Revised: 12/29/99

1100-2a CREATING PAST HISTORY FOR CONVERTED ACCRUING OBLIGATIONS

This process allows the CSE field worker to create an obligation that has a time frame prior to the date of Conversion, and to enter the AP/Obligor=s payment history which will be applied to the obligations through the batch process following the distribution policy. This process must be done for ALL (accruing and non-accruing) obligations under the same Court Order at the same time for proper distribution of payment history.

NOTE: During Conversion separate obligations were built from the Conversion date going forward with an active AA@ on-going obligation for the accruing debts and another inactive AI@ obligation for the arrears (balance due at the time of Conversion).

NOTE: You must complete the payment history on REIP (See Business Practice 1100-15 Recording Individual Payment History and Business Practice 1100-15b Migrating Payment History) prior to creating past history for an accruing and/or non-accruing obligation. If you are migrating KAECSES history you need to do it at least one day prior to building the history as the migration is accomplished through an overnight batch process.

NOTE:  If any children emancipated, or if the order was modified, or a key change was done on KAECSES to change from an Out-Of-State Order to a Kansas Order refer to the information at the end of this Business Practice for more explanation and examples. Users should review this information before beginning this Business Practice.

CAUTION: If the case has obligations that cover periods prior to the case open date, the following procedure must be followed so that collections will be applied correctly. Each supported person must have a PEPR record. Example: each child; AR (if the AR has spousal support).

On PEPR:

--Enter the person number for the supported person--

--Type AS@ in the SEL field--

--Type NA in the program type field, unless the case was an Interstate case. If it was a Interstate case, determine and enter the correct interstate program code--

--Enter effective date (Must cover time frame of the court ordered obligation. If the court order has an obligation that started PRIOR to the case open date, the NA (or Interstate) program must be built for that time frame. Use the oldest covered period for the effective date of the program. Example: CS effective 1/93 but a judgment exists on the order from 10/1/91-12/30/92; use 10/91 as the effective date)--

--Enter end date (End the program one day prior to the actual NA case open date that displays on PEPR--

--Press PF5 Add--

Next to OPAY:

1. On OPAY:

--Enter AP/Payor Person Number--

--Press PF 2 Display--

--Enter AS@ next to the accruing active obligation required for history--

--Press PF15 MtnOb (Maintain Obligation)--

2. On OACC:

--Verify that the obligation converted correctly. If the obligation did not convert correctly, the legal detail attached o it will need to be end-dated and a new legal detail entered. If the legal detail needs to be ended, 8/31/99 should be used as the end-date and the description must be updated to state that it is being ended because the debt connected to it did not convert correctly and so it cannot be used to rebuild history--

--Enter LDET in the Next field and press Enter--

3. On LDET:

--Validate legal action detail (Make sure that all fields of the legal detail are correct. Update the note regarding the obligation. Make sure the detail is exactly as it should be because once it is updated changes can no longer be made to the detail--

--Press PF6 Update--

--Select legal action detail--

--Press PF17 LOPS--

The above steps will allow the user to make changes on LOPS. (If the legal detail is not updated on LDET, then obligation roles cannot be updated on LOPS). For further instructions regarding updating converted data on legal actions see Business Practice 900-20a Updating/Correcting Converted Data on Legal Actions.

4. On LOPS:

--Enter AS@ next to obligee and press PF10 to delete obligee. The AR is not mandatory on this screen, as finance determines where the check is sent through the information on the PEPR and ROLE screens--

--Enter AS@ next to obligor and supported persons and verify that the accruing amount for the supported person(s) is divided correctly and that totals for the supported person(s) equal that of the obligor. If LOPS cannot be updated due to Alegal role not found,@ LROL will need to be updated so that LOPS can be updated to rebuild history--

--Press PF6 Update--

--Press PF9 to return to LDET--

5. On LDET:

--Select the same legal action detail--

--Press PF18 to proceed to OACC--

6. On OACC:

--Enter AY@ in the History Obligation field (This will allow the user to make changes/updates to the accrual start date) --

--Press PF2 Display--

--Change Accrual Start Date to the Effective Date from the legal action detail on LDET--

--Enter Discontinue Date (one day prior to the Conversion date, 8/31/1999, which was displaying in the Accrual Start Date field)--

--Change the note if necessary--

--Type >S= next to each supported person and remove any Discontinue Date if the child/children have been previously outdated--

--Press PF5 Add (This will create a AD@ Deactivated Obligation for the desired time frame on OPAY. Also a AY@ will display in the Suspend Accrual and Suspend Interest fields on the OACC screen.)--

NOTE: At Conversion the system automatically suppressed the accrual process on ASUS, statements and coupons on CSPM, and interest on INMS (future enhancement). Once History has been completely built for all converted obligations associated to the court order these suppressions need to be deleted.

