information for sending payments electronically. The employer should contact the SDU that issued the order to determine which payment formats it is capable of receiving. All automated statewide child support enforcement systems are required to be capable of accepting child support payments in the CCD+ format. Most states also accept payments in the CTX format containing an ASC X12 820 Transaction Set. The employer should also contact its own financial institution to determine its EFT/EDI capabilities, seek assistance with formats, standards, and technical requirements to implement this application. In order to transfer the funds and data, the employer transmits the payment instructions and remittance information to its financial institution. The financial institution then originates the ACH entries to transfer the payments and remittance information through the ACH Network to the financial institution of the SDU to which the payments must be sent. Once received, the SDU’s financial institution posts the funds to the SDU account and provides the remittance information (EDI) associated with those payments in the format agreed to with that entity. The SDU in turn updates its records, credits the non-custodial parent’s account, and disburses an electronic payment (direct deposit or debit card) or issues a check to the custodial parent. If the custodial parent resides in a different state, the SDU will transfer the funds and payment data often using EFT/EDI technology to the SDU in the appropriate jurisdiction for disbursement to the custodial parent. Version 8.2 – July 23, 2012 Page 4 User Guide for Electronic Child Support Payments The following diagram illustrates the process between the employer and the SDU: Payment Instructions & Remittance Information Employer Employer’s Bank Order/Notice ACH Network Remittance Information SDU Version 8.2 – July 23, 2012 SDU’s Bank Page 5 User Guide for Electronic Child Support Payments The employer can take further advantage of EFT technology by consolidating the transmission of wage withholding for child support with its Direct Deposit of payroll as shown below: Payment Instructions & Remittance Information (Consolidated transmission of Direct Deposit of payroll payment instructions [for employee], and child support withholding payment instructions and remittance information [for SDU].) Employer Employer’s Bank ACH Network Remittance Information SDU SDU’s Bank Direct Deposit of Payroll Employee (Non-Custodial Parent) Version 8.2 – July 23, 2012 Employee’s Bank Page 6 User Guide for Electronic Child Support Payments In addition, the SDU and custodial parent can realize the benefits of EFT technology when direct deposit is used for the disbursement of child support payments: Remittance Information Payment Instructions SDU (Based upon wage withholding reported in remittance information from employer.) SDU’s Bank ACH Network Direct Deposit of Child Support Custodial Parent Version 8.2 – July 23, 2012 Custodial Parent’s Bank Page 7 User Guide for Electronic Child Support Payments The following diagram illustrates the automated process used to transfer child support incomewithholding if the custodial parent resides in another state: Payment Instructions & Remittance Information SDU’s Bank SDU ACH Network Remittance Information Payment Instructions SDU SDU’s Bank ACH Network Direct Deposit of Child Support Custodial Parent Version 8.2 – July 23, 2012 Custodial Parent’s Bank Page 8 User Guide for Electronic Child Support Payments NACHA RECORD FORMATS The rules and guidelines governing the formats, specifications and exchange of ACH entries are published by NACHA, the Electronic Payments Association. With respect to the data that are contained in the addenda records of ACH formats, the NACHA Operating Rules stipulate the type of data that may be exchanged as well as which standards and formats are permitted, but the structure of the data therein contained is managed outside the NACHA rules. For example, the NACHA Operating Rules permit the exchange of certain EDI messages or transaction sets (e.g., 820 Payment Order/Remittance Advice) within the Addenda Records of the CTX format, but those standards are developed and maintained by other standards development organizations, such as ASC X12 and UN/EDIFACT. The following record formats are used to convey entries through the ACH Network:       File Header Record (the 1 record) Company/Batch Header Record (the 5 record) Entry Detail Record (the 6 record) Addenda Record (the 7 record) Company/Batch Control Record (the 8 record) File Control Record (the 9 record) An ACH file is bounded by one File Header Record and one File Control Record, which serve to facilitate transmission, identification and balancing of the file. A file may be comprised of one or more batches, which are