C-IV / WIS & State Fraud Bureau

1. C-IV / WIS &State Fraud Bureau Tax Intercept Training

2. Agenda • Schedule of C-IV / WIS Interface • Establishment logic and timeline • Decrease / Suspend / Reactivate logic and timeline • Increase logic and timeline • Deletion logic and timeline • Address Change / Alias logic and timeline • Annual Balancer • C-IV pages affecting Tax Intercept • Tax Intercept Reports in C-IV • Tax Intercept Reports not in C-IV • Additional Information • Questions

3. Schedule of the C-IV / WIS Interface • C-IV to WIS: • Weekly on Friday nights after 8pm • Timeline for processing of records from C-IV through WIS back to C-IV: • All incoming records from C-IV are processed on a weekly basis. If records are received on a Friday they are processed the following Wednesday or Thursday and the County Cleared Edits and County Edit Error reports are sent to Tumbleweed at that time. • All records are posted at TOP/FTB the following week after they are received.

4. Recovery Account Detail Page

5. Establishment logic • C-IV establishes WIS accounts per Recovery Account Responsible Party. • C-IV does not roll up multiple debts into one WIS account • Each Recovery Account is established independently per Responsible Party • Unique Establishment = County Code / Social Security Number / Delinquency Date • C-IV determination logic on who to Establish. • 1) The Recovery Account Responsible Party must have an "Active" status • 2) The Responsible Party must have their Tax Intercept indicator marked as "Yes" • 3) Must be a "Regular" Recovery Account • 4) Recovery Account must have one of the following cause codes: • - Food Stamps IPV Waiver • - Food Stamps IPV ADH • - Food Stamps IPV Court • - Cash Potential IPV • - Cash IPV Waiver • - Cash IPV ADH • - Cash IPV Court • - Food Stamps Admin Error prior to 3/2000 • - Food Stamps Admin Error after 3/2000 • - Food Stamps IHE • - Cash Admin Error • - Cash Client Error • - Cash Late QR7

6. Establishment logic - Continued • 5) Recovery Account must be for one of the following program types: • - Food Stamps • - CalWORKs • - Diversion • - Homeless Assistance Permanent • - Homeless Assistance Temporary • - Immediate Need • 6) For Food Stamps, the balance of the Recovery Account must be greater than or equal to $25.00 • 7) For Cash Aid, the balance of the Recovery Account must be greater than or equal to $10.00 • 8) Recovery Account Notification Date must at least 90 days before the date we submit the record to WIS. The Notification Date is the date the Recovery Account is made "Active“. • 9) Recovery Account must be "Active" or "Suspended" with one of the following reasons: • - Unable to Locate • - Prison • - Cost • - Expired Statute • - Tax Intercept • - Admin Decision • 10) The Responsible Party must not have an "Active" program person status for the same program type in the same County • 11) The Responsible Party cannot be a duplicate person where the other person is "Active" on a program of the same type in the same County.

7. Establishment logic - Continued • 12) Responsible Party has not made a voluntary payment within 90 days before the date we submit the record to WIS. A voluntary payment is considered: • - Cash • - Check • - EBT Cash • - EBT Food Stamps • - Food Stamp Coupons • - Money Order • - Other Agency Collection • - Lien • - Wage Garnishment • - Revenue and Reimbursement collection • 13) Responsible Party must not have an "Active" or "Suspended" Tax Intercept Account for the same Recovery Account. • 14) Responsible Party has not made an involuntary payment to a Recovery Account associated to the same program type in the same County within 90 days before the date we submit the record to WIS. Involuntary payments are considered: • - Benefit Reductions • - Payment Reductions • - Equitable Estoppels • - Offset • 15) Responsible Party must have been discontinued from the program more than 90 days before the date we submit the record to WIS. • 16) Responsible Party must be 18 years of age or older on the date we submit the record to WIS NOTE: SCR #40389 will resolve RP’s who were under 18 at time of RA Discovery Date

