Reference Guide Instructions TXCSES Reference Guides: All TXCSES Web and Mainframe user guides may be requested by emailing [email protected]. TXCSES Web Reference Guide for County Users o Scroll down past the cover page in this document to review the chapters in the TXCSES Web Reference Guide for County Users o The TXCSES Web Reference Guide for County Users discusses TXCSES Web procedures used by county staff to create Registry Only cases. It also refers to processes which must be completed in the TXCSES mainframe by SDU and/or OAG staff. o The county guide may be accessed by using the Reference Guide tab after logging into TXCSES Web. TXCSES Web Reference Guide for State Disbursement Unit (SDU) Users o The TXCSES Web Reference Guide for SDU Users discusses TXCSES Web procedures used by SDU staff to create Registry Only cases. It also refers to processes which must be completed in the TXCSES Mainframe by SDU and/or OAG staff. County use of TXCSES Web to create Registry Only cases is also discussed. o This SDU User Guide is different from the guides listed below. TXCSES Mainframe Reference Guide for SDU Users o The SDU Mainframe Reference guide discusses how updating the TXCSES Mainframe relates to updating TXCSES Web by SDU Users. TXCSES Mainframe Reference Guide for Office of the Attorney General (OAG) Users o The OAG Mainframe Reference guide discusses how updating the TXCSES Mainframe relates to updating TXCSES Web by OAG Users.
Transcript
Reference Guide Instructions
TXCSES Reference Guides: All TXCSES Web and Mainframe user guides may
THIS REFERENCE GUIDE .......................................................................................................................................... 2 TXCSES WEB APPLICATION ................................................................................................................................... 2 LOGIN AND LOGOUT: NEW AND EXISTING USERS ................................................................................................... 3 NAVIGATION.............................................................................................................................................................. 9 COMMON BUTTONS AND LINKS .............................................................................................................................. 10 OTHER HELPFUL HINTS .......................................................................................................................................... 11
Definitions and Explanations ............................................................................................................................. 11 Dates and Social Security Numbers ................................................................................................................... 11 Back Button ........................................................................................................................................................ 11
TXCSES WEB MENU: CASE ACTIVITIES ........................................................................................................ 13
MAIN SEARCH PAGE ............................................................................................................................................. 14
INITIATING A SEARCH .............................................................................................................................................. 16 SEARCH RESULTS .................................................................................................................................................. 16
No Records Found ............................................................................................................................................. 17 Records Found ................................................................................................................................................... 17
ADD NEW CASE PAGE.......................................................................................................................................... 23
NEW MEMBER SEARCH FOR CUSTODIAL PERSON, NON-CUSTODIAL PARENT, OR DEPENDENT ........................ 24 Search Results .................................................................................................................................................... 25
MEMBER INFORMATION SECTION ........................................................................................................................... 28 Member Information for Custodial Person and Non-Custodial Parent Sections ............................................... 29 Member Information for Dependents ................................................................................................................. 33
CAUSE INFORMATION SECTION .............................................................................................................................. 35 CONFIRM ADDED INFORMATION SECTION ............................................................................................................. 38
MEMBER MATCH AND CASE MATCH PROCESS .......................................................................................... 40
AVOIDING MEMBER AND CASE MATCH ERRORS ................................................................................................... 40 MEMBER MATCHING ............................................................................................................................................... 41
Member Match Resolution Section .................................................................................................................... 41 CASE MATCHING .................................................................................................................................................... 49
Case Match Resolution Section .......................................................................................................................... 49
SYSTEM MESSAGES ............................................................................................................................................. 52
FAMILY VIOLENCE INDICATOR PROCEDURES FOR COUNTY PERSONNEL ..................................... 54
INTRODUCTION ........................................................................................................................................................ 54 ACTION STEPS WHEN A PROTECTIVE ORDER IS TIED TO CHILD SUPPORT SERVICES ............................................... 54
Purpose of FVI on TXCSES Web ..................................................................................................................... 55 Authorized Staff Update FVI ............................................................................................................................ 55
UPDATE FVI ON APPROPRIATE REGISTRY-ONLY MEMBERS ................................................................................... 56 Steps to Update FVI on Registry-Only Members ............................................................................................. 57 FVI Message Seen on Main Header Screens and Related Screens .................................................................... 58 Circumstances When FVI May Be Changed to "N" on Registry-Only Members .......................................... 58 Steps to Change FVI to "N" on Registry-Only Members ................................................................................ 58 When Family Violence is Reported: Communicating with Parties .................................................................... 59
CASE INFORMATION PAGE ................................................................................................................................ 60
MAIN HEADER SECTION ......................................................................................................................................... 61
TSI Reference Guide Sept. 2020
ii
CASE MEMBERS SECTION ...................................................................................................................................... 62 Edit Member Information ................................................................................................................................... 64 Add New Dependent ........................................................................................................................................... 66
IDENTIFICATION INFORMATION SECTION ................................................................................................................ 70 Edit Identification Information .......................................................................................................................... 71
MEMBER ADDRESS HISTORY SECTION .................................................................................................................. 72 Address Add and Update .................................................................................................................................... 74 Close Address ..................................................................................................................................................... 76 Notepad View and Add ....................................................................................................................................... 77
MEMBER PHONES SECTION ................................................................................................................................... 77 Edit and Add Phones .......................................................................................................................................... 78
EMPLOYMENT HISTORY SECTION .......................................................................................................................... 80
CAUSE INFORMATION PAGE .............................................................................................................................. 82
MAIN HEADER SECTION ......................................................................................................................................... 82 CAUSE INFORMATION SECTION .............................................................................................................................. 83
Add New Cause .................................................................................................................................................. 87
CASE STATUS UPDATE PAGE ........................................................................................................................... 90
MAIN HEADER SECTION ......................................................................................................................................... 91 CASE STATUS UPDATE SECTION ........................................................................................................................... 91
Closing a Registry-Only Case ............................................................................................................................ 92 Reactivating a Registry-Only Case .................................................................................................................... 94 Reactivating and Changing a Full-Service to a Registry-Only Case ................................................................. 95
PAYEE INFORMATION PAGE .............................................................................................................................. 95
MAIN HEADER SECTION ......................................................................................................................................... 96 PAYEE INFORMATION SECTION .............................................................................................................................. 96
RELEASE OF INFORMATION PAGE .................................................................................................................. 98
MAIN HEADER SECTION ......................................................................................................................................... 99 RELEASE OF INFORMATION SECTION ................................................................................................................... 100
FULL-SERVICE CASE UPDATE REQUEST PAGE ........................................................................................ 101
MAIN HEADER SECTION ....................................................................................................................................... 102 REQUEST FOR UPDATE ON FULL-SERVICE CASE ................................................................................................ 102
MAIN HEADER SECTION ....................................................................................................................................... 117
TSI Reference Guide Sept. 2020