denoted by the Company/Batch Header Record and Company/Batch Control Record. These records contain information specific to all the Entry Detail Records contained within that batch. A batch may house one or more Entry Detail Records that share certain aspects as explained in the NACHA Operating Rules. The Entry Detail Record is the record that constitutes the payment order and is used within the banking system to execute EFT and settlement. An Addenda Record is used to supply additional payment related information related to the payment issued in the Entry Detail Record. Each Addenda Record includes an 80-position Payment Related Information Field within which this remittance detail is transmitted. The CCD and CTX payment formats are used within the ACH Network to conduct the transfer of funds between business or government entities. To exchange data along with payments using EDI technology, Addenda Records are used. Under the NACHA Operating Rules, a CCD format may be accompanied by only one Addenda Record, which may carry X12 data segments or elements or NACHA-endorsed banking conventions. A CCD entry accompanied by an Addenda Record is referred to as a CCD+. The CTX format allows for the provision of 9,999 Addenda Records, which must carry a full X12 transaction set or UN/EDIFACT message (the transaction set or message must be formatted correctly – including the envelope information and in the case of the ASC X12 820, both Table 1 and Table 2). Version 8.2 – July 23, 2012 Page 9 User Guide for Electronic Child Support Payments The NACHA record formats for CCD+ entries flow in the following order: File Header Record Company/Batch Header Record Entry Detail Record Addenda Record Entry Detail Record Addenda Record Entry Detail Record Addenda Record Entry Detail Record Addenda Record (1 addenda with 80 Information Field) byte Payment Related (1 addenda with Information Field) 80 byte Payment Related (1 addenda with Information Field) 80 byte Payment Related (1 addenda with Information Field) 80 byte Payment Related Company/Batch Control Record File Control Record The NACHA record formats for CTX entries flow in the following order: Please remember that the CTX must contain a fully formatted ASC 820 transaction set – which includes all envelopes, the Table 1, and Table 2 which can contain multiple DED loops. The syntactically correct ASC 820 is then broken into 80 byte segments embedded in the CTX 07 addenda records. File Header Record Company/Batch Header Record Entry Detail Record Addenda Record Addenda Record Addenda Record Addenda Record Addenda Record Entry Detail Record Addenda Record (up to 9,999 addenda with 80 byte Payment Related Information Field) (up to 9,999 addenda with 80 byte Payment Related Information Field) Addenda Record Addenda Record Addenda Record Addenda Record Addenda Record Company/Batch Control Record File Control Record Version 8.2 – July 23, 2012 Page 10 User Guide for Electronic Child Support Payments THIRD PARTY SENDERS AND SDUS This section is specific to payments being sent to SDUs by Third Party Senders. Case Reconciliation Before you begin sending electronic payments to a State Disbursement Unit (SDU), you must contact the state and perform case reconciliation so they have a chance to correct any case data. Our electronic funds transfer (EFT) and SDU contacts may be found on the federal Office of Child Support Enforcement website at http://www.acf.hhs.gov/programs/cse/newhire/employer/contacts/contact_map.htm. Banking Information After you perform case reconciliation the SDU will give you its routing transit number (RTN) and bank account number. Please do not share this information with an employer client until they have performed case reconciliation with the state EFT contact. Format Issues SDUs need to know who the actual employer is as well as the Third Party Sender sending the payment. We are asking Third Party Senders to identify themselves and their employer clients in the Company/Batch Header Record (5 record) as follows:    “Company Name” (field 3): name of employer client. The 2012 NACHA Operating Rules state: “In a transaction in which the Originator of a credit Entry is not the payor of the transaction (the party from which payment is ultimately being directed), the Company Name field of the credit Entry must contain the name by which the payor is known to and readily recognized by the Receiver of the Entry.” “Company Discretionary Data” (field 4): federal employer identification number (FEIN) (without dashes or any preceding numbers) of the employer client. The 2012 NACHA Operating Rules state: “This field in the Company/Batch Header Record allows Originators and/or ODFIs to include codes (one or more) of significance only to them, to enable specialized handling of all Entries in that batch. There is no