8. Processing time for Establishments • C-IV sends records to Tumbleweed on Friday night. • WIS picks up the records on the following Wednesday • Address Verification • TOP records only. WIS and TOP processing are a monthly process. WIS processing is generally the 3rd week, depends on TOP's schedule for that month. • No address processing during December. • Notification to customer • TOP records: Match No Match records are returned from TOP to WIS on a monthly basis (except January). Address Match notification is sent to the customer with the next weekly processing following receipt of the file from TOP. • Pre-Offset notification letters • TOP records: Once the Address Match record is received, letters are sent to TOP debtors with the next weekly processing. • FTB records: Pre-Offset notification letters are sent to FTB debtors within a week of processing the establish records. (FTB is still on an annual system. Once a year usually in September ALL FTB debtors are sent a Pre-Offset notice.) • Forwarding of establishment records to FTB/TOP • FTB: Once the 30 day requirement has been met with the Pre-Offset notice the establish records are sent to FTB with the next weekly processing. • TOP: Once the 60 day requirement has been met with the Pre-Offset notice the establish records are sent to TOP with the next weekly processing.

9. Establishment logic calendar

10. Tax Intercept Detail Page

11. Decrease / Suspend logic • C-IV determination logic for Decrease: • 1) The Recovery Account Responsible Party is "Active" • 2) The Tax Intercept Account has not been suspended or deleted • 3) The balance has decreased on the Recovery Account that is not the result of a Tax Intercept transaction. • C-IV determination logic for Suspend: • 1) Recovery Account must be for program "Food Stamps". • 2) Tax Intercept Account is currently not suspended or deleted • 3) Responsible Party is active • 4) The Responsible Party has a SSN number in C-IV • 5) Recovery Account balance is not "0" • 6) The Responsible Party is active on same program type on any case in the same County • 7) Recovery Account is suspended with a reason other than one of the following reasons: • - Unable to Locate • - Prison • - Cost • - Expired Statute • - Tax Intercept • - Admin Decision

12. Reactivate logic • C-IV determination logic for Reactivation: • 1) The Tax Intercept Account is currently suspended. • 2) The Recovery Account is for the Food Stamps program. • 3) The Responsible Party is not active on same program type on any case in the same County • 4) The Recovery Account must be active or suspended with one of the following reasons: • - Unable to Locate • - Prison • - Admin Decision • 5) The Responsible Party is "Active" • 6) The Responsible Party has a SSN number in C-IV • -or- • 1) There exists a Tax Intercept account that is in a suspended status • 2) The Recovery Account is for the Food Stamps program. • 3) The Responsible Party is set to have an "Inactive" status.

13. Processing time for Decrease / Suspend / Reactivations • C-IV sends records to Tumbleweed on Friday night. • WIS picks up the records on the following Wednesday. • Decrease – TOP/FTB – records are sent to the agencies the same week they are processed by WIS. • Suspend / Reactivate – TOP records only – records are sent to TOP the same week they are processed by WIS.

14. Decrease / Suspend / Reactivate logic calendar

15. Increase logic • C-IV determination logic for Increase: • 1) The Recovery Account Responsible Party is "Active" • 2) The Tax Intercept Account has not been suspended or deleted • 3) The balance has increased on the Recovery Account that is not the result of a Tax Intercept transaction.

16. Processing time for Increase • C-IV sends records to Tumbleweed on Friday night. • WIS picks up the records on the following Wednesday. • Increase – TOP records: If an Address Match record has not been received within the last 60 days, a new address is requested from TOP. When the Match record is received from TOP, a Pre-Offset notice is sent to the debtor. When 60 days has lapsed, the record is sent to TOP for collections. • Increase – FTB records: A Pre-Offset notice is sent to the debtor. When 30 days has lapsed, the record is sent to FTB for collections.

17. Increase logic calendar

18. Deletion logic • C-IV determination for Deletion: • 1) A Terminate, Void, Written Off, or Compromised transaction has been posted to the Recovery Account • 2) The Recovery Account has a status of "Terminated" • 3) The current Tax Intercept Account status is not "deleted". • -or- • 1) The Tax Intercept Account status is "Active" • 2) The Recovery Account balance is less than or equal to "0" • -or- • 1) The Tax Intercept Account status is not "Deleted" • 2) The Recovery Account Responsible Party status is "Inactive" • -or- • 1) The Tax Intercept Account status is not "Deleted" • 2) The Recovery Account Responsible Party has a Tax Intercept indicator of "No" • How to delete a Responsible Party from Tax Intercept • Responsible Party Detail page – Tax Intercept indicator • How to delete all Responsible Parties on a Recovery Account from Tax Intercept • Recovery Account Detail page – Status/Status Reason

19. Methods to delete Responsible Party from Tax Intercept

20. Processing time for Deletion • C-IV sends records to Tumbleweed on Friday night. • WIS picks up the records on the following Wednesday. • TOP/FTB records: Records are sent to the agencies the same week they are processed by WIS.