To Delete Suppressed Accrual:

7. On OACC:

--Enter AY@ in the History Obligation field (if not already displayed)--

--Enter AS@ next to the first supported person--

8. On ASUS:

--Enter AY@ in the Show History field--

--Press PF 2 to display--

--Enter AD@ in the Act field--

--Enter AA@ (Add) or AC@ (Change) in the Act field--

--Enter AS@ in the DOC TYPE field--

--Enter effective date (today=s date) and a Discontinue date effective the last day of the following month--

--Press PF 15 Process--

--Press PF9 to return to the OACC--

To delete suppression of interest (start interest calculation):

NOTE: Interest calculation is a future enhancement and steps 11 and 12 can be skipped until Interest calculation functionality is complete.

11. On OACC:

--Press PF 16 to proceed to INMS--

12. On INMS: (Future Enhancement)

--Enter AY@ in the Show History field--

--Enter AS@ in the Sel field--

--Press PF 10 Delete--

--Press PF 9 to return to OACC--

13. On OACC:

--Press PF19 to OPAY--

NOTE: After debt history has successfully been built for all accruing debts, the balance that came from conversion must be deleted or it will be duplicated when all accruing debts have been rebuilt. Also, the balance from conversion may have been paid off since conversion causing the inactive accruing obligation to become deactivated. If the AP was current at conversion and no balance converted on any accruing obligation, steps 14, 15 and 16 can be omitted.

To Delete a Balance That Converted:

14. On OPAY:

NOTE: If more than one AAI@ or AAD@ debt displays, this process must be completed for each converted accruing inactive or deactivated obligation)

--Enter AY@ in the Show History field--

--Enter AS@ next to the converted Accruing Inactive or Accruing Deactivated obligation--

--Enter ADEBT@ in the Flow To field--

--Press PF16 to proceed to the List Debt Activity by AP/Payor (DEBT) screen--

NOTE: If multiple children exist, repeat steps 15 and 16 for each child=s portion of the converted obligation.

15. On DEBT:

--Press PF 2 Display (If converted balance does not appear, enter in LIST ACT FROM field either 8/31/1999 or date of order and Press PF 2 Display)--

--If converted debt still does not display, change LIST ACT TO field to 9/30/1999 and press PF 2 Display again)--

--Enter AS@ next to the conversion debt detail that needs adjusted off. Use the original Conversion Balance for the adjustment (the amount prior to any payments being posted - the original balance is on the LDET screen)--

--Press PF17 to proceed to DBAJ (Record Individual Debt Adjustments)--

16. On DBAJ:

--Enter--

Adjustment Amount (Adjust off the original Conversion balance prior to any payments being posted.)

Increase/Decrease (+ or -) For debt history, this will be (-)

Adjustment Reason (if unknown type AS@ in the prompt field, press PF4 List, select adjustment reason from list, and press PF9 Return). (Reason most often will be DA BOA for Balance Owed Adjustment)

Reverse Collections AY@

Description (This is an explanation of why the adjustment is necessary - example: Rebuilding debt/pay history and the converted balance is now being deleted)

--Press PF5 Add--

--Press PF9 to Return to DEBT--

--Press PF9 to OPAY--

CAUTION STOP HERE until ALL (accruing and non-accruing) obligations have been rebuilt. Do not release payments for distribution until all obligations have been rebuilt.

After all obligations have been rebuilt, follow Business Practice 1100-15 Recording Individual Payment History and Business Practice 1100-15b Migrating Payment History if not already completed. After pay history has been migrated, follow Business Practice 1100-15a Updating or Deleting Recorded Individual Payment History as needed for any changes that need to be made.