iii
LEGAL SUMMARY .................................................................................................................................................. 117 SERVICE DETAILS ................................................................................................................................................. 118
PAYMENT RECORDS PAGE .............................................................................................................................. 119
MAIN HEADER SECTION ....................................................................................................................................... 120 PAYMENT RECORDS SECTION ............................................................................................................................. 120
Payment Record Selection ................................................................................................................................ 120 Payment Record Detail .................................................................................................................................... 122 Select Requestor of Payment Record ............................................................................................................... 123 Printable Payment Record ............................................................................................................................... 125
DISBURSEMENT INFORMATION PAGE .......................................................................................................... 131
MAIN HEADER SECTION ....................................................................................................................................... 133 DISBURSEMENT INFORMATION SECTION .............................................................................................................. 133
Date Range ....................................................................................................................................................... 133 Select Disbursement Report Type .................................................................................................................... 133 Disbursement Information ............................................................................................................................... 134
TXCSES WEB MENU: SUSPENSE SEARCH ................................................................................................. 135
TXCSES WEB MENU: CONTACTS .................................................................................................................. 140
CHILD SUPPORT OFFICES .................................................................................................................................... 141 CROSS REFERENCE ............................................................................................................................................. 142 COUNTY INFORMATION ......................................................................................................................................... 143 COURT INFORMATION ........................................................................................................................................... 144 ZIP CODE SEARCH ............................................................................................................................................... 145
TXCSES WEB MENU: DOCKET ........................................................................................................................ 146
TXCSES WEB MENU: E-MAIL ........................................................................................................................... 148
ADDITIONAL PORTAL MENU FUNCTIONS .................................................................................................... 149
DOCUMENTS ......................................................................................................................................................... 149 WEBER ................................................................................................................................................................. 150 REPORTS .............................................................................................................................................................. 151 DATA TRANSFER ................................................................................................................................................... 152
TXCSES WEB SECURITY INFORMATION ..................................................................................................... 153
NEW USER IDS ..................................................................................................................................................... 153 TERMINATING USER IDS ....................................................................................................................................... 153 PASSWORD REQUIREMENTS ................................................................................................................................ 154 COMPLY WITH RULES ........................................................................................................................................... 155
Please take note that some screens on TXCSES Web and the Mainframe may have the following banner
“Warning! May Contain Federal Tax Information.” Refer to Confidentiality Policy for any questions on
Federal Tax Information (FTI). ....................................................................................................................... 158 Criminal Investigation ..................................................................................................................................... 158 Releasing Case Status Information to CPs and NCPs ..................................................................................... 159 State Registry Payment Records ...................................................................................................................... 159 Releasing Case Status Information to an Authorized Representative .............................................................. 160 CP or NCP Requires an Interpreter ................................................................................................................. 160
TSI Reference Guide Sept. 2020
iv
Confidentiality Requirements:
All information maintained in the files and records of the Office of the Attorney General (OAG)
Child Support Division (CSD) are privileged and confidential. The unauthorized use or release of
the information can result in civil and criminal prosecution and civil liability. Only authorized
personnel may access TXCSES Web to view, add, modify and/or delete information.
Completion of the IRS Exam and complete review of the Confidentiality Policy is required by all
staff with access to TXCSES Web. The Confidentiality Policy provides guidelines as to when
information can and cannot be released. A PDF of the complete Confidentiality Policy is located
on TXCSES Web:
Under the Comply with Rules tab on page 4 and 12 of the IRS Exams hyperlink
Under the Procedures sub menu of the Documents tab
Please refer to the Login and Logout: New and Existing Users section in the Introduction of this
document and the TXCSES Web Security Information section at the end of this document for
additional Confidentiality and Security information.
Note: All case names and associated numbers (member ID, social security, cause, case,
customer inquiry, driver license, warrant and receipt ID) in this document have
either been removed or they are fictitious. Any case information that bares a
similarity to a real person or an associated number is a coincidence. However,
address information for courts, county and child support offices display real
addresses and phone numbers.
Please take note that some screens on TXCSES Web and the Mainframe may have the
following banner “Warning! May Contain Federal Tax Information.” Refer to
Confidentiality Policy for any questions on Federal Tax Information (FTI).
TSI Reference Guide Sept. 2020
1
Introduction The State of Texas Receipt and Disbursement Unit System (STRADUS) was integrated into the
Texas Child Support Enforcement System (TXCSES) during 2006 in a project known as
TXCSES to STRADUS Integration or (TSI).
Before integration, full-service (FS) cases resided on the TXCSES mainframe system and were,
therefore, part of the Office of the Attorney General’s (OAG’s) statewide child support system.
Registry-only (RO) cases resided only on the STRADUS Web system and were monitored by the
Texas State Disbursement Unit (SDU) and county staff. Because cases move back and forth
between full-service and registry-only, maintaining separate systems proved to be expensive and
time consuming.
As part of the integration project, a web based application, known as TXCSES Web, has been
developed to combine the functionality of these two systems and to support the staff of the OAG,
SDU and the counties. The following definitions may be helpful:
Full Service (FS) case: Cases in which an individual applies for child support
services from the OAG or is on public assistance and the case is referred to the OAG.
Registry-Only (RO) case: Cases in which the SDU is processing payments awarded
in a support order (e.g. Divorce Decree), but no party has requested enforcement
remedies or monitoring by the OAG.
Service Level: General term used to describe the level of service being provided on
an individual case (i.e. FS or RO).
Change of Service: A term used to describe the action of a case changing service
levels, such as RO to FS or FS to RO.
The users’ ability to update or view information is based on group designation and the level of
the user’s security profile.
County users
o open new registry-only cases only in own county
o add new order information on existing registry-only case even if case has an
existing active order from another county
o view direct deposit account information on members of registry-only cases in the
user’s own county (limited)
o update access to member-based information on full-service cases
OAG/Child Support Division (CSD) users
o view access to all case and member data screens on the system
o update access to all registry-only cases and members
o update access to member-based information on full-service cases
o open registry-only cases based on the user's profile (FIELDSTF, FINANSPC, OFFICMGT, SUPRVSR, TRAINSP2 and TRAINSP3)
o view direct deposit account information on members (limited)
TSI Reference Guide Sept. 2020
2
Texas State Disbursement Unit (SDU) users
o view access to all case and member data screens
o update access to all registry-only cases and members
o update access to member-based information on full-service cases
o open registry-only cases globally, regardless of county
o view direct deposit account information on members (limited)
Other users
o have no update capability
o view access to all cases/causes and member data pages on the system
o view contact information for Child Support offices, courts, and other vital
information
The different user profiles determine what is displayed on the TXCSES Web pages, what items
are available for selection, the county in which the user is allowed to update data, and update
capabilities. These differences are noted in the descriptions of the pages.
This Reference Guide
This document includes information relating to the TXCSES Web application. A link to this
document is located on the TXCSES Web portal and is mentioned in the Navigation section.
TXCSES Web Application
The information in this document regarding the TXCSES Web application is not a chronological
presentation of the process that users follow when using the application. For example, the pages
are not described in the strict order in which they appear when a user enters a new case.
Rather this guide is an attempt to provide information about each page or each section of a
page that the user encounters when working through the process. A page/section may be
displayed at several different points in the process with little or no change to its content.
However, the description of the page/section in this document appears only once. The
slight variations are noted in the description.
Training materials are available and are centered on the process – adding a new case, adding
members to an already existing case, etc. Obtaining access to TXCSES Web and Confidentiality
is discussed in the last section of this guide, TXCSES Web Security Information.
The data entered and viewed via the TXCSES Web application is saved on the TXCSES
mainframe. Therefore, information that can be viewed or updated via TXCSES Web can also be
viewed and updated on the TXCSES mainframe.
Note: View and update capabilities for both TXCSES Web and TXCSES mainframe are
determined by the user’s security profile.