21. Deletion logic calendar

22. Address Change / Alias Records • 1) The Tax Intercept Account is not in a "Deleted" status. • 2) The Responsible Party has an "Active" status on the Recovery Account. • 3) There has been a change to the Responsible Parties mailing address or name (or an additional name added) since the last Tax Intercept job ran.

23. Processing time for Address Change / Alias records • C-IV sends records to Tumbleweed on Friday night. • WIS picks up the records on the following Wednesday. • Increase – TOP records: If an Address Match record has not been received within the last 60 days, a new address is requested from TOP. When the Match record is received from TOP, a Pre-Offset notice is sent to the debtor. When 60 days has lapsed, the record is sent to TOP for collections. • Increase – FTB records: A Pre-Offset notice is sent to the debtor. When 30 days has lapsed, the record is sent to FTB for collections.

24. Individual Demographics Detail page

25. ContactSummarypage

26. Annual Balancer • C-IV is the system of record • Run every August • Compares WIS to C-IV, if WIS does not match the C-IV system, Increase / Decrease / Establish / Suspend / Delete and/or Reactivate records sent to WIS to bring it into balance with C-IV.

27. Recovery Account Detail Page

28. Recovery Account Status / Status Reason

29. Recovery Account Status / Status Reason - Continued

30. Responsible Party Detail Page

31. Tax Intercept Detail Page

32. Transaction Summary Page

33. Recovery Account Transactions

34. Recovery Account Transactions - Continued Note: SCR #38903 will address adding record type 4’s into the C-IV / WIS Interface

35. Reports – 7 Weekly reports in C-IV

37. Common Messages found on the FTB/TOP Weekly Individual Edit Error Report:

38. FTB/TOP Weekly Individual Edit Error Report Messages - Continued

45. Reports – Non-weekly 6 reports not currently in C-IV system SCR #32923 will add these Reports into C-IV, when implemented

46. Additional Information • Cash Aid Recovery Accounts are sent to FTB only. • Food Stamp Recovery Accounts are sent to TOP only. • WIS Account ID / C-IV Tax Intercept number is comprised of last 8 digits from C-IV Recovery Account number plus all 7 digits of C-IV Case number. • Responsible Party Status – how it affects Tax Intercept: • Active – Customer is liable for the debt, and can be Tax Intercepted for this RA. • Inactive – Customer is not liable for the debt, and will never be Tax Intercepted for this RA. • Customers reapplying for aid: • For Food Stamps Recovery Accounts (TOP): • When a customer comes back on aid, a Suspend record will be sent to WIS. When the customer goes off of aid again, a Reactivation record will be sent to WIS. • For Cash Aid (FTB): • When a customer comes back on aid, a Delete record will be sent to WIS. When the customer goes off aid again, a new Establishment record will be sent to WIS. • Closing a Recovery Account: • C-IV sends Reactivate and Delete records to WIS for every account.

47. Additional Information - Continued • Incrementing Delinquency Date. C-IV will automatically increment when: • Multiple Recovery Accounts for same Responsible Party has same Delinquency Date. • Reestablishes WIS account after a previous Delete record sent to WIS for that RA. • Decrease records less than $1: • C-IV will continue to include cents on transactions that are over $1.   • SCR #31460 proposes C-IV will stop sending decrease records less than $1 (majority are Expungements). • C-IV will attempt to bring WIS back into balance annually through the Balancer run every August.  If the balance difference is greater than $1, C-IV can send one decrease transaction to get WIS back into balance with C-IV - but if the balance difference between C-IV and WIS is still less than $1, there is nothing C-IV can do to get WIS decreased by that cents amount. • Tax Intercept transactions are reported: • FNS 209: on line 14 as Cash, Check, M.O. collections • CA 812: on line 4b as Tax intercept collections • No plans to automate posting of Tax Intercept transactions into the C-IV system • Potential exists to some day bring in Edit Error’s onto the Tax Intercept Detail page • Any Tax Intercept Refunds should be done as External Refunds only • C-IV will not create warrants for these transactions

48. QUESTIONS: ?