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California Dept. of Social Services Fraud Bureau 744 P St. MS 9-11-26 Sacramento, CA 95814 (916) 653-1826 Main Line (916) 651-5009 Fax Russell Askew Offset.

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Presentation on theme: "California Dept. of Social Services Fraud Bureau 744 P St. MS 9-11-26 Sacramento, CA 95814 (916) 653-1826 Main Line (916) 651-5009 Fax Russell Askew Offset."— Presentation transcript:

1 California Dept. of Social Services Fraud Bureau 744 P St. MS Sacramento, CA (916) Main Line (916) Fax Russell Askew Offset Program Coordinator (916) Joseph Zulueta Offset Program Coordinator (916)

2 Basics When? Why? What? Who? How? Modification record types Tumbleweed WIS Reports Reversals & Adjustments Using WIS Hearings SSA & Offsets Annual Forms Safeguards FNS 209

3 CDSS (California Department of Social Services) - Administers county-run welfare programs in California Fraud Bureau - Administers administrative offset program to recover overpaid CalWORKs and CalFresh benefits OPC (Offset Program Coordinators) - Russell Askew & Joseph Zulueta WIS (Welfare Intercept System) - CDSS Fraud’s offset database TOP (Treasury Offset Program) - The US Dept of Treasury’s offset program and database that offsets federal tax refunds, SS benefits, and federal salaries

4 IRS (Internal Revenue Service) - Federal tax and payment agency that sends payment data to TOP - Provides addresses from federal tax returns (FTI) FTB (Franchise Tax Board) - State tax agency that offsets state tax refunds, state salaries and California State Lottery winnings SSA (Social Security Agency) - Payment agency sends data to TOP for offset – retirement, survivor and disability ONLY

5 FMS (Financial Management Service) - Division within the USDT that runs the Treasury Offset Program FNS (Food and Nutrition Service) - Division within the USDA that runs SNAP SNAP (Supplemental Nutrition Assistance Program) - Formerly FSP or Food Stamp Program FTI (Federal Tax Information) - Information sourced from federal tax returns (i.e. name, address, SSN)

6 O-Tech (Office of of Technology Services) - Responsible for Tumbleweed & mainframe that hosts WIS, MEDS - Formerly DTS (Dept. of Technology Services) MEDS (Medi-Cal Eligibility Data System) - California Dept of Health Care Services’ eligibility & benefit data system STS (SecureTransport™ Server) aka ‘Tumbleweed’ - Server that allows counties and state to share data securely

7 CalWIN (CalWORKS Information Network) California Work Opportunity and Responsibility to Kids LEADER (Los Angeles Eligibility, Automated Determination, Evaluation and Reporting) C-IV

8 Claim established Cost effective Debtor not receiving CalWORKs or CalFresh benefits No litigation pending (hearings, bankruptcies, foreclosures) Court-ordered restitution (judgment debts) Debtor is nonresponsive to NOA Failure to make payments on a regular basis 90 days after date claim becomes delinquent No time limit for tax intercept

9 DUE PROCESS!

10 Amount of claim ONLY Minimum for FTB offset - $10 Minimum for TOP offset - $25 CalWORKS – FTB ONLY CalFresh – TOP first, then FTB

11 Adults, 18 years old and older CalFresh – ALL adults in household equally responsible for entire claim amount CalWORKs 1 st Aided caretaker relative 2 nd remainder of AU NEVER unaided caretaker relative

12 Electronically Thru consortia Directly to Tumbleweed Floppies, CDs, files attached to s to State Offset Program Coordinator Manually DPS 249 Temp 1722A

13 DPS 249 Welfare Intercept System County Transaction Document DPS249.PDF Testing for online version Must have WIS access

14 ALL claims in WIS keyed by: Two-digit county code Debtor SSN Delinquency Date

15 County Code: Alameda County SSN: Margaret Blaine Date in YYYYMMDD January 1 st, 2008 Example A:

16 County Code: Yuba County SSN: Max Capricorn Date in YYYYMMDD December 31 st, 2001 Example B:

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18 WEST x M23SSF GartainParshowD Harriet Hardworker44 W. Made Up Street CaliforniavilleCA R O R = Required O = Optional MUST INCLUDE ADDRESS 35 to 45 days from date of submission to WIS to offset. R R R R R R R R R R R O O O

19 WEST x M23SSF GartainParshowD Harriet Hardworker44 W. Made Up Street CaliforniavilleCA00018 R O R = Required O = Optional Automatically uses IRS address 135 to 210 days from date of submission to offset O R R O O R O R R R R O O O 257