TSI Reference Guide Sept. 2020
3
Login and Logout: New and Existing Users
On the Account Services page, new and existing users may request help and Login. New users
will need to make an Account Request for access to TXCSES Web before they may login; refer
to the TXCSES Web Security Information section at the end of this document for additional user
information. Existing users may Login with their User ID and Current Password. New users
may Login when they have received their User ID and Temporary Password.
Located on the right of the Login page are several icons which may be clicked on:
The question mark (?) icon provides access to help when clicked on.
Warning! The dash icon minimizes the Login page and changes the display to:
The square icon maximizes the Login page. The double
square icon restores the Login page.
For additional user help the following charts provide information on tabs and links which also
display on the Account Services Login page.
Tab Description
Employer Home Employers may access and submit information using the portal.
CSI Home Accesses the Child Support Interactive (CSI) Home. Parties such as private attorneys, Custodial parents and Non-custodial parents may obtain information, log in, make payments and apply for service. Attorneys may request a Payment Record to obtain a payment history.
Forgot Password? Opens the Forgot Password page. Allows the user to enter a user ID and answer previously provided security questions. If the answers are correct, a new temporary password will be e-mailed to the user.
TSI Reference Guide Sept. 2020
4
Tab Description
Forgot User ID? Opens the Forgot User ID page. Allows the user to enter an email ID (address) and click the Submit button. The existing user ID is e-mailed to the user.
Account Request Opens the Account Request page and allows the user to request an account through a series of questions and answers. The user must have an email to make this request. Once the request is submitted an email is sent to the OAG and the information will be verified. The new user should receive a User ID and temporary password within 2 business days.
The last three tabs described in the preceding chart (Forgot Password, Forgot User ID, and
Account Request) have corresponding links which access the same pages; they are the first three
links described in the following chart.
Link Description
Forgot your User ID? Opens the Forgot User ID page. Allows the user to enter an email ID (address) and click the Submit button. The existing user ID is e-mailed to the user.
Forgot your password or need a new one?
Opens the Forgot Password page. Allows the user to enter a user ID and answer previously provided security questions. If the answers are correct, a new temporary password will be e-mailed to the user.
Request a User ID and Password
Opens the Account Request page and allows the user to request an account through a series of questions and answers. The user must have an email to make this request. Once the request is submitted an email is sent to the OAG and the information will be verified. The new user should receive a User ID
and temporary password within 2 business days.
List of Password Rules
Opens a pop-up window with a list of password rules.
All other security related issues
Opens an email and populates the To field with the email address [email protected]
Portal Tips Provides information on browsers, cookies and more.
Accessibility Links to the accessibility information on the OAG internet site.
Privacy and Security Policy
Links to policy on the OAG internet site.
TSI Reference Guide Sept. 2020
5
Once the user ID and password are entered, clicking the Login button takes the user to the My
Account page with two Agreements to review. The first agreement is an OAG Statement of
Responsibility (SOR) which the user must read and agree to.
At the bottom of the Statement of Responsibility (SOR) the user must click on the I Agree button
to proceed to the agreement page.
The user is required to agree to the SOR every time the user logs in or they will be required to
log out. If the I Disagree button is clicked, the SOR page displays again and two buttons are
available: I Agree and Logout.
TSI Reference Guide Sept. 2020
6
Policy is the next agreement to display; it informs the user that the TXCSES “system and
equipment are subject to monitoring” and that “If monitoring reveals possible evidence of
criminal activity, such evidence may be provided to Law Enforcement Personnel.” To continue,
the user must agree to consent to such monitoring by clicking on the I Agree button at the bottom
of the page. This takes the user to the My Account page.
The user is required to agree to the policy on monitoring every time the user logs in or they will
be required to log out. If the I Disagree button is clicked, the Policy page displays again and two
buttons are available: I Agree and Logout.
TSI Reference Guide Sept. 2020
7
New Users who have agreed to the SOR and Policy will notice the My Account page has a sub-
menu which displays the My Profile tab the first time they log in. There are also two other tabs:
The Agreements tab may be clicked to review the previous two pages and the Change Password
tab may be clicked to change the new user’s temporary password to a new password. Passwords
are discussed in the TXCSES Web Security Information section at the end of this document.
It is important to fill out the required fields (E-mail and Contact Phone) and to provide two
Account Verification questions and answers of your own choosing. Once profile information
is completed and the user clicks on the Submit button, the Portal Home page displays.
WARNING: If the Continue button is selected without completing the Account
Verification information, the My Profile tab will continue to display every
time the user logs in, until the questions and answers are provided. The
following message will be present at the top of the page “You are missing
the Security Questions and Answers on your profile which are
required to receive automated password reset notifications.”
Passwords and Confidentiality are discussed in the TXCSES Web Security
Information section at the end of this document.
TSI Reference Guide Sept. 2020
8
When logging in, the Portal Home initially displays a Welcome page with informational messages.
On the Portal Home there are various menu tabs to select from. Depending on the level of user security, some users will have access to multiple tabs via the Portal Home page. See the example below.
NOTICE: New users must take an IRS security exam located under the Comply with Rules tab before TXCSES Web will display. Existing users must re-take the IRS security exam annually. Failure to login
to the portal for 90 days will result in being required to take the exam again.
The Comply with Rules tab is discussed in the TXCSES Web Security Information section at the end of
this document. The Documents, WebER, Reports and Data Transfer tabs are discussed in the Additional
Portal Menu Functions section.To return to the previous selections on the Portal Home menu, click on the Child Support Portal Home.
Users that have completed the IRS security exam may click on the TXCSES Web tab to complete
the sign-on process and the Child Support Online page displays with the TXCSES Web menu bar.
Z6HEG
Cross-Out
TSI Reference Guide Sept. 2020
9
The navigation panel serves as a table of contents for the selected menu item, allowing the user
to navigate directly to a specific location or page. It also enables users to navigate between the
pages. For example, a user can search for a record and then click the Add New Case link.
While adding new case information on the appropriate page, the user can click Main Search and
review the search results that were previously displayed. Then the user can again click the Add
New Case tab in the Navigation panel and be taken back to that page to finish entering new case
information.
To Log out click on the Logout tab on the far right of the Portal Home menu at any time.
Navigation
Two ways of navigating TXCSES Web are available: a menu bar and a navigation panel. The user’s security access determines the items available on the navigation panel and the options
listed on the menu bar with their associated pages.
When the TXCSES Web tab is selected in the Portal Home menu bar, a sub-menu of TXCSES Web functions displays and contains options which are “frequently used” items. Depending on
the TXCSES Web menu item selected, a vertical navigation panel with additional options may
display on the left of the page. The tabs in the TXCSES Web menu which displays below the
Portal Home top menu (Case Activities, Suspense Search, Contacts, Docket and Email) are discussed in their own section of this document. Located on the far right of the TXCSES Web
menu is a link to the document you are currently reading, the TXCSES Web Reference Guide.
TSI Reference Guide Sept. 2020
10
Common Buttons and Links
The following buttons and links appear on many pages throughout TXCSES Web. Wherever
they appear, they have the same function as described below.
Button Description
Search Initiates a search based on the criteria entered by the user.
Continue Indicates that the appropriate information has been entered by the user and the process can be continued.
Save Indicates that the information entered is ready to be saved.
Reset Resets the data fields on the currently displayed page to their original values.
Clear Clears the data fields on the currently displayed page.
Cancel Cancels an addition or update and deletes all the information that has been entered or changed. When the Cancel button is pressed a pop-up window displays asking “Are you sure that you want to cancel the data entry?” and the following buttons may be chosen:
OK = Continue with the cancellation process
Cancel = Stop the cancellation process
Link Description
First Page Available only when more records exist than can be displayed on one page.
