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ACTION TRANSMITTAL
AT-07-08
ATTACHMENT:Form OCSE-396A, Parts 1 and 2 (MSWord, File Size: 80Kb)
Instructions for Form OCSE-396A (MSWord, File Size: 140Kb)
Form OCSE-34A, Parts 1 and 2 (MSWord, File Size: 81KB)
Instructions for Form OCSE-34A (MSWord, File Size: 158KB)
DATE: November 27, 2007
TO: STATE AGENCIES ADMINISTERING CHILD SUPPORT ENFORCEMENT PLANS APPROVED UNDER TITLE IV D OF THE SOCIAL SECURITY ACT AND OTHER INTERESTED INDIVIDUALS
SUBJECT: Implementation of Revised Financial Reporting Forms: Form OCSE-396A and Form OCSE-34A.
BACKGROUND: OCSE requires each State to submit quarterly reports of expenditures, quarterly reports of collections and semiannual budget projections.
The information requirements for these documents change periodically as Federal statute and regulations are amended. In addition, the Office of Management and Budget (OMB) requires that these forms be reviewed at least once every three years to assure that the information being requested is in accordance with current requirements. As part of this review process, OCSE solicits and reviews comments, ideas and suggestions for improvements submitted by Federal and State IV-D staffs and from any other individuals or groups with an interest in this program.
The revised versions of these forms were developed through this process and, following its review, OMB has now approved these forms.
PURPOSE: With this Action Transmittal, OCSE will implement revised versions (designated as the 10/1/2007 versions) of the following financial reporting forms:
These forms replace the 10/1/2003 versions of the same forms.
REVISIONS: The following revisions are included in these forms:
Form OCSE-396A, Part 1
Form OCSE-396A, Part 2
Form OCSE-396A, Part 3
Form OCSE-34A, Part 1
Form OCSE-34A, Part 2
EFFECTIVE DATE: The use of these revised Forms OCSE-34A and OCSE-396A is required beginning with fiscal year 2008, i.e., for all collections received, distributed and disbursed and for all expenditures made on or after October 1, 2007, with the first submission of these forms, for the first quarter of FY 2008, due by January 30, 2008.
States may continue to use the earlier versions of these forms to submit its reports for the 4th quarter of FY 2007, due by October 30, 2007, and for any revised reports for FY 2007, due no later than December 30, 2007.
Note other exceptions to the effective date below.
EXCEPTIONS: The Deficit Reduction Act of 2005 included several amendments to the Social Security Act that affect the financial reporting on these forms. These changes become effective on a phased-in schedule:
Effective FY 2007 (October 2006):
Reduced FFP for Laboratory Costs. These expenditures were previously reported on Line 8 of Part 1 of Form OCSE-396A. Under Sec 1132 of the Social Security Act, States may claim Federal funding for a period of two years from the date of the expenditure. Therefore, expenditures made during FY 2006 (on or before September 30, 2006) and not previously reported may still be reported during FY 2008 and will still be eligible for Federal funding at the previous 90 percent FFP rate.
Since Line 8 has been eliminated, these prior quarter adjustments must be reported on Line 1b, Column C of Part 1 of Form OCSE-396A, calculating the Federal share in Column D using the 90 percent rate. These adjustments must also be reported on Part 2, identified as the "LAB" funding category.
No prior quarter adjustments for laboratory costs reported on or after October 1, 2008 will be eligible for Federal funding at the 90 percent FFP rate. All expenditures for laboratory costs made on or after October 1, 2006 are eligible for Federal funding as routine administrative costs at the 66 percent FFP rate
Effective FY 2008 (October 2007):
Collection Pass Through. States may elect to pass through some or all of collections received on behalf of current or former recipients of assistance under title IV-A. These amounts will be disbursed directly to the families and not be considered when calculating the Federal and State shares of child support collections. Accordingly, these amounts must be identified separately and Line 7a has been added to Part 1 of Form OCSE-34A for this purpose. Any amount reported on this new line will be considered "distributed" child support collections for incentive payment calculations and other purposes.
Note: This provision is effective for any collection distributed and disbursed on or after October 1, 2008. For the submissions of Form OCSE-34A for the four fiscal quarters of FY 2008 (October 1, 2007-September 30, 2008), Line 7a must remain blank.
Note: This provision is effective for any collection received as the "initiating" State or sent abroad as the "responding" State under these agreements on or after October 1, 2008. For the submissions of Form OCSE-34A for the four fiscal quarters of FY 2008 (October 1, 2007-September 30, 2008), Line 2g and 4c may remain blank. However, any State that already has a similar functioning agreement with one or more foreign countries or political subdivisions should use these lines to report those collections.
SUBMITTAL SCHEDULE: Forms OCSE-396A, Parts 1 and 2 and OCSE-34A, Parts 1 and 2 are due quarterly and must be received within 30 days of the end of each fiscal quarter.
The Administration for Children and Families operates and maintains an On-Line Data Collection (OLDC) system available to every State to submit this information electronically. Although not required, each State is strongly encouraged to use the OLDC system, which requires pre-registration and the use of an approved digital signature.
If a State elects to submit data electronically, the preparation and submittal of a paper copy is not required. Regardless of the submission methodology, all deadlines and other requirements remain applicable.
SUPERSEDED MATERIAL: In accordance with the information in the "Effective Date" section, above, with the implementation of the 10/1/2007 versions of these forms, States should not use the previous, 10/1/2003 versions of these forms to report data for FY 2008 and thereafter.
Accordingly, Action Transmittal OCSE-AT-03-04, dated September 26, 2003, which implemented the earlier versions, is superseded by this Action Transmittal.
RELATED MATERIAL: Action Transmittal OCSE-AT-05-09, dated September 6, 2005, pertains to reporting on Form OCSE-157, the "Child Support Enforcement Annual Data Report," which is used in conjunction with the financial reporting forms:
ATTACHMENTS:
INQUIRIES: Inquiries should be made to the appropriate ACF Regional Child Support Enforcement Program Manager.
Margot Bean
Commissioner
Office of Child Support Enforcement
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