20 WEST x M23SSF GartainParshowD Harriet Hardworker44 W. Made Up Street CaliforniavilleCA00018 R O R = Required O = Optional O R R O O R O O R O R O O O This is the amount the debt will be decreased by

21 WEST x M23SSF GartainParshowD Harriet Hardworker44 W. Made Up Street CaliforniavilleCA00018 O R = Required O = Optional O R R O O R O O R O R O O O Record Type – 3 will eliminate balances for ALL debts under that delinquency date

22 WEST x M23SSF GartainParshowD Harriet Hardworker44 W. Made Up Street CaliforniavilleCA00018 R O R = Required O = Optional O R R O O R O O R O R O O O 160 NOTE: Although FTB and SSA do not reverse offsets, SS recipients can receive economic stimulus payments, so use this for ALL refunds of federal offsets

23 WEST x M23SSF GartainParshowD Harriet Hardworker44 W. Made Up Street CaliforniavilleCA00018 O R = Required O = Optional O R R O O R O O R O R O O O 57 This is the amount the debt(s) will be increased by. Will generate new pre-offset notices from CDSS and FMS (TOP), but not FTB, with new calculated total amount R 16

24 WEST x M23SSF GartainParshowD Harriet Hardworker44 W. Made Up Street CaliforniavilleCA00018 O R = Required O = Optional O R R O O R O O R O R O O O Record Type-8 is useful for debtors who have requested a hearing or filed for bankruptcy R Any cents needs to be dropped to keep the amount to the whole dollar. So $ becomes $257.00

25 WEST x M23SSF GartainParshowD Harriet Hardworker44 W. Made Up Street CaliforniavilleCA00018 O R = Required O = Optional O R R O O R O O R O R O O O No amount required as of March, 2009.

26 WEST x M23SSF GartainParshowD Harriet Hardworker44 W. Made Up Street CaliforniavilleCA00018 O R = Required O = Optional O R R O O R O R R R R O O O

27 WEST x M23SSF GartainParshowD Harriet Hardworker44 W. Made Up Street CaliforniavilleCA00018 O R = Required O = Optional R R R R R R R O R O R O O O

28 Label all CDs and floppies Legibly County name Record count Include Temp 1722 A

29 Must accompany all submissions Blank forms: dssweb/entres/forms/English/ TEMP1722A.pdf

30 = Required

31 Include the number of DPS 249 forms attached to Temp 1722A. We are required to be able to account for each sheet of paper. = Required DOCUMENT = SHEET OF PAPER

32 = Required

33 Secure server Used to transport information between State & Counties Generic addresses for notifications Internet connection Open files in Tumbleweed & ‘save as’ in secure folder locally Delete files from Tumbleweed after retrieved 60-DAY retention period

34 https://sft.ca.gov County logon ID: cdss-##wis cdss-01wis or cdss-58wis Set toggle button at ‘SET BINARY’ Contact Suzanna Ledesma for default password or password reset at (916) or

35 Open text file and save as Excel Importing saved text file into Excel Data – Import – Choose file – Select options – Finish! Import instruction sheet available

36 topnad TOP No Address report, formerly WIS 325R2 Debtors for whom FNS cannot provide address Cannot be submitted to TOP for offset topnmt TOP Unmatch Name report, formerly WIS 325R1 Name & SSN do not match Cannot be submitted to TOP for offset Submit Add Alias record

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38 To be sent to server on quarterly basis Due process – persons receiving FS/cash aid cannot be offset If receiving FS/CalWORKs, begin benefit reductions/collections County responsible for removing individual from WIS is the county that put them in WIS For more information, see ACL May 2003 at 3/pdf/03-22.pdf

39 MEDS-WIS Match file or ‘match’ Debtors your county has in WIS and in MEDS Same program? If so, must remove from tax intercept and begin recoupment If not, follow all other applicable laws, regs & guidelines MEDS-WIS Unmatched file or ‘unmt2’ Debtors in WIS in one county & in MEDS in another county Same program? If so, contact other county If not, follow all other applicable laws, regs & guidelines

40 Common Causes: Different delinquency date Invalid $ amount as compared to $ amount in record RT submission targets different debt under DD CalFresh or CalWORKs AE/IHE/IPV FTB/TOP Data already exists (RT-A,B) One RT submission can generate multiple errors The Just Plain Obvious Error Messages e.g. “NO AMOUNT SUBMITTED FOR REDUCTION” ‘ctyerr’ files sent to Tumbleweed

41 ctyclr County Clear Edit report, formerly WIS110R1 County modifications updated to WIS Review for verification ctyerr County Edit Error report, formerly WIS105R1 County modifications that WIS rejected Review and resubmit if necessary