Click the link to “go back” to the first page of records.
Previous Page Available only when more records exist than can be displayed on one page.
Click the link to “go back” one page at a time and view previously displayed records.
Next Page Available only when more records exist than can be displayed on one page.
Click the link to “go forward” one page at a time.
Last Page Available only when more records exist than can be displayed on one page.
Click the link to “go forward” to the last page of records.
Buttons and links that appear only on a limited number of pages are described in the field
description section for each page.
TSI Reference Guide Sept. 2020
11
Other Helpful Hints
Definitions and Explanations
Some buttons, links, words, codes, and acronyms on TXCSES Web will provide additional
information by placing the pointer (cursor) on the item; a small box containing a definition or
explanation displays. Placing the pointer on an item displays one of the following:
a definition of a character code
a definition of the acronym
Note: Not all items with additional information available have a dotted line under them.
In the example below, placing the pointer on the item causes a small box to display with an
explanation that “MM/DD/YYYY” is the “Required Date Format.”
Dates and Social Security Numbers
Please enter the following information in the required format:
dates – use the MM/DD/YYYY format with slashes between the numerals for the
month, day, and year
Example: 01/05/2014
social security number – use no hyphens
Back Button
Please do NOT use the Back button.
TSI Reference Guide Sept. 2020
12
Address Validation (Code 1)
A program exists to validate domestic addresses when entering address information into the
system. Code 1 is invoked when the user enters information in the following combinations:
address line 1 and a city/state
address line 1 and at least a 5 digit ZIP code
Once the member information is entered, the user clicks the Continue button. If Code 1 returns
one address as a match, the information is standardized and added to the record.
If the address cannot be validated, an error box displays at the top of the page providing an alert
for each missing element. An example of an error box (with both valid and invalid address
choices) is shown below:
If there are only invalid choices the error ends with “or select an invalid address.” At the same
time, a list of possible Code 1 address matches displays below the Notepad field in the Address
Add and Update section. The user may select one of the displayed addresses in the Address
Matching section or enter a reason in the notepad field for keeping the address as entered.
Address Selection
The user may select one of the listed addresses by clicking in the round “radio” button in the
selection “Sel” column on the left of the address. A Yes or a No in the Valid column indicates
whether the address is valid. If an invalid address is selected, the user should enter an
explanation in the notepad field such as “This is a new street”, “This is a garage apartment” etc.
Once a selection is made, click the Continue button. Code 1 runs again. The text entered in the
notepad field by the user is saved in the Notepad associated with the address record.
Addresses not Validated
Code 1 does not validate foreign addresses or those identified as “service” addresses.
TSI Reference Guide Sept. 2020
July 2014 13
TXCSES Web Menu: Case Activities Clicking the Case Activities option on the TXCSES Web menu bar displays a vertical
Navigation Panel with various pages staff may select to view, add, or update case and member
records. The following is a list of Case Activities pages that may be available to a user,
depending on the user’s security profile:
Main Search
Add New Case
Case Information
Cause Information
Case Status Update
Payee Information
Release of Information
Full-service Case Update Request
Correspondence Update
Correspondence Diary
Legal Summary
Financial Summary
Payment Records
Disbursement Information
Each of these pages is described in the following sections of this document.
Note: On the far right of the TXCSES Web menu is a tab which links to the document
you are currently reading, the TXCSES Web Reference Guide.
TSI Reference Guide Sept. 2020
14
Main Search Page The Main Search page displays when the Case Activities option is selected on the TXCSES Web
menu bar. It is also accessed by clicking Main Search on the left navigation panel. The Main
Search page allows the user to search using case/cause information or member information.
The table below provides descriptions, limitations, and search capabilities of each of the fields
on the Main Search page.
Field Description
Selection Button
(Also called “radio” button)
Enables staff to select the type of criteria to be used when initiating a search −either Search By ID or Search by Member Information. The default searchis cause. However, the selection button automatically changes to the memberline if data is entered in the member section.
ID Type Drop-down menu to identify the type of number being entered in the Number field:
Cause ID
Other Cause ID
County Case ID
OAG Case ID
STRADUS Case ID
TSI Reference Guide Sept. 2020
15
Field Description
Number ID type number to be used when initiating a search.
• Cause ID Number assigned to the case when it was filed. Maximum of 15 characters: numbers, letters, and special characters
(hyphen, comma, or blank space).
• Other Cause ID Reference information used by some counties. Maximum of 15 characters: numbers, letters, and special characters.
• County Case ID Number, different from cause number, assigned by the county to the
cause record. Maximum of 10 characters: numbers, letters, and special characters.
• OAG Case ID Case number assigned to all case records on TXCSES. Exactly 10 characters: numbers and letters
Note: If user enters a case number with fewer than 10 digits, a leading 0 is added to the number. Example: If 123456789 is entered and the Search button clicked, the system searches for 0123456789.
1. STRADUS Case ID: Case number assigned to all case records on STRADUS.
County Click the drop-down arrow to select county in which the cause was filed.
Name: Last Last name of the member.
May be entered independently or in combination with other member information fields, such as “Name: First” or “DOB.”
Name: First First name of member. Must be combined with the “Name: Last” field.
Maximum of 15 characters: numbers, letters, and special characters (hyphen, comma, or blank space).
DOB Date of birth of the member. Must be combined with the “Name: Last” field.
SSN Social security number of the member.
May be entered independently or in combination with the “Member ID,” “Name: Last,” or “DOB” fields.
Member ID Eight-digit number assigned to the member record on TXCSES.
May be entered independently or in combination with the “Member ID,” “SSN,” “Name: Last,” or “DOB” fields.
Note: The following illustrates the search hierarchy used by the system when data is
entered in the member information (Name Last, Name First, DOB, SSN, and/or
Member ID) fields.
member ID SSN name/DOB name
Although all the data in the hierarchy may be entered at the same time, the
system searches in the above order and if a match is found, does not continue to
the next item.
no match no match no match
TSI Reference Guide Sept. 2020
16
Initiating a Search
The recommendation is that a user search all the criteria listed in the following order:
case or cause information
custodial parent (CP)
non-custodial parent (NCP)
all dependents (DP)
To initiate a search, do the following:
Step Action
1 Enter search criteria in the appropriate data fields. (The Selection Button or “radio” button changes if appropriate.)
2 Click the Search button.
Continue to search until available search criteria are exhausted OR existing information is
found.
Search Results
The result of a search is displayed in a new section – titled Search Results – at the very bottom
of the Main Search page. The content of the Search Results section varies depending on the
success of the search. The illustration below shows the Search Results section with the
message “No records found for given search criteria.”
Whether the search finds records or not, when the Search Results section of the page is
displayed, an Add New Case link is displayed on the page at the same time. Do not click the
Add New Case link until 1. A search for ALL parties in an order (including dependents) is
done. 2. Any existing member IDs are written down. 3. No matching case is found.
TSI Reference Guide Sept. 2020
17
No Records Found
If no records on TXCSES match or closely match the data or search criteria entered, the Search
Results section displays a message indicating that no records were found for the given search
criteria. The user has several options for continuing.
If... then...
there are other search criteria
click the Clear button to clear the data previously entered so that newinformation can be entered and a new search can be done.
there are no other search criteria
click the Add New Case link to display the Existing Member Searchfor Custodial Person section on the Add New Case page.