standardized interpretation for the value of the field.” “Company Identification” (field 5): federal employer identification number (FEIN) (without dashes) of the Third Party Sender, proceeded by the number 1. The 2012 NACHA Operating Rules state: “The Company Identification is an alphameric [alphanumeric] code used to identify an Originator. The Company Identification Field must be included in all Entries. The Company ID may begin with an ANSI one-digit Identification Code Designator (ICD) followed by the identification number. The ANSI Identification Numbers and related Identification Code Designators (ICD) are: IRS Employer Identification Number (FEIN) “1” Data Universal Numbering Systems (DUNs) “3” User Assigned Number “9” “ Version 8.2 – July 23, 2012 Page 11 User Guide for Electronic Child Support Payments  “Company Entry Description” (field 7): name of the Third Party Sender. The 2012 NACHA Operating Rules state: “The Originator establishes the value of this field to provide the Receiver with a description of the purpose of the Entry.” If you enter the name of the Third Party Sender, we will know who is sending the payments. Batches If you are sending payments in the CCD+ or CTX 820 file format, please prepare a separate batch per employer client. Resource For additional information on child support and employers, please visit the OCSE website at http://www.acf.hhs.gov/programs/cse/newhire/employer/home.htm. Report Changes If you make a change to your data, for example, one required by your bank that affects the data in the Company Batch Header record, you are strongly encouraged to notify the SDUs of those changes in advance so there is minimal impact to e-payment processing. Reversals If you make a mistake in your e-payment transmission, please do not reverse the payment. Instead, contact the SDUs immediately so they can try to stop the payments from being disbursed. For more information, see State Contacts and Program Information on the federal Office of Child Support Enforcement website at http://www.acf.hhs.gov/programs/cse/newhire/employer/contacts/contact_map.htm. Version 8.2 – July 23, 2012 Page 12 User Guide for Electronic Child Support Payments INTERSTATE PAYMENTS BETWEEN SDUS This section is specific to payments being sent interstate between SDUs. The information does not pertain to employers originating payments to the SDUs. The Company/Batch Header Record and Interstate Payments When interstate child support payments are exchanged among SDUs, the SDU originating the transaction must use the Company Entry Description Field #7 of the NACHA Company Batch Header Record format to identify its state, territory or special district jurisdiction. SDU’s receiving these transactions frequently need to know the origin of the funds. The two-character U.S. Postal Code of the originating state followed by the FIPS Code of the SDU originating the transaction must be input into this field (left justified) as XXXXXXXXX, without spaces between the postal and FIPS codes. SDUs receiving interstate payments are advised to consult their respective financial institutions to ensure access to this data when receiving the payment related information from the Addenda Record, as not all financial institutions pass on the Company/Batch Header Record to the receiver. Element Definitions DED01 – Application Identifier: The following application identifiers should be used with child support payments. Payments from Employers CS Income Withholding from Employers Interstate Payments II Interstate Income Withholding IT Interstate State Tax Offset IO Interstate All Others RI Interstate Cost-Recovery Income Withholding RT Interstate Cost-Recovery State Tax Offset RO Interstate Cost-Recovery All Others Interstate Payments between SDUs when the funds are the result of a Financial Institution Data Match (FIDM): IF: FIDM funds from a non-cost-recovery state to another state RF: FIDM funds from a cost-recovery state to another state IF and RF may now be used to identify interstate payments from financial institutions as part of the Office of Child Support Enforcement’s Financial Institution Data Match (FIDM) program: Version 8.2 – July 23, 2012 Page 13 User Guide for Electronic Child Support Payments Code IF is used to notify the receiving SDU of payments (received in full) going from the sending SDU to the receiving SDU. (The state sending the payments is not a “cost-recovery” state.) Code RF is used to notify the receiving SDU that fees were deducted from collection activities before the sending SDU transferred the payments to the receiving SDU. (The state sending the payments is a “cost-recovery” state.) Payment from a Direct Payer DP Child support payment from a direct payer DP may be used in the CCD+ format and in versions 5050 and higher of the CTX 820. Code DP identifies