Documentation

Question Description

please review documentation and show differences between ACH file and Child Support ACH file. Also have the California, Arizona, states how they handle/use the child support ACH.

Please document within 2 pages. Give highlevel understanding

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 At the time of payment, funds are withdrawn from the business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:globalsharedocpaysysubach*
Payment Settlement must have the
files by 1pm
Transfer
to
SPJP135 D:
transfersxfer-in
ubach
UB_ACH_Recipie
nts.txt
Encrypt file
Government has
files
Sent to UB_ACH_Recipients.txt to
“FTP SitesAlaska 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_sourcewebefsjspapprovals
o Approvepayments.jsp
Front_end_sourcewebefsjsppayments
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:
ï‚·
ï‚·
ï‚·
ï‚·
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:
ï‚·
after November 1, 1990 all new and adjusted Title IV-D child support orders require immediate
income-withholding, and
ï‚·
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
ï‚·
by October 1, 1997 states were required to have operational, automated state-wide child support
enforcement management information systems;
ï‚·
these systems must be able to accept withholdings transmitted using EFT technology, and
ï‚·
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
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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:
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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).
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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
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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:
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“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” “
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ï‚·
“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.
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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:
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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.
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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:
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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 (‘’).
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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
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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:
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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.
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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.
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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.
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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*004010ST8200028186652
705*0*000000001BPR*D*1134.35*C*DXC*CTX*01*021309379*DA*0601228265*3005269527**000038186652
7051*070000222*DA*7007002*000512*PCSDED*CS*111111*000508*2372*333333333*N*NAMES,FIR0048186652
705*019000DED*CS*11111*2000508*6600*333333333*N*LSTNAMEFIR*19000DED*CS*111111*20000058186652
7050805*31250*333333333*N*LSTNAMEFIR*19000DED*CS*111111*2000508*31731*333333333*N*00068186652
705LNAMES,FIR*19000DED*CS*11111*2000508*5000*333333333*N*LSTNAMEFIR*19000DED*CS*100078186652
70511111*000508*9650*333333333*N*LSTNAMEFIR*19000DED*CS*111111*2000508*9132*33333300088186652
705333*N*LNAME,FIR*19000DED*CS*111111*2000508*17700*333333333*N*LNAMEFIR*190000000098186652
70500SE*11*0001GE*1*1IEA*1*000000001
00108186652
820000001100000000000000000000000000001587763005269527
091000010000000
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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)
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Detail Supporting CS Payments
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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
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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
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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
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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
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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…

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