Records Found
If case and member records are found on TXCSES which match or closely match the data or
search criteria entered, the Search Results section displays those records.
Note: If several records are found, Previous Page and Next Page links at the
bottom of the page allow the user to display the records a page at a time.
TSI Reference Guide Sept. 2020
18
Important! If an existing active Full Service (FS) case is found which matches the parties
named in the order or document being processed, staff should NOT click on Add New Case to
update the FS case. Instead they should use the left navigation panel to go to the Full-Service
Case Update Request page to provide any updates to the OAG. Using the Add New Case page
could result in a match error, delaying the processing of the case.
The table below provides descriptions of each of the columns in the Search Results section.
Column Description
Name (RTC) Name of the member record found.
RTC: member’s relationship to the case. (Position the pointer on the code to display the definition.)
DOB Member’s date of birth.
SSN Member’s social security number.
Member ID Eight-digit number assigned to the member record.
Case ID
(Status – Type)
Case ID: Ten-digit number assigned to the case record. Click the case ID link to access the Case Information page for the case.
Status: Status of the case.
Type: Case type of the case.
Cause ID
(Status – County)
Cause ID: Number assigned to the cause when it was filed. Click the cause ID link to access the Cause Information page for the cause record.
Status: Status of the cause. (Position the pointer on the code to display the description of the cause status.)
County: Name of the county in which the cause was filed.
TSI Reference Guide Sept. 2020
19
Warning: Never use a member ID that has “Duplicate of, (member ID)” in the
Name field.
Sometimes Duplicate members will be found during a search by name or other data such as
SSN. This happens when a new member ID is created for someone who already exists on a
case. The OAG resolves this issue by deciding which member ID will be kept and labeling the
other member ID as a Duplicate. Demographics such as Name, SSN, DOB and other data are
then removed from the duplicate. Unfortunately, sometimes not everything is removed such as
the SSN in the example below. Just remember, never to use a member ID that has “Duplicate
of, (member ID)” in the Name field.
TSI Reference Guide Sept. 2020
20
When conducting a search using member information fields, multiple member records can be
displayed. For this reason, the record(s) which matches or closely matches the search criteria
entered is highlighted in yellow. (See the following example where several different people
with the same last name are highlighted.)
TSI Reference Guide Sept. 2020
21
When searching by OAG Case ID, the system highlights the Case ID which matches the case
number entered. The system also displays all cases associated with the CP on the matching
case. (See the following example.)
Once the search results are displayed, the user has several choices for proceeding.
If the search results... and... staff... then...
display the desired case record
do one of the following:
Click the Case ID to access theCase Information page.
OR
Click the Cause ID to access theCause Information pages.
TSI Reference Guide Sept. 2020
22
If the search results... and... staff... then...
display the desired member record
additional names need to be researched
copy or record the member ID of the member record displayed
do one of the following:
Click the Clear button and enternew information on the samepage.
OR
Enter new information in thesearch fields and click on theSearch button to display newSearch Results.
display the desired member record
no additional names need to be researched
copy or record the member ID of the member record displayed
Click the Add New Case link tobegin the process for adding anew case.
does NOT display the desired member record
additional names need to be researched
do one of the following:
Click the Clear button and enternew information on the samepage.
OR
Enter new information in thesearch fields and click on theSearch button to display newSearch Results.
does NOT display the desired member record
no additional names need to be researched
Click the Add New Case link tobegin the process for adding anew case record. This linkdisplays at the bottom of the pagebelow the Search Results section.
TSI Reference Guide Sept. 2020
23
Add New Case Page The prerequisites for adding a new case are as follows:
• The user has already conducted a “main search” of the system to see if all the individuals listed in the order or case already exists.
• The user has then clicked the Add New Case link located on the Main Search page below the Search Results section.
The following is the order in which a new case is added when updating TXCSES Web:
Custodial Person
o Enter the Member ID or Identifying information to conduct the search for the CP
o Examine results of member search
o Select a member who already exists OR add the member to the case
o Provide member demographic and location information
o Click the Continue button.
Non-Custodial Parent
o Enter the Member ID or Identifying information to conduct the search for the NCP
o Examine results of member search
o Select a member who already exists OR add the member to the case
o Provide member demographic and location information
o Click
The Continue button to access the Cause page (Warning: Pressing the Continue
button bypasses the Dependent page)
OR
The Add Dependent button to access the Existing Member Search for Dependent
page (recommended entry)
Dependent
o Enter the Member ID or Identifying information to conduct the search for the DP
o Examine results of new member search
o Select a member who already exists OR add the member to the case
o Provide member demographic information
o Click
The Continue button to access the Cause page
OR
The Add Another Dependent button to access the Existing Member Search for
Dependent page for the additional dependent
Cause
o Enter all the required and available information
o Click the Continue button
TSI Reference Guide Sept. 2020
24
New Member Search for Custodial Person, Non-Custodial Parent, or Dependent
Attempting to click on the Add New Case tab in the Navigation panel displays a message
“Please go to Main Search page and try to find a matching case before adding a new case.”
Using the Add New Case link at the bottom of the Search Results from the Main Search page
is the only way to access the Add New Case page. The next step in establishing a new case is
to conduct a secondary member search. The search begins with the CP.
Note: The same section is displayed when searching for the NCP and the DP with two
variations - When searching for an NCP, the title changes to “Existing Member
Search for Non-Custodial Parent” and a Cancel button is added. When
searching for a DP, the title changes to “Existing Member Search for Dependent
1” and two additional buttons are added – Skip Add Dependent and Add another
Dependent. These variations are described in the table below.
The table below provides descriptions, limitations, and search capabilities for each of the fields
and buttons on the Existing Member Search for Custodial Person, Non-Custodial Parent, and
Dependent section of the Add New Case page.
Field Description
Existing member Search for ______
The name of the section depends on the member being added: Custodial Person, Non-Custodial Parent, or Dependent.
Name: Last
(required if no member ID entered)
Last name by which to search.
May be used alone or in combination with any of the other member information fields.
TSI Reference Guide Sept. 2020
25
Field Description
Name: First First name by which to search.
Maximum of 15 characters: numbers, letters, and special characters (hyphen, comma, or blank space).
Must be used in combination with the last name.
DOB Date of birth by which to search.
Must be used in combination with the last name.
SSN Social security number by which to search.
May be entered alone or in combination with the last name, DOB, or member ID.
Member ID Eight-digit number assigned to a member record on TXCSES when the member was originally added to the system.
May be used alone or in combination with any of the other member information fields.
Button Description
Add Another Dependent Displays another Member Information Dependent section.
Skip Add Dependent Allows user to decide not to add a dependent. Displays the Cause Information section.
Displays only when performing a DP member search.
Cancel Cancels the add process and deletes all entered or changed information.
Search Results
The result of a search is displayed in a new section at the very bottom of the Add New Case
page titled Member Search Results. The contents of the Member Search Results section vary
depending on the success of the search.
No Records Found
If no record on TXCSES matches or closely matches the data or search criteria entered, the
Add New Case page displays a message indicating that no records were found for the given
search criteria.
TSI Reference Guide Sept. 2020
26
A new button is also displayed.
Button Description
Add New Member If the return search information does not provide a member record that matches the information entered, click this button to display the appropriate Member Information section on the Add New Case page.
The user has two choices for proceeding:
If you want to... then...
conduct a new search click the Clear button.
enter new information.
click the Search button.
add a new member click the Add New Member button.
