CSM No. 187
June 27, 2012
Page 3
TO: All IV-D Agents and Staff CSM No. 187
Department of Income Support
Child Support Enforcement
FROM: Steven P. Veno
Deputy Commissioner
DATE: June 27, 2012
SUBJECT: Processing Voluntary Acknowledgment of Paternity Forms in CSE Central Office
Due to budgetary constraints, effective July 1, 2012, CSE is no longer contracting with Policy Studies Incorporated (PSI) to oversee the in-hospital paternity program and process the voluntary acknowledgment of paternity forms (VS-8, VS-8B, VS-8C, VS-8E) received from the Office of Vital Statistics.
This change has a significant impact on local CSE offices in two areas:
· Local CSE offices will no longer have access to electronic images of the voluntary acknowledgment of paternity forms in the KY-PEP database. Staff will continue to have access to KVETS Birth Index program but will have to request copies of the appropriate voluntary acknowledgment of paternity form from CSE Central Office. This process is outlined below.
· KASES will no longer automatically update to reflect paternity establishment when a voluntary acknowledgment of paternity is completed by the parents and processed by vital statistics. Staff in the local CSE offices must update the paternity establishment data fields manually upon receipt of a copy of the voluntary acknowledgment of paternity form. This process is outlined below.
Instructions for Local CSE Offices
Beginning July 1, 2012, staff in the local CSE offices must follow the instructions below to update the paternity establishment information in the child support system and to obtain a copy of a voluntary acknowledgment of paternity form completed for a child born in Kentucky:
Step 1: Access the KVETS Birth Index Program and verify that a father is listed or if the worker believes that a voluntary acknowledgment of paternity form has been completed but a father is not listed, complete the Paternity Acknowledgment Request (Form CS-60).
Step 2: The worker faxes the CS-60 to the Administration and Financial Management (AFM) Branch in CSE Central Office at (502) 564-4039.
Step 3: Staff in the AFM Branch obtain a copy of the requested voluntary acknowledgment of paternity form, scans, and emails the form to the requesting worker. It may take up to five (5) business days for staff in the AFM Branch to process the request.
Step 4: Upon receipt of the completed voluntary acknowledgment of paternity form, the worker updates the data fields below in the child support system as appropriate, files a copy of the form in the child support record, and initiates the next required action on the case.
· Legal Status – this field indicates whether the child was born out of wedlock or during a marriage.
· Legal Status Verified Date – this is the date that you verify that the legal status is correct in the child support system.
· Pat Disp – the code APAT (Administrative Paternity Establishment) is used if paternity is established through the voluntary acknowledgment of paternity process.
· Pat Est/End Date – if the VS-8 or VS-8C has been completed this field is the date the form was signed by the parties. If the VS-8B is completed this field is the date the child was born.
Step 5: If the worker in the local CSE office does not request a copy of the voluntary acknowledgment of paternity form, but receives a copy of a voluntary acknowledgment of paternity form from the AFM Branch staff because of the process described below, the worker in the local CSE office follows the same procedures as outlined in Step 4.
Staff in the local CSE office may refer callers with questions about the voluntary acknowledgment of paternity process to the CSE internet website at http://chfs.ky.gov/dis/cse.htm.
Instructions for Administration and Financial Management Branch in CSE Central Office
Beginning July 1, 2012, staff in the AFM Branch will receive copies of newly processed voluntary acknowledgment of paternity forms from the Office of Vital Statistics and requests from local CSE offices for copies of the voluntary acknowledgment of paternity forms. AFM Staff complete the following steps:
Step 1: Upon receipt of copies of the newly processed voluntary acknowledgment of paternity forms, review the child support system to determine if a child support case exists for the child. If a child support case exists (open, closed, or archived) for the child, scan and email the form to the worker assigned to the case in the child support system. Upon receipt of the form, the worker in the local CSE office follows the procedures outlined in Step 4 above.
Step 2: Complete a quality assurance review of the voluntary acknowledgment of paternity form to ensure that it qualifies for payment to the hospital, birthing facility, or health department per Kentucky Revised Statute (KRS) 213.047. Notify staff in the AFM Branch
responsible for processing payments to the birthing facility, hospital, or health department when a form does not qualify for payment. Verify that the following information is listed on the form:
· Name and date of birth of the mother, father and child
· Social Security Number (SSN) of the Mother and Father– there may be instances when the parent is not a U.S Citizen and does not have a SSN.
· Signature and date for both Mother and Father must present and the date must be after the child’s date of birth. Signatures are notarized.
· On VS-8B forms review the age of the parents to ensure that neither parent was under the age of eighteen (18) at the time he/she signed the form. Minors cannot establish paternity using the voluntary acknowledgment of paternity process through the birthing facility or hospital therefore the form does not meet the criteria for payment to the birthing facility or hospital.
Step 3: Retain copies of all voluntary acknowledgment of paternity forms and file according to the month and year of the child’s birth. File copies of the forms in which a case was found in the child support system for the child and the form was forwarded to the worker, and copies of the forms in which a case was not found in the child support system for the child in separate files.
Step 4: At least every sixty (60) days pull the copies of the forms in which a case was originally not found in the child support system for the child and check the child support system again. If a case is found, follow the process outlined in Step 1.
Step 5: Upon receipt of the CS-60 from the local CSE office determine the date of birth of the child and if the form is located in existing files. If the form is located in existing files, scan and email it to the requesting worker and retain a copy of the form in the files containing copies of the forms in which a case was found in the child support system for the child. If the form is not located in existing files, obtain a copy of the form from the Office of Vital Statistics, scan and email to the requesting worker and retain a copy of the form in the files containing copies of the forms in which a case was found in the child support system for the child. From the date the CS-60 is submitted, process the request within five (5) business days. Notify the requesting worker by email when a copy of the voluntary acknowledgment of paternity form cannot be found.
Step 6: Handle all calls and correspondence from hospitals, birthing facilities and health departments regarding billing and payment. Track payments and payment invoices received. Handle all calls and correspondence from local CSE offices inquiring about obtaining a copy of the voluntary acknowledgment of paternity form. Refer any calls or correspondence from parents, local CSE offices, health departments, hospitals, or birthing facilities that may have questions about how to establish paternity using the voluntary acknowledgment of paternity process to customer service staff in the Policy and Procedures Section.