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08/25/2016
1
CHARTS PRODUCTION
SUPPORTNCSEA CONFERENCE
SEPTEMBER 2016
Who we are
Kevin Burke, Supervisor
Florine (Flo) Calim
Kristie Seacrest
Katherine (Katie) Morrill
Allie Siebert
Tina Zegers
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Contact Information
Production Support
471-2134
1-877-832-8871
Fax 402-742-2354
Answer Questions
Answer questions about CHARTS
Where Do I Find?
How do I?
What path do I use?
How do I resolve this tickler?
Can these ARPS (Agency Related Person) be merged?
How did CHARTS calculate the amount for Income Withholding?
Why did CHARTS not allow my case closure?
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Incidents
Through end of July 2016, 6684 incidents recorded this year
3543 questions received via email
2522 received via phone calls
251 incidents were received from faxes
368 other
Incidents
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Writing of SCRS
Write a SCR (System Change Request) for ideas of changes to improve
and enhance CHARTS
Add Out of State Orders
225 Out of State Orders added per month
Why are they added to charts?
Child on ADC (Aid to Dependent Children), Medicaid, or in Foster care
NPA (Non Public Assistance) case where one parent has asked for enforcement
Need to send outgoing request for enforcement to create intergovernmental (IG) case
Incoming request
Administrative enforcement
Income Withholding on Nebraska Unemployment
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Updates to Out of State Orders
Order modified
Update balances
Receive new pay record or balance update
Zero to paid ahead
State debt balance removal/update
Most likely require adjustment request
Updates to Out of State Orders
Closing case
Contact us to have the accrual turned off
Balances updated
Ig case closes
Order Registered
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Out of State Assignments
Transmittals/CSENETS
Documentation from other state for timeframes and amount of state debt they would like
For example, Iowa provided ADC for the child from 07 10 2014 to 11 30 2014, and 02 01
2016 to 07 31 2016 for a total of $86.94 for Iowa state debt.
If enough payments have been received, that we can’t give the other state everything they asked for in their transmittal, will let you know, so you can inform the other state
Date of Death
We will add Date of Death to ARP Folder
Obituary Notice
Newspaper
Scan and Attach to Event log
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Merge ARP
3571 ARPS have been merged in 2016
Why duplicates are created
Social security numbers are transposed or a digit off
Referral with Unknown NCP (Non Custodial Parent) who is known to CHARTS already
Name spelled differently
Merge ARP
After an ARP is merged, the information from the former arps is displayed in
lower grid of the primary arp folder
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Interest Waiver Indicator
Income withholding payments
If payor has been in arrears they MUST pay off all arrears including interest before the Interest wavier can be applied
If the only reason interest has accrued is because of being on a withholding, then we can retroactively apply the waiver to the date
Less Than MSO Indicator
Indicator entered for Income withholding Less Than Monthly Support Obligation (MSO)
Appropriate Reasons
Payor is receiving monthly SSA Credits
Court Ordered Summer Abatements
Court Order Specifically says CSE cannot withhold more than specific amounts
Not appropriate Reasons
Payment Plan has been reached with Payor
Purge Plan
Targeted Order
Paid Ahead Situations
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Born Out of Wedlock Indicator
Change from No to Yes
Disestablishment Paths
Help to resolve paternity by adding judgment
Resolve paternity entered in Juvenile county/court orders
COBRA Records
COBRA stands for Court Ordered Birth Record Amendment
Record an adoption has taken place
Update relationships if adoption has taken place
Update CSE Case Folder, court case, and pa group eligibility if adoption
has occurred
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Staff Person ID and Security
Request Access for New Staff
Caseload Changes
Help supervisors determine case load splits to evenly distribute cases
Add and/or Update Staff Responsibility Rows
Add Attorney Information to Agency Legal Person (ALP) Folder
Staff Person ID and Security
Request New Security Access
FPLS (Federal Parent Locator Service) Portal
Also known as Quick
Query Central
Add or Update Email Address in Staff Person Folder
Request removal of individuals who have stopped working for child
support
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Staff Person Tid Bits
Make sure to let us know when someone leaves your office
Make sure you let us know when change email address
Make sure to let us know when hiring someone new
Easier to Move Position Numbers instead of changing Alpha Splits
Informal Trainings
Teach individuals basics about Child Support
Teach individuals how to use CHARTS
Teach individuals how to use Help
Teach individuals where to find Procedure Manual and Training Website
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Organizations
Organizations (ORGS) are added to CHARTS:
Manually, when ORG Request form is filled out and sent to Production Support
Via interface
Federal Parent Locator Service (FPLS)
IRG (Interstate Referral Guide)
JUSTICE (Judicial User System to Improve Court Efficiency), System Courts Use
State Employment Wage (SEW)
Third Party Liability (TPL)
Vital Records
New Hire
Organizations
Why they are added?
Income information for necessary establishment or modification of orders
Income Withholding
Record Birth of Child
Add Information to the Insurance Folder
2427 ORGS have been Manually added or updated in 2016
Average 347 per month
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Types of Organizations
Court Case
Adding of Orders
Alternate Payee
Out of State Assignments
Employer
Income Withholding
Employment Verification
National Medical Support Notice
Types of Organizations
Criminal
Jail or Prison Verification
Financial
Administrative Attachment
Bank Attachment
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Type of Organizations
Insurance
Not the address on the back of the card
Letter to Custodial Parent telling them health insurance you have covered gives name of insurance company
Build information to insurance folder
Organization Request Form
ORG Request Form
Make sure to note this is owner of company
Make sure you provide as much information on org request
What type of information would you like back when they respond back to ORG
Request
Do you want the ORG ID Only?
Do you want us to include the information we entered in our comments?
Do you want something else?
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Manually Added Organizations
Adding ORG
Search internet for address, phone, and Fein information
Phone numbers
Use Contact person from ORG Request Form
FEIN
Federal Employer Identification Number
Prevent CHARTS from adding duplicate record
Organization Tid Bits
Add information to Comment Section of ORG
Avoid using an Inactive ORG
Electronic Income Withholding Indicator
ORGS are only added for individuals listed in a CSE Case
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Imaging
Imaging Index Worklist. Make sure to check
Even if your office isn’t scanning, other offices may assign a document to you
Wrong image attached to an event log contact Production Support to
have deleted
If we delete the image, it will return to your worklist
Contact Production Support if office wants to start scanning
Help
Adding of Help to CHARTS
CHARTS Business Analyst writes the Help
Sent to Sandra Wiler for review of formatting issues
Return to Production Support for Adding
Request for new help
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Help
Contents Tab
Search Tab
Desk Aids
Event Path/Document Index
Help
Example of Help
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Help
Example of Help with Link Attached
Click on underlined words
Help
Report Missing Information
Example of Tickler with No Help
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Daily Reports and Listings
ARP Related
Potential Duplicate ARPS
Linking Required
COBRA Records being Added
ARPS Merged Together Incorrectly
Daily Reports and Listings
Judgment
Judgment Information from JUSTICE
Negative/Positive on Payment History
Reconstruct of Payment History
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Daily Reports and Listings
Public Assistance Related
Foster Care Placement
URA (Un Reimbursed Assistance) Ledger
PA (Public Assistance) Group Eligibility
Dropped ADC Grant and Foster Care Claims
Processing of Cancelled Grants
Assignments