Records Found
If records on TXCSES match or closely match the data or search criteria entered, those results
are displayed in the Member Search Results section of the Add New Case page. The member
record that matches or closely matches the data entered is highlighted in yellow.
TSI Reference Guide Sept. 2020
27
The following table provides descriptions of each of the columns and buttons in the Member
Search Results section.
Column Description
Name (RTC) Name of the member record found.
RTC: member’s relationship to the case. (Position the pointer on the code to display the definition.)
DOB Date of birth of the member.
SSN Social security number of the member.
Member ID Eight-digit number assigned to the member record.
Case ID (Status – Type)
Case ID: A ten digit number assigned to the case record.
Status: Status of the case.
Type: Case type of the case.
Cause ID (Status – County)
Cause ID: Number assigned to the cause when it was filed.
Status: Status of the cause. (Position the pointer on the code to display a description of the cause status.)
County: Name of the county in which the cause was filed.
Button Description
Add Selected Member Displays only if the search provides information.
Enables the user to use an existing member record.
Select an existing member record and click this button to display the appropriate Member Information section of the Add New Case page.
Add New Member Enables the user to add a new member record.
Click this button, without making a selection, to display the appropriate Member Information section on the Add New Case page.
The user has two choices for proceeding:
If the user... AND... then...
selects a member by clicking the circle in front of the name
clicks the Add Selected Member button
the appropriate Member Information section displays, along with any existing member or address information from TXCSES.
Note: This prevents member match errors at the end of the add process!
clicks the Add New Member button
the appropriate Member Information section displays with the data previously entered in the member search section
TSI Reference Guide Sept. 2020
28
Member Information Section
To add a new case, member demographic and location information is entered for the CP, NCP,
and DPs in the Member Information section. (Reminder: The section title identifies the person
to whom the section applies, for example “Member Information Custodial Person.”)
The Member Information section consists of two areas:
The Personal Information section at the top contains the fields for entering member
demographic data, such as name, DOB, and SSN.
o The same fields are displayed for entering member information for both the CP
and the NCP. These are described below in the section titled “Member
Information for Custodial Person and Non-Custodial Parent Sections.”
o Fewer fields are displayed for entering information for the dependent. These
are described in the section titled “Member Information for Dependents.”
The Address Information section at the bottom contains the fields for entering
address information. These are described in the section titled “Address Information
Section for Custodial Person and Non-Custodial Parent Sections.”
TSI Reference Guide Sept. 2020
29
Member Information for Custodial Person and Non-Custodial Parent Sections
The top area of the Member Information section for either the custodial person (CP) or the
non-custodial parent (NCP) looks the same and enables the user to enter member demographic
information about the CP or the NCP. However, the CP Personal and Address information is
always added first, and then Continue is pressed. (The user must do a secondary search for the
NCP and then the Member Information for the Non-Custodial Parent entry page displays.)
The following identifying information fields are available for input in the top area of the
Member Information custodial person and non-custodial parent sections.
Field Description
Title Use the drop-down menu to select the title, if applicable.
Name
Last, First, Middle,
Full name – last, first, and middle.
An entry is required for last and first name only.
Gender
Male, Female, Not Available
Click in the appropriate radio selection button to select the gender or to indicate that the information is not available.
A selection is required.
TSI Reference Guide Sept. 2020
30
Field Description
DOB
Not Available
Date of birth (MM/DD/YYYY) or click the Not Available selection box.
A selection is required.
SSN
Not Available
Nine digit SSN (no dashes) or click the Not Available selection box.
A selection is required.
Phone Phone number, if available.
Ext. Extension for the phone number.
Type From the drop-down menu select the type of phone number provided.
ID or License # Identification or license number.
State State that issued the ID or license number. Select the state by doing ONE of the following:
type the state into the field
select the state from the drop-down menu
click TX if the address is in Texas
ID or License Type Type of ID or license numbers. Select from the drop-down menu.
FVI Indicates if the member has reported family violence. (The indicator is member, not case, based.)
Only users with the appropriate security profile are allowed to update.
Blank – the default because it indicates that the member has neverreported family violence
Y (Yes) – current family violence has been reported by the member;selected when a protective order or affidavit of non-disclosure is on file
N (No) – family violence was reported in the past but the indicator wasremoved
TSI Reference Guide Sept. 2020
31
Address Information Area for Custodial Person and Non-Custodial Parent Sections
The bottom portion of the Member Information section – called the Address Information area –
enables staff to enter address information for the CP. The Address Information area for the
NCP is the same, with an Add Dependent button. Never enter Confidential ID information in
the Address 1-3 fields. While address information is not required, it is important to complete
the address fields for all parties.
The following identifying information fields are available for input in the Address Information
area of the Member Information custodial person and non-custodial parent sections.
Field Description
Domestic Address
Foreign Address
Not Available
Click in the appropriate radio selection button for the address being entered.
The default selection is Domestic Address. If Foreign Address is selected a Country Field becomes available instead of a state field.
Type The type of address provided:
Select from the drop-down menu.
OR
TSI Reference Guide Sept. 2020
32
Field Description
Select “mailing” address by clicking the Mailing link located to the right ofthe field.
Address 1, 2, and 3 Street address information (up to three lines of text). Never enter
Confidential ID information in the Address 1-3 fields.
City City of the address.
State State in which the provided address is located.
Select a valid state from the drop-down menu.
OR
Select “Texas” as the state by clicking the TX link located to the right ofthe field.
The State field does NOT appear when Foreign Address is selected.
ZIP Postal ZIP Code.
Country Enter the country in which the foreign address is located.
Appears only when Foreign Address is selected. (Not in illustration.)
Button Description
Continue Indicates that the appropriate information has been entered by the user and the process can be continued.
Add Dependent Appears when the Member Information Non-Custodial Parent section displays. Click to add children included in the support order.
Address History Displays TXCSES address records for the member.
Appears only when the member is an existing TXCSES member and when address records are present on TXCSES. Will not appear if adding a new member or if no address records are present on TXCSES.
The user has three choices for proceeding:
If... and... then...
member information for the CP has been added
member information forNCP needs to be added
click Continue to display theExisting Member Search for Non-Custodial Parent section.
member information for CP and NCP has been added
member information for DPneeds to be added
click Add Dependent to displaythe Existing Member Search forDependent 1 section.
member information for CP and NCP has been added
member information fordependent has alreadybeen entered or is NOTavailable
click Continue to display theCause Information section.
TSI Reference Guide Sept. 2020
33
Member Information for Dependents
Although member information for dependents is not required to enter a Registry-Only case, it
is strongly recommended. However, dependent information is required to meet State Case
Registry requirements.
The following tables list the identifying information fields and some of the less common
buttons available for input in the Member Information Dependent section.
Field Description
Title Use the drop-down menu to select the title, if applicable.
Name
Last, First, Middle,
Full name – last, first, and middle.
An entry is required, but only the last name and first name are required.
Gender
Male, Female,
Not Available
Click in the appropriate radio selection button to select the gender or click the Not Available radio button to indicate that the information is not available.
A selection is required.
DOB
Not Available
Date of birth (MM/DD/YYYY) or click the Not Available selection box.
A selection is required.
SSN
Not Available
Nine digit SSN (no dashes) or click the Not Available selection box.
A selection is required.
FVI Family violence indicator.
Only users with the appropriate security profile are allowed to update.