42 ftberr & toperr FTB/TOP Intercept Error report, formerly WIS506R1/WIS606R1 WIS processes as over collection Offsets that could not post to a specific debt Review for over collection at county level and adjust WIS as needed Included in total on remittance advice

43 ftbint & topint FTB/TOP Intercept report, formerly WIS507R1/WIS607R1 Offsets to be posted to accounts When you have data in BOTH the intercept AND intercept error files, you must ADD the amounts for each offset from both the intercept & intercept error files

44 ftbpre & toppre FTB/TOP Pre-Offset Notice Roster Formerly WIS210R1/WIS360R1 Debtors who have been mailed a 30- or 60-day pre-offset warning notice For your records MPP

45 toprev TOP Intercept Reversal report, formerly WIS609R1 Reversals of previous offsets 5 or 6 years previous TOP restores amount reversed to balance in system Review all reversals ‘TOP Trace No.’ in ‘Display Transaction’ screen

46 Determine validity of claim If claim is invalid, contact OPC to close in TOP Manual bypass to prevent future offsets Watch for ‘double-dipping’ - county refund and IRS reversal If claim is valid – Debtor has effectively reestablished the claim Submit increase or Record Type 7 (RT-7) to correct balance. This will be forwarded to TOP as an overlay record.

47 Reversals are here to stay!  IRS reverses offsets at their own discretion County & state agencies have no control Debtors may submit Form 8379 Injured Spouse Allocation IRS never reveals reason for reversal

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49 Initial report ‘lending’ county

50 Initial report ‘borrowing’ county

51 Secondary report ‘lending’ county

52 Secondary report‘borrowing’ county

53 Online access – direct connection View your county’s debtors / debts only Modifications by submissions only Gen 1321 forms for access requests available Logon ID & instructions ed to you Your emulation software may differ

54 HWDC Logon Screen Warning Message Screen (ENTER to continue) Main Menu (enter SSN) Recipient Profile Menu Name History Screen Transaction List Screen Address History List Screen Recipient Profile Screen Transaction Display Screen Address History Display Screen ‘PF’ keys along bottom of screen contain navigation information. Debt List Splash Screen

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56 us at

57 Press ‘ENTER’ to continue. READ IN ITS ENTIRETY FIRST TIME LOG ON

58 HINT: Don’t look at the screen when signing on! Warning! If you can’t log in, disconnect & reconnect before trying again!

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60 John has active debts in 2 counties. In county screens, the PF2 ‘splash screen’ will show the other county’s code. Select a debt by placing the cursor on the line and hit the PF4 key to see the transactions listed for that debt.

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66 Hit ENTER or F2 key to remove ‘splash screen’

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69 Select a record and hit ‘ENTER’ to view detail screen.

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84 All actions by CDSS require documentation CDSS must maintain original signatures Gen 1321A, internal to CDSS – don’t worry! WIS & Tumbleweed will differ

85 New users Update user information Name changes Terminate access Contact information Password resets

86 User – Sections 2 & 11 User’s direct supervisor – Section 8 IGNORE Sections 3, 4, 5, 7, 9 & 10 Fax or scan to expedite PLEASE submit single-side ONLY We scan & send copies us at

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90 MPP Hearings & Tax intercept Changes delinquency date Claim awaiting hearing decision not considered delinquent Renotice clients after hearing decision

91 MPP “Counties shall refund excess money intercepted to the recipient within ten (10) calendar days after the decision has been made to refund money regardless of whether or not the counties have received the intercepted funds.” Refund individuals offset Refund estate if deceased Do not return funds to state for unlocatables Programs for unclaimed property

92 Social Security offsets ONLY exception is SSI Stimulus payments, regardless of recipient, are not exempt Quick-fixes Write “RUSH” in BIG BOLD LETTERS on Temp 1722A

93 Required annual forms 1. Limited Assignment of Delinquent Restitution Allows CDSS to recover debts on county’s behalf 2. Certification of Correctness of Delinquent Restitution Due to Offset Program Coordinator Nov Safeguard Activity Report Contact Nancy Cronin at or (916)

94 WIS balance files will be sent to each county on Tumbleweed 2 weeks to balance WIS to county records Immediately return all modifications to Offset Program Coordinator (Russell or Joseph) for processing

95 Pub 1075 is considered the guideline for IRS/FTB/SSA data. Located at

96 All files transmitted electronically MUST be encrypted with password phoned in or sent separately Data sent manually, such as paper copies, CDs, floppies, MUST be sealed in envelope within envelope, marked CONFIDENTIAL and TO BE OPENED BY ADDRESSEE ONLY