a child support payment from a direct payer, either directly or via a third party provider. The direct payer could be self-employed and is typically not under an incomewithholding order. The application identifier indicates the type of collection being transmitted. The code ‘CS’ is to be used by employers remitting income-withholdings. ‘II’, ‘IT’, ‘IO’, ‘RI’, ‘RT’ and ‘RO’ are solely for the use of SDU’s when transferring contributions interstate to another SDU. When the SDU originating the interstate transaction practices cost recovery from the family, it must use either ‘RI’, ‘RT’, or ‘RO’, as appropriate to the source of the payments, so that the SDU receiving the transaction is alerted that the payment amounts in the Entry Detail and Addenda Records do not agree. NOTE: States that practice cost recovery from the family must use the CCD+ format. Version 8.2 – July 23, 2012 Page 14 User Guide for Electronic Child Support Payments CHILD SUPPORT APPLICATION BANKING CONVENTION Within the 80 position Payment Related Information Field of the CCD+ Addenda Record, remittance information corresponding to the child support payment made by an employer to an SDU is presented in the following banking convention. This convention is referred to as the ‘DED’ Deduction data segment under ASC X12 syntax and is composed of ten fields:           Segment Identifier Application Identifier Case Identifier Pay Date Payment Amount Non-Custodial Parent Social Security Number Medical Support Indicator Non-Custodial Parent Name FIPS Code Employment Termination Indicator Each field is referred to as a data element, which is the smallest named item in a record. It can represent a qualifier, a value, or text. A data element has three primary attributes - length, field requirement, and type. Each data element is identified by an element identifier used for reference (e.g., DED01, DED02, etc.), and each element has a specific position within the record (segment). In constructing the segment, each data element is preceded by the separator character. In the ACH, the data element separator is an asterisk (‘*’). Each segment must end with a terminator, which in the ACH is a backslash (‘\’). The following is an example of the DED segment as used in the Payment Related Information field of the CCD+ Addenda Record: DED*application identifier*case identifier*pay date*payment amount*noncustodial parent ssn*medical support indicator*non-custodial parent name*FIPS code*employment termination indicator\ Note the use of the asterisk (‘*’) and backslash (‘\’). Version 8.2 – July 23, 2012 Page 15 User Guide for Electronic Child Support Payments Data elements in a segment are either mandatory or optional. Data elements in a segment that are not mandatory as defined by the standard may be omitted. The omission of an optional element is noted by the placement of an asterisk in the place of that element. For example, if non-custodial parent name were to be omitted from the segment, it would look like this: DED*application identifier*case identifier*pay date*payment amount*noncustodial parent ssn*medical support indicator**FIPS code*employment termination indicator\ Also, if an optional data element is the last data element in a segment and that field is not being used, the preceding asterisk is replaced by the backslash. For example, if the employment termination indicator is omitted from the segment, it would look like this: DED*application identifier*case identifier*pay date*payment amount*noncustodial parent ssn*medical support indicator*non-custodial parent name*FIPS code\ The following grid delineates the format for the DED Convention for employers: DED CHILD SUPPORT CONVENTION Element Comments Content Attributes 1 2 3 Segment Identifier DED M ID 3/3 DED01 Application Identifier CS M ID 2/2 DED02 Case Identifier XXXXXXXXX M AN 1/20 DED03 Pay Date YYMMDD M DT 6/6 DED04 Payment Amount $$$$$$$$CC M N2 1/10 DED05 Non-Custodial Parent Social Security Number XXXXXXXXX M AN 9/9 DED06 Medical Support Indicator ‘Y’ – Yes, ‘N’ - No M AN 1/1 DED07 Non-Custodial Parent Name XXXXXXXXXX O AN 1/10 DED08 FIPS Code XXXXXXX O AN 5/7 DED09 Employment Termination Indicator ‘Y’ – Yes O AN 1/1 Version 8.2 – July 23, 2012 Page 16 User Guide for Electronic Child Support Payments SAMPLE DED CONVENTION DED*CS*ZC146*951024*13547*975348431*N*SMITH,HAR*19000*Y\ (Reminder: due to the one-addenda limitation of the CCD+ format, the DED segment is restricted to a maximum of 80 characters. Note the use of the asterisk and backslash.) The column headings used on the grid are as follows:    the Element defines the data element name; the Comments and Content define the data element, and the Attributes are defined as follows: 1. Field Requirement - The first column of the attributes is the field requirement for that data element. An ‘M’ denotes a mandatory element, whereas an ‘O’ denotes an optional field. 