TSI Reference Guide Sept. 2020
34
Because commonly used buttons are displayed on the majority of TXCSES Web pages, they
are described in the Common Buttons and Links section of this document and will not be
repeated here.
Button Description
Continue Indicates that the appropriate information has been entered by the user and the process can be continued.
Add Another Dependent Displays another Member Information Dependent section.
Skip Add Dependent Does not save any dependent information entered and displays the Cause Information section.
The user has three choices for proceeding:
If... then...
staff decide not to add dependent information
click the Skip Add Dependent button to display the CauseInformation section of the Add New Case Page.Note: The dependent will have to be added at a later time.
all member information has been entered
click the Continue button to display the Cause Information sectionof the Add New Case page.
information for another dependent needs to be added
click the Add Another Dependent button to display the ExistingMember Search for Dependent 2 section.
TSI Reference Guide Sept. 2020
35
Cause Information Section
When adding a new case in TXCSES Web, the Cause Information section displays on the Add
New Case page after the CP and NCP or DP information has been entered. This section
enables the user to enter the cause information for the case.
The data fields in the Cause Information section of the Add New Case page are described in the
table below.
Field Description
County (required)
Drop-down menu for selecting the county in which the cause was filed.
County user – county displayed is determined by user’s ID and cannot be changed.
OAG or SDU user – select a county from the drop-down list.
Note: This field is updatable only when a new case or cause is being added (in other words, when the cause information is first entered).
Court (required)
Drop-down menu for selecting the court in which the cause was filed.
If specified county is served by... then the default value is...
multiple courts blank
single court the court that serves that county
Cause ID (required)
Number assigned to the cause when it was filed.
Maximum of 15 characters: numbers, letters, and special characters (hyphen, comma, or blank space). Do not enter a blank space as the first character.
TSI Reference Guide Sept. 2020
36
Field Description
Registry Type (required)
Two selection buttons, LOCAL and STATE, from which to choose the type of registry through which the payments were ordered to be made.
Selecting LOCAL results in the following extra processing after the Continue button is clicked:
The system verifies the date in the Cause Start Date field.
If the Cause Start Date is on or after 09/01/2003, the system provides twoitems for the user:
1. Message displays: “Causes entered after 08/31/2003 should beType=STATE. Check the Registry Override box if you want to keepthe entered information.”
2. Registry Override check box displays below the Cause Start Datefield with the instruction to “Check if Registry Type=LOCAL andCause starts after 08/31/2003.”
The user must then choose one of three options:
1. change the start date – Once the Continue button is clicked, thesystem assesses the data again.
2. change the registry type – Once the Continue button is clicked, thesystem assesses the data again.
3. check the Registry Override box.
Cause Start Date (required)
Earliest date of one of the following:
order was signed by the judge
first payment is due
hearing was held
Note: If the cause start date is later than the case creation date, the cause start date is changed to the case creation date and the original cause start date is documented in the case notes.
Enter date in the MM/DD/YYYY format (include slashes).
Order Modified Date Date on which the order was modified (if applicable).
This date must be after the cause start date.
Enter date in the "MM/DD/YYYY" format (include slashes).
Other Cause ID 1 Additional cause number associated with the case (if applicable).
Maximum of 15 characters. Do not enter a blank space as the first character.
Other Cause ID 2 Second cause number associated with the case (if applicable).
Maximum of 15 characters. Do not enter a blank space as the first character.
County Case ID Case ID assigned by the county (if applicable).
Maximum of 15 characters. Do not enter a blank space as the first character.
Obligated Amount Amount the obligor is ordered to pay in the order filed under this cause number. Enter only numeric characters with decimals.
Amount entered in this field does not result in the accrual of arrears or interest. This data is stored in TXCSES separately from the arrears amounts used in TXCSES calculations.
If this field is updated, the Frequency of Obligation field must be updated also.
Caution: If the user does not include a decimal point, the system adds one to the end of the number entered. For example, "256" becomes "256.00" after the information is processed.
TSI Reference Guide Sept. 2020
37
Field Description
Frequency of Obligation
Drop-down list for selecting how often the obligation amount is to be paid as specified in the order.
If this field is updated, the Obligated Amount field must be updated also.
Obligated Arrears Amount of arrears that were confirmed in the order filed under this cause. Enter only numeric characters with a decimal.
Amount entered in this field does not result in the accrual of arrears or interest. This data is stored separately from the arrears amounts in TXCSES that are used in TXCSES calculations.
Caution: If the user does not include a decimal point, the system adds it to the end of the number entered. For example, "60000" becomes "60000.00" after the information is processed.
Arrears As Of Date (may be required)
Date as of which the arrears that are confirmed in the order were calculated.
Enter in the "MM/DD/YYYY" format (include slashes).
Required field if amount entered in Obligated Arrears field. An Error message will display when the Continue button is pressed if there are Obligated Arrears. To resolve the error, enter the date and press the Continue button.
Payment Processing Notes
Any additional notes that would assist Payment Processing staff in interpreting the cause information. Although an editable field, no history is maintained of previously entered data.
Limit of 100 characters.
Note: All users with access to TXCSES Web pages have access to this field.
After information has been provided and the Continue button clicked, any incorrectly entered
or missing information results in a message indicating what needs to be “fixed.” If no
corrections or additional data are needed, the Confirm Added Information section displays and
lists the data that was entered for the members (custodial person, non-custodial parent,
dependent) and the cause.
Button Description
Continue Indicates that the appropriate information has been entered by the user and the process can be continued.
TSI Reference Guide Sept. 2020
38
Confirm Added Information Section
Once staff have finished adding member (CP, NCP, and DP) and/or cause information and
clicked the Continue button, the Confirm Added Information section displays and lists the
data that was entered for the members and the cause.
The Confirm Added Information section is provided so the entered data can be checked for
accuracy. The data to be confirmed consists of the following:
• Member data: information about each member being added, including the CP,
NCP, and dependents (if any).
• Cause data
TSI Reference Guide Sept. 2020
39
If the radio button (small, round button at the top left of each section) is selected and then the
Edit button clicked, the appropriate Member Information section or Cause Information page
displays allowing changes to some data to be made.
From this page, the user can select the buttons listed below to take a next action.
Button Description
Continue Indicates that the appropriate information has been entered by the user and the process can be continued.
Edit Click a selection button before any section and then the Edit button to display the corresponding information page and make changes to the information previously entered.
Add Dependent Click to display the Existing Member Search for Dependent section and add a new dependent to the transaction.
Cancel Cancels add or update and deletes all the information that has been entered or changed. When the Cancel button is pressed a pop-up window displays asking “Are you sure that you want to cancel the data entry?” and the following buttons may be chosen:
OK = Continue with the cancellation process
Cancel = Stop the cancellation process
After all member and cause information has been correctly entered, confirm by clicking the
Continue button. Two results are possible:
• If no data matching problems exist, a system message displays indicating a new
case was created or an existing case was updated. Also displayed are links to the
Cause Information, Case Information, and Main Search pages.
• If there were data matching problems, the appropriate match resolution section
displays or a system message displays indicating the match error has been sent to an
OAG user to resolve. For more information on resolving member and case
matching problems, see Member Match and Case Match Process.
TSI Reference Guide Sept. 2020
40
Member Match and Case Match Process When new member records and/or new case records are being added, the system compares the
information being entered for these new records to the information that already exists on
TXCSES and tries to find a match.
If the system finds an exact match, the existing record is updated.
