TO:All IV-D Agents and Staffcsm No. 195

TO:All IV-D Agents and StaffCSM No. 195

Child Support Enforcement Staff

FROM:Steven P. Veno

Deputy Commissioner

DATE:October 9, 2012

SUBJECT: Employer Records on KASES

An analysis of employer records on KASES identified workers are creatinginvalid employer records. These errors include:

• Creating or updating an employer record using a false Federal Employer Identification Number (FEIN) or Kentucky Employer Identification Number (KEIN) such as using 0123456789 or 9999999999 or the IV-D number. Workers must obtain a FEIN and/or KEIN prior to adding the employer to the KASES system.

• Using the employer record to document information about the noncustodial parent. For example, the worker creates a new employer record using a false FEIN or KEIN number and puts the name of the noncustodial parent in the address line of the employer. The worker must document any information relevant to a possible or new employer under the case and participant level events, not under the employer information.

• Changing the address of the employer to the address of the local business. If the employer’s local address is different than the address used to send income withholding orders, worker must document this information in the case and participant level events.

A worker should only create or update an employer record with complete, accurate and verified information for the employer. At a minimum, workers must obtain the employersFEIN prior to creating a new employer record. Workers can obtain FEIN and/or KEIN numbers from the following sources:

• The employer by telephone or sending the form Employer Location Request (CS-46A)
• Program 42 from KYIMS
• The New Hire Website – see CSM No. 139
• The Federal Case Registry (FCR) and New Hire reports through Document Direct
• The Federal State Services Portal accessed through the KEUPS landing page
• Employer Identification Number (EIN) Finder ( – currently only available to designated staff in the Regional Office and Jefferson, Kenton, and Fayette counties. Workers contact the Regional Office Supervisor in their designated region to request a search for a particular employer.

CSM No. 195

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• KASES377N (National New Hire) and KASES377S (State New Hire) update employer records in the KASES system from New Hire data and the address information submitted by the employer.

CSE is currently working to clean up the employer agency file and develop ways to maintain the validity of the employer data. This clean-up effort includes the following purges:

• Employer records that workers created or updated using a fake/pseudo FEIN or KEIN
• Employer records that are not tied to a noncustodial parent
• Employer records that do not have a FEIN or KEIN number attached

• Employers with “unknown” entered in the name or address fields
• Employers with a FEIN with less than nine(9) characters
• Employers with a foreign indicator set to “N” and missing any of the following: Street 1, City, State, andZIP Code
• Employer records attached to an inactive participant only and/or a participant that is not attached to an open IV-D case
• Employers with consecutive numbers in theFEIN or KEIN field, i.e., 123456789, 111111111.

If the worker identifies an invalid employer record, please contact State Parent Locator Section (SPLS) staff to request deletion of the record.

Obsolete:

CSM No. 121 Employer/Agency Maintenance, dated 7/23/09