2. Data Type - The second column of the attributes specifies the field data type. ‘AN’ denotes a string type data element. Contents of string data elements are a sequence of letters, digits, spaces and/or special characters (with the exception of the asterisk). The contents shall be left justified. Trailing spaces should be suppressed unless they are necessary to satisfy a minimum length requirement. ‘DT’ denotes a date type data element. Format for the date is YYMMDD. YY is the last two digits of the year (00-99), MM is the numeric value of the month (1-12), and DD is the numeric value of the day (1-31). (This format does not support a 4-digit year.) The date field in the banking convention for the CCD+ is a 6/6 date field – the CCD+ does not support a 4 digit year. ‘ID’ denotes an identifier data element from a pre-defined list of values. ‘N2’ denotes a numeric type data element with 2 decimal places to the right of a fixed, implied decimal point. The decimal point is not transmitted. It is intended that this number will always be positive for the child support application banking convention. Thus the amount, $550.00 would appear as *55000*. 3. Length - The third column of the attributes signifies the minimum/maximum use of an element. This specifies the minimum and maximum length of a particular field. For example, 1/6 indicates that this data element must be at least one character, but not more than six. Version 8.2 – July 23, 2012 Page 17 User Guide for Electronic Child Support Payments ELEMENT DEFINITIONS DED01 Application Identifier: Supported Code Value - ‘CS’ - Child Support The application identifier indicates the type of deduction being withheld from an employee’s pay. If you are an employer withholding child support from an employee’s paycheck, use CS as the application identifier. Child Support SDU’s should use one of the following application identifiers to identify their child support payments: Interstate Payments II Interstate Income Withholding IT Interstate State Tax Offset IO Interstate All Others RI Interstate Cost-Recovery Income Withholding RT Interstate Cost-Recovery State Tax Offset RO Interstate Cost-Recovery All Others Financial Institution Data Match Payments FD FIDM funds from a financial institution IF FIDM funds from a non-cost-recovery state to another state RF FIDM funds from a cost-recovery state to another state Payments from a Direct Payer DP Child support payment from a direct payer FD, IF, and RF may now be used to identify payments from financial institutions as part of the Office of Child Support Enforcement’s Financial Institution Data Match (FIDM) operation: Code FD is used to indicate that a child support agency requested that a financial institution disburse monies (seized from an account holder/non-custodial parent obligor), and the requested financial institution forwarded the monies to the child support agency's state disbursement unit (SDU). FD could also be used to indicate that a financial institution, upon request from one state child support agency, was sending interstate FIDM payments to another SDU. Code IF is used to notify the receiving state disbursement unit (SDU) of payments (received in full) going from the sending SDU to the receiving SDU. (The state sending the payments is not a "cost-recovery" state.) Code RF is used to notify the receiving SDU that fees were deducted from collection activities before the sending SDU transferred the payments to the receiving SDU. (The state sending the payments is a "cost-recovery" state.) DP may be used in the CCD+ format and in versions 5050 and higher of the CTX 820. Code DP identifies a child support payment from a direct payer, either directly or via a third party provider. The direct payer could be self-employed and is typically not under an incomewithholding order. Version 8.2 – July 23, 2012 Page 18 User Guide for Electronic Child Support Payments DED02 Case Identifier: The case identifier element is the IV-D case number or court order number. The case identifier always refers to the identification number of the case in the state receiving the EFT/EDI transaction (e.g., the child support SDU). This is true whether the transaction is from an employer or another state. It is the responsibility of the SDU to provide the employer with the correct Case Identifier, typically during the case clean-up/reconciliation process before an employer sends the first electronic payments. DED03 Pay Date: The pay date element provides the obligor’s (non-custodial parent’s) pay date; the date the income was withheld from the employee’s paycheck. DED04 Payment Amount: The payment amount element indicates the non-custodial parent’s child support withheld for this pay period, which is