To Release Payments After REIP is Accurate For All Pay History:

17. On OPAY

--Select the court order for which payments should be released. (It does not matter which debt is selected as only the court order is carried over.)--

--Enter REIP in the AFlow To@ field and press PF16 to Flow to REIP--

18. On REIP

--Press PF 17 to Release payments to be applied to the history obligations that were built--

--Press PF9 to return to OPAY--

The system will automatically build the history and distribute the payments overnight in a batch process.

Building History for an obligation was initially set up on KAECSES as an out of state order and a key change was made to a Kansas Court Order Number from registering the case in Kansas or sending a URESA out to the other State.

Complete all steps to create the obligation history on the converted Kansas order from when history is being rebuilt on the Kansas order forward. For all past history, you will need to build the Out-of-State Order. (For the Out-of-State Order you will need to follow Business Practice 900-5 Adding/Recording a Private or Out-of-State Financial Journal Entry and add the legal action as JEFBC. You will need to be sure to enter the discontinue date on the supported person on the OACC screen once you create the obligation. Once accrual has run you will need to enter a discontinue date for the obligation as the day before history is being rebuilt on the Kansas order on the OACC screen.) If there were any arrears on the Out-of-State Order at the time the Out-of-State order is discontinued, you will need to do a debt adjustment to remove these arrears from the Out-of-State order and do another debt adjustment to add them to the Kansas order.

Building History For An Obligation Which Has a Non-Case-Related Person:  See Business Practice 700-1 Adding a Non-Case-Related Person.

Example: Divorce has three children but AR only wishes to pursue the arrears for the two children still in the home.

Complete steps 1 through 12. Note the difference is that you do not select the Non-Case-Related Person for ASUS. Debt Details are not built for Non-Case Related Person. The Non-Case-Related Person will appear on the OACC screen but no case number or worker ID will appear. This allows for legal integrity. Payments may need to be prorated for input on REIP. Enter only payments received for the supported person, not for the Non-Case-Related Person. If the payments were migrated you will need to be sure that the money received was only for the case related person otherwise you will need to adjust the amount on REIP before releasing for distribution.

Building History For An Obligation Which Has Emancipated Children:

Example: Divorce Court Order effective January 1997 for 3 children. One child has turned 18 and graduated from High School in May 1997. Another child turned 18 and graduated from High School in May 1998. One child is still a minor and in the home.

Begin with step 1 and add the following procedure to step 6. Add the history obligation and PF5 add. Select each supported person that has emancipated since the start of the order. Enter a discontinue date on OACC as June 30 of the year in which the child turned 18 or graduated from high school (i.e. 6/30/97 and 6/30/98). Press PF6 Update. Complete steps 7 through 12 to complete building the history.

Building History For An Obligation Which Has Modifications to the Original Court Order.

Example: Original Order is a Divorce effective January 1995. In January 1997 the order was modified through the courts to increase the child support. Again in January 1999 the order was modified to increase the child support.

Complete steps 1 through 12 for building the history for the accruing obligation which is the last modification of the court order (i.e. January 1999). Follow the steps in Business Practice 900-4 Adding/Generating a Subsequent Legal Action Under an Existing Court Case Number (KS CSE), Business Practice 900-5 Adding/Recording a Private or Out of State Financial Journal Entry, or Business Practice 900-26 Adding Incoming Interstate Legal Actions (which ever is applicable) to enter the modification for January 1997 and add the legal action as MODBC. When entering the legal action detail on LDET you will need to enter the accrual start date for the modification and the end date prior to the accrual start date of the subsequent modification. On the OACC screen you will need to enter AY@ in History then PF5 add. You are adding a time frame which makes it a history action. The same steps will need to be taken to enter the original Journal Entry. Follow Business Practice 900-4 Adding/Generating a Subsequent Legal Action Under an Existing Court Case Number (KS CSE), Business Practice 900-5 Adding/Recording a Private or Out of State Financial Journal Entery, or Business Practice 900-26 Adding Incoming Interstate Legal Actions and add the JEFBC legal action. LROL is completed with the first court action entered on the system and will not need to be changed unless there is a change in the legal roles in the court order. (i.e. current obligor becomes the obligee).