DCL-04-42, Standardization of IV-D Case Identifiers

DEAR COLLEAGUE LETTER

DCL-04-42

DATE: September 27, 2004

TO: ALL STATE IV-D DIRECTORS

RE: Standardization of IV-D Case Identifiers

Dear Colleague:

Through the initial Interstate Case Reconciliation (ICR), we learned that the standardization of IV-D case identifiers is paramount to the success of external communication. We also learned that it is essential to keep IV-D case identifiers standardized within a state once we have synchronized them between states.

To facilitate the tracking of information related to a case, the IV-D case identifier should be identical to the one submitted to the Federal Case Registry (FCR), which is a 15-character alphanumeric field, allowing all characters except asterisk and backslash, and with all characters in uppercase. Since the FCR case ID is a fifteen-character alphanumeric field, this means any leading zeroes submitted with a state’s case ID to the FCR are considered part of the case ID and should be used consistently for all external communication. States should use the IV-D case identifier in the field specified for “case number” on all EFT/EDI transactions, including those with employers.

The basic edits employed by the FCR are documented in the FCR Interface Guidance Document (IGD). These same edits were adopted this August for CSENet transactions. Within these broader edits, each state specified how its IV-D case identifier appears for all external communications. Each state’s standard is documented in the Case ID Matrix developed for the National ICR; this matrix is posted to the OCSE website at http://www.acf.hhs.gov/programs/cse/newhire/library/nicr/nicr.htm.

Maintaining the integrity of IV-D case identifiers requires diligence. Without our care these identifiers can be corrupted by inaccurate usage in external communication. In addition, we need to ensure that standardized IV-D case identifiers cannot be overlaid in state systems through any automated means, or by manual intervention, to a format other than the standard created and reflected in the Case ID Matrix (i.e., the case ID submitted to the FCR).

Keeping our IV-D case identifiers standardized is key to keeping our interstate cases synchronized. Synchronized cases help keep our interstate lines of communication open. Open communications help us deliver quality services to families involved in interstate cases.

Thank you for your ongoing assistance in this important endeavor. If you have any questions regarding the standardization of IV-D case identifiers, please contact Helen Smith at (202) 690-6639 or hsmith@acf.hhs.gov.

Sincerely,

Sherri Z. Heller, Ed.D.
Commissioner
Office of Child Support Enforcement

cc: Regional Program Managers
ACF Regional Administrators