being paid to the SDU. DED05 Non-Custodial Parent Social Security Number: The non-custodial parent’s Social Security number element provides the SDU with the noncustodial parent’s Social Security number. DED06 Medical Support Indicator: Supported Code Values - ‘Y’, ‘N’ and ‘W’ The medical support indicator indicates whether the employer offers family medical insurance coverage. If medical insurance coverage is available, a ‘Y’ is placed in the field; if there is no coverage available, an ‘N’ is placed in the field. A’W’ indicates that the disposition of medical insurance is not applicable to the deduction. A ‘W’ is only used by a state when sending an interstate payment to another state. DED07 Non-Custodial Parent Name: The non-custodial parent’s name element indicates the first seven letters of the obligor’s last name followed by the first three letters of his/her first name. A comma must be used to separate the last name from the first name of the non-custodial parent when the last name is less than seven characters. This field is not case-sensitive, i.e., mixed case letters are acceptable. DED08 FIPS Code: The Federal Information Process Standard (FIPS) code refers to the FIPS Code of the SDU receiving the transaction. It is 5 characters when indicating both the state and county codes. It is 7 characters when indicating state, county, and local codes. Most states no longer require the FIPS code for incoming payments. Version 8.2 – July 23, 2012 Page 19 User Guide for Electronic Child Support Payments DED09 Employment Termination Indicator: Supported Code Value - ‘Y’ The employment termination indicator is used to notify the child support enforcement agency that an individual’s employment has terminated. A ‘Y’ is placed in this field if the employee has terminated; otherwise the field is not used. The payment amount field may contain zero when this field is used. If an employer’s payroll system is unable to generate the employment termination indicator, the employer is required to notify the child support enforcement agency (by phone, e-mail or mail) when an employee with an obligation has left its employment. SAMPLE CCD+ AND CTX Sample CCD+ File 5200COMPANY NAME 1445556677CCDCHILD SUP 020301020301 6220730002227007002 0000018000BROK01 STATE OF IOWA 705DED*CS*111111*020301*0000018000*999999999*W*JONSEYKEV*19000\ 6220730002227007002 0000004476COML01 STATE OF IOWA 705DED*CS*222222*020301*0000004476*999999999*W*JOHNSONJOH*19000\ 6220730002227007002 0000002538COML01 STATE OF IOWA 705DED*CS*333333*020301*0000002538*999999999*W*NAMELASFIR*19000\ 820000004800000000000000000000000000000000025014004465 1091000011229669 1091000011229670 00011229670 1091000011229671 00011229671 1091000011229672 00011229672 091000010000000 Sample CTX File, ASC X12 820 Transaction Set 5200DESMOINES PLANT 3005269527CTXPAYMENT 0003130731091000018186622 6220700002227007002 000011343500020877 0014COLLECTION SERVI 1021000028186652 705ISA*00* *00* *ZZ*DD90520 *01*100026753 *000508*20300018186652 7052*U*00401*000000001*0*P*>\GS*RA*005269527*100026752*000508*2032*X*004010\ST8200028186652 705*0*000000001\BPR*D*1134.35*C*DXC*CTX*01*021309379*DA*0601228265*3005269527**000038186652 7051*070000222*DA*7007002*000512*PCS\DED*CS*111111*000508*2372*333333333*N*NAMES,FIR0048186652 705*019000\DED*CS*11111*2000508*6600*333333333*N*LSTNAMEFIR*19000\DED*CS*111111*20000058186652 7050805*31250*333333333*N*LSTNAMEFIR*19000\DED*CS*111111*2000508*31731*333333333*N*00068186652 705LNAMES,FIR*19000\DED*CS*11111*2000508*5000*333333333*N*LSTNAMEFIR*19000\DED*CS*100078186652 70511111*000508*9650*333333333*N*LSTNAMEFIR*19000\DED*CS*111111*2000508*9132*33333300088186652 705333*N*LNAME,FIR*19000\DED*CS*111111*2000508*17700*333333333*N*LNAMEFIR*19000\00000098186652 70500SE*11*0001\GE*1*1\IEA*1*000000001\ 00108186652 820000001100000000000000000000000000001587763005269527 091000010000000 Version 8.2 – July 23, 2012 Page 20 User Guide for Electronic Child Support Payments 820 PAYMENT ORDER/REMITTANCE ADVICE TRANSACTION SET Financial Structure of the 820 Beginning Data Table 1 Segment Pos. 1/010 Through Pos. 1/060 Financial Organizational Identification Table 1 Segment Pos. 1/70 Through Pos. 1/120 Delivery Instructions Table 1 Segment Pos. 1/130 Through Pos. 1/140 Financial Data Block Data Containing Payee and Payor Information Facilitating Remittance Error Resolution Data to Identify Remittance Delivery Table 2 Child Support Addendum Data Pos. 2/010 Through Pos. 2/278 DED Loop (2/280) Version 8.2 – July 23, 2012 Detail Supporting CS Payments Page 21 User Guide for Electronic Child Support Payments DEFINITIONS AND TERMS – 820 TRANSACTION SET Data Segments A data segment is the intermediate unit of information in a transaction set. Segments consist of logically related data elements in a defined sequence. Segments have