97 ALL ACCESS TO FTI IS ON A NEED-TO-KNOW BASIS ONLY Treat every SSN as if it were your own Hide FTI when coworker steps in cubicle Lock computer and FTI when leave cubicle Passwords should not be recognizable words Destroy all media, log with witness sign-off NIST SP Guidelines for media sanitation

98 Double-barrier (Pub 1075 Guide 2 page 15) Secured perimeter/locked container Locked perimeter/secured interior Locked perimeter/security container Authorized employees with access after hours

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100 No recognizable words Min 8 characters Mix uppercase, lowercase, numbers and special characters If you’re blind, you can create a great password

101 FNS reports to USDA, OIG, OMB, et al Intended to reflect actual activity Designed to reflect changing information

102 Line 3b, Balance Adjustments (+/-) Adjustments to previous balances due to: Corrections to Line 4 Voluntary payments to previously compromised or terminated claims Inter-county collections Reversals adjust # if closed, etc, but not $ ($ on line 18b)

103 Line 4, New Cases (+) For newly established AE & IHE claims in the Q NOT for IHEs become IPVs NOT for ICTs IPVs….?

104 Line 5, Transfers (+ & -) Solely for transfers between categories due to hearing/ court determination Example: IHE to IPV Example: IHE to AE Claims only Net should be ZERO Payments on Line 19

105 Line 6, Refunds (total of 20a & 20b) Line 7, Total (of 3a, 3b, 4, 5 & 6) Line 8, Closed (+, # only) PIF Voluntary payments on previously terminated/compromised claims

106 Line 9, Terminated (+) Claims determined uncollectible due to… All HH members deceased, no estate PIF after completed public service work Uncollectible due to bankruptcy Should have been submitted to TOP FSP Administrative Notice 04-23, March 26, 2004 Less than $25

107 Line 10, Compromised (+) Discharged by bankruptcy Discharged by a court of law

108 Line 11a, Collection, (from line 18 a, Total) Line 11b, Collection Adjustments (18b + 18c) Line 12, Total Number: Lines Amount: Lines a + 11b Line 13, Ending Balance Line 7 – Line 12

109 Line 14, Cash (+) Cash, money orders, checks FTB offsets TOP offsets Remarks in #29 NOT for recording cash refunds (Line 20a)

110 Line 15, Food Stamps (+) Food coupons (prior to June 17 th ) EBT account deductions Subsequent to issuance FNS 471 & FNS 135 supporting doc’s NOT for recording non-cash refunds (Line 20b)

111 Line 16, Recoupment (+) Allotment reduction NOT for offsetting restored lost benefits NOT for deducting EBT accounts subsequent to issuance (Line 15)

112 Line 17, Offset Balancing over- and under-payments California does not allow (Lopez v. Espy) Leave it blank….

113 Line 18a, Total ( ) Line 18b, Cash Adjustment (+/-) Corrections & amendments to Line 14 previous Q Errors, bad checks, monopoly money NOT for recording ICT’s (Line 3b) NOT for recording refunds (Line 20a) Reversal $’s, but not #’s (Line 3b – IF closed, etc) Remarks in #29

114 Line 18c, Non-Cash Adjustments (+/-) Corrections & amendments to Lines 15, 16 & 17 from previous Q Errors – math or accounting Remarks in #29 NOT for corrections to collections from Line 5 (Line 19)

115 Line 19, Transfers (+/-) Collections from previous Qs listed on Line 5 Cash & non-cash, all the same Remarks in #29 Line 20a, Cash Refunds (+) Refunds from Line 14 previous Q Remarks in #29 NOT for IRS reversals Report # on Line 3b Report $ on Line 18b

116 Refunding TOP offset admin fee $17 to $27 USDT/FMS Post-offset document shows TOTAL WIS files do NOT show total Calculate the difference Contact OPC for USDT/FMS offset info

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118 Line 20b, Non-Cash Refunds (+) Refunds from lines 15, 16 & 17 from previous Q Remarks in #29 Line 21, Total Sum of lines 18a, 18b, 18c, 19, 20a, 20b Line 22, Retention 35% Line 21 Column A IPV 20% Line 21 Column B IHE

119 Line 23, Net Cash Collection ( b + 20a) Line 24, Total Retention (22A + 22B) Line 25, LOC Adjustment (23-24) Line 26, Reimbursements due FNS California does not use this option, leave blank Line 27, Billing Adjustments (prior FNS 46) Line 28, Total LOC Adjustment (25-27) 65% retained by FNS prior to remittance to CDSS

120 Line 29, Remarks Line 3b, Balance Adjustments Line 5, Transfers (between categories) Line 18b, Cash Adjustments Line 19, Transfers (between categories) Line 20a, Cash Refunds Line 20b, Non-cash Refunds


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