a unique segment identifier that comprises the first characters of the segment. When segments are combined to form a transaction set, their relationship to the transaction set is defined by a segment requirement designator and a segment sequence. Some segments may be repeated, and groups of segments may be repeated as loops. Requirement Designator Data segments within the 820 Transaction Set will have one of the following two designators which define their requirement in the transaction set: M – Mandatory The designated simple data element or composite data structure, whether allowed to repeat, must be present in the segment. O – Optional The presence of this data segment is at the option of the sender. Data Elements A data element is the smallest named unit of information in the transaction set. Data segments are made up of data elements. Data elements in a segment are assigned a structured code to indicate the segment in which it is used and its sequential position within that segment. The code is composed of the segment identifier followed by two digits indicating the position of the data element in that segment. For example, the reference designator N101 indicates the first element in the N1 segment. The counting of positions starts with 01 for the first data element and is incremented by one to the end of the segment. Condition Designator Data segment unit or component data element conditions are of three types: mandatory, optional, and relational, and define the circumstances under which a simple data element, composite data structure, or component data element may be required to be present or absent in a particular segment or composite data structure. M – Mandatory Version 8.2 – July 23, 2012 Page 22 User Guide for Electronic Child Support Payments The data element must be present in the segment (presence means a data element must not be empty). O – Optional The presence of the data element is at the option of the sender. X – Relational Relational conditions may exist among two or more data elements within the same data segment based on the presence or absence of one of those data elements (presence means a data element must not be empty). For relational conditions, see the “SYNTAX NOTES” section of the segment diagram in the X12 Standards manual. Data Element Types The data element types are described as follows: Nn – Numeric A numeric data element is represented by one or more digits with an optional leading sign representing a value in the normal base 10. The value of a numeric data element includes an implied decimal point. It is used when the position of the decimal point within the data is permanently fixed and is not to be transmitted with the data. The data element dictionary defines the number of implied decimal positions. The representation for this data element type is Nn where N indicates that it is numeric and n indicates the number of decimal positions to the right of the implied decimal point. If n is 0, it need not appear in the specifications; N is equivalent to N0. For negative values, the leading minus sign (-) is used. Absence of a sign indicates a positive value. The plus sign (+) should not be transmitted. Leading zeros should be suppressed unless necessary to satisfy a minimum length requirement. The length of a numeric type data element does not include the optional sign. R – Decimal Number A decimal data element contains an explicit decimal point and is used for numeric values that have a varying number of decimal positions. The representation for this data element type is R. The decimal point always appears in the character stream if the decimal point is at any place other than the right end. If the value is an integer (decimal point at the right end), the decimal point should be omitted. For negative values, the leading minus sign (-) is used. Absence of a sign indicates a positive value. The plus sign (+) should not be transmitted. Leading zeros should be suppressed unless necessary to satisfy a minimum length requirement. Trailing zeros following the decimal point should be suppressed unless necessary to indicate precision. The use of triad separators (for example, the commas in 1,000,000) is expressly prohibited. The length of a decimal type data element does not include the optional leading sign or decimal point. Version 8.2 – July 23, 2012 Page 23 User Guide for Electronic Child Support Payments ID – Identifier An identifier data element always contains a value from a predefined list of values that is maintained by the X12 Committee or some other body recognized by the X12 Committee. Trailing spaces should be suppressed unless necessary to satisfy minimum length. The representation for this data element type is ID. AN – String A string data element is a sequence of any characters from the basic or extended character sets. The significant characters shall be left justified and shall be space filled. Leading spaces, when they occur, are presumed to be significant characters. Trailing spaces should be suppressed unless they are necessary to satisfy minimum length. The representation for this data element type is AN. DT – Date A date data element is used to express the standard date in either YYMMDD or CCYYMMDD format in which CC is the first two digits of the calendar year, YY is the last two digits of the calendar year, MM is the month (01 to 12), and DD is the day in the month (01 to 31). The representation for this data element type is DT. TM – Time A time data element is used to express the ISO standard time is HHMMSSd..d format in which HH is the hour for a 24 hour clock (00 to 23), MM is the minutes (00 to 59), SS is the seconds (00 to 59), and d..d is decimal seconds. The representation for this data element type is TM. Data Element Length Each data element is assigned a minimum and maximum length. The length of the data element value is the number of character positions used except as noted for numeric and decimal elements. Version 8.2 – July 23, 2012 Page 24 User Guide for Electronic Child Support Payments CHILD SUPPORT MAPPING Employer sending information to the Child Support State Disbursement Unit (SDU) In a typical child support scenario, a local or state child support office sends an income-withholding order/notice to an employer, ordering the employer to deduct a certain amount of child support from the employee/non-custodial parent’s paycheck every pay period. The employer must then submit the information and the funds to the appropriate SDU. Using a CTX containing an ASC X12 820 transaction set and employer may remit for multiple employees in the same transaction set. EDI TRANSMISSION DATA EXPLANATION ISA is the Interchange Control Header used to start and identify an interchange of functional groups and interchange-related control segments. GS is the Functional Group Header and is GS used to indicate the beginning of a functional group and to provide control information. ST is the Segment ID ST*820*0001 820 is the Transaction Set Identifier 820. 0001 is the control number. BPR*C*559.47*C*ACH*CTX*01*01432 BPR is the Segment ID 1009*DA*123412345*345389001*01*987 (The first )C indicates the payment and 654321*DA*121004861234*20021229*P remittance advice are together. 559.47 is the monetary amount ($559.47). CS This is the total of all DED loops included in the transaction set. NOTE: BPR02 – Monetary Amount – (The second) C indicates this is a credit. Data Element Type – R, the decimal point must be provided, unless the dollar ACH indicates the payment method is the amount is a whole dollar that includes no Automated Clearing House. CTX is the Payment Format Code cents. (e.g., 559.47) indicating a Corporate Trade Exchange Payment. 01 is an ID qualifier indicating the ID used in the next field will be an ABA transit routing number. 014321009 is the ID number of the originating financial institution. DA is an ID qualifier indicating the type of bank account used is a Demand Deposit. 123412345 is the originator’s bank account number. 345389001 is the originating company identifier. ISA Version 8.2 – July 23, 2012 Page 25 User Guide for Electronic Child Support Payments EDI TRANSMISSION DATA EXPLANATION 01 is an ID qualifier indicating the ID used in the next field will be an ABA transit routing number. 987654321 is the ID number of the receiving financial institution. DA is an ID qualifier indicating the type of bank account used is a Demand Deposit. 121004861234is the receiving bank account number. 20021229 is the effective entry date. PCS indicates the business reason for this payment is a Payment of Child Support. TRN*1*1234570 TRN is the Segment ID 1 indicates the trace type code is current transaction trace number. 1234570 is the control number used to tie funds to the remittance. DTM*097*20021227 DTM is the Segment ID 097 indicates the date that follows is the transaction creation date. 20021227 is the date (December 27, 2002) DED is the Segment ID CS indicates this is a Child Support payment NOTE: In the DED loop, DED04 is Data ZC146 is the case identifier element. This can be the IV-D case number or court order Element Type – N2, no decimal point number. The case identifier always refers may be included, and the last two to the identification number of the case in positions will be handled as the cents the state RECEIVING the EFT/EDI positions. (e.g., 13447 = $134.47) transaction. This is true whether the transaction is from an employer or another state. The child support receiving agency (SDU) determines which number is used. 20021230 provides the obligor’s (noncustodial parent’s) pay date or the date of income-withholding. 13447 is th...