If the system cannot find an exact or partial match, a new record is created.
If the system finds a partial match, one of the following happens:
o A message displays indicating the match error has been sent to the user to resolve.
o The appropriate match resolution section displays, forcing staff to resolve the match
error immediately or cancel the Add Case and begin again.
If staff chose to cancel the Add, the information can be re-entered with no
duplication of records.
If staff resolve the match errors (case and member) and a message displays
indicating that a case has been updated or created, DO NOT re-enter the data. Go
to the Main Search page and do a search for the member updated or created and
the information should now be available for viewing.
If staff resolve the match errors and receive a message that states there has been
a match with a full-service case and the OAG will resolve, DO NOT re-enter the
data.
Note: Re-entering the data results in duplicate records being added to TXCSES.
Avoiding Member and Case Match Errors
All member and case match errors can be avoided by using the Main Search page and
conducting detailed searches using all available information (name, SSN, and DOB) for all
parties listed on the order, including all dependents. It is not un-common to have members
exist on unrelated case/causes. For example, a dependent may become a NCP or CP, a CP may
have other children from a different NCP, an NCP may have other children from a different
CP, or the NCP and CP may have split or switched custody. If an existing member record is
found on a related or unrelated existing case/cause, staff should use the existing member ID.
If an existing case record is found with the same parties in the same roles, access the
appropriate page from the left navigation panel and update the case rather than accessing and
updating the Add New Case page. The Add New Case page automatically routes the user to the
Main Search page to try to find a match before adding a new case.
If an existing RO case or a closed Full Service (FS) case is located which needs to be updated,
staff should use the appropriate option on the left navigation panel to update the case, cause,
and/or member information (using Case Information page, Cause Information page, etc.). If an
active FS case is located, staff should access the Full Service Case Update Request page for the
case, enter the new or updated information, and submit the information to the OAG.
TSI Reference Guide Sept. 2020
41
Member Matching
If one of the members being added has similar information to a member who already exists on
TXCSES, the system displays the Member Match Resolution section on the Add New Case
page so staff can assess the information and decide how to proceed.
Member Match Resolution Section
The Member Match Resolution section consists of two areas and a series of buttons. At the top
of the section is a Transaction Sequence number, which may be used by the OAG or SDU to
review the issue. Next is a row of information about the Member Being Added.
The second area displays the existing member records that potentially match the member being
added (highlighted in yellow with a selection button) as well as the associated case(s) and other
member records associated with those cases.
New buttons which display are described in the table below. Other buttons are described in the
Common Buttons and Links section.
Buttons Description
Update Selected Member
Enables staff to select and update an existing member record rather than creating a new member record.
Select a highlighted existing record and click this button.
Create New Member Enables staff to bypass all existing records and create a new member record for the member being added.
TSI Reference Guide Sept. 2020
42
If there are multiple member records which match the member being added, each of the
records that potentially match are also highlighted in yellow with a selection button.
Notice! The Member Being Added has the same SSN as the first member but
has the same DOB as the second member. Sometimes people
accidentally or purposely use the wrong SSN. Others may have similar
names and demographic information but are different people. In
addition, the same person may have been incorrectly assigned more than
one member ID.
Caution! There is no “undo” feature! If selecting an existing member record to
update make sure the correct member ID is selected before clicking the
Update Selected Member button. Once the information is evaluated, the
user may choose to cancel the transaction or a selection may be made and
confirmed (by clicking Update Selected Member), the selected member ID
is updated using the new information.
Remember! If the user cannot determine what to do, choose the Cancel button. This
cancels the entire transaction and the user may do more research or request
help from the OAG.
Evaluating and Resolving Member Match Errors
There could potentially be a member match error for every person entered on the Add New
Case pages. However, the system allows staff to resolve only one-member match error at a
time. If there is more than one member match error for the transaction, upon resolution of the
first member match error, the additional error displays. If there are no additional errors, a
different system message displays.
The following example walks through a series of member match errors that have occurred on
the following parties entered via the Add New Case page:
CP – Paloma Smith (grandmother)
NCP – Jim Reynolds (also known as Jimbo (father)
DP – Robo Reynolds (son of Jim/Jimbo)
TSI Reference Guide Sept. 2020
43
Member Match Error on the CP
At the end of the Add New Case Process, the user selects the Continue button from the
Confirm Added Information section. If there is a match on the CP, the Member Match
Resolution section displays showing the existing member records, highlighted in yellow, that
potentially match the data entered for the CP Paloma.
Best Practice: If a member match occurs and all the persons from the newly entered
case show up on an active full service case, the county user should
record the case number, press the Cancel button and do a Full Service
Case Update Request on the existing case. If all the persons on the
newly entered case show up on a closed full service case, the county
user should record the case number, press the Cancel button, press the
Case Status Update tab in the navigation panel and re-activate and
change a FS case to an RO case.
TSI Reference Guide Sept. 2020
44
Resolving the error means making an informed decision on the member number to be used.
When resolving member errors, staff must determine whether to update an existing member
record or add a new member record.
First, review the highlighted member records and the cases to which they are associated.
Notice there are four different cases. However, there are really only two member IDs which
match the CP who is being added.
Member ID ###67986 is associated with three cases.
Member ####5678 is associated with a closed case.
Second, as a general rule, if both active and closed cases exist for the parties, the Primary or
Active member ID on the Active case should be selected. Using this rule, member ID
###5678 can be eliminated as a possible update because it is associated with a closed case.
That leaves member ###67986 as the record to select.
Third, it may be helpful to compare the existing cases and their related members to determine
if there is a case on which the people being added already exist.
1. A review of the three cases with CP Paloma member ID ###67986 shows two active cases.
Case 0000000000 and 0000000005 already exist with all of these parties:
• NCP – slight variation of name (Jim vs. Jimbo), but different member IDs
• CP – same name, DOB, and SSN, same member ID
• DP – same name, DOB, SSN, same member ID
• Case 0000000000 has one additional DP
2. Case 0000000009 is closed with the CP Paloma listed as a dependent.
In this example we have chosen ###67986 as the correct member ID and it is associated with
two active case numbers. Select the radio button next to member ID ###67986 to resolve the
error (it does not matter which active case you choose). However, selecting the active case with
the exact same parties and the most information on all parties is a logical choice. Then click
the Update Selected Member button.
TSI Reference Guide Sept. 2020
45
Choose the following:
In this example: Even though an existing member record for the CP was selected and the
Update Selected Member button was clicked, the transaction could not continue processing
because an additional member match error for the NCP exists.
Remember! If the user cannot determine what to do, choose the Cancel button. This
cancels the entire transaction and the user may do more research or
request help from the OAG.
TSI Reference Guide Sept. 2020
46
Member Match Errors on NCP
The Member Match Resolution section displays two different member IDs for the same NCP
with a slight variation in name.
Staff must to decide which member record for Jam(ey) Reynolds to select. In reviewing the
information for the NCP, we see that the NCP record on case 0000000005 has both a DOB and
an SSN while the NCP on the case 0000000000 only has a DOB. In this situation, click in the
radio button for the member ID in which the NCP has the most information – member ID
###81612. Then click on the Update Selected Member button.
In this example: Even though an existing member record for the NCP was selected and the
Update Selected Member button clicked, the transaction could not continue processing because
an additional member match error for the DP exists.
TSI Reference Guide Sept. 2020
47
Member Match Error on DP
The Member Match Resolution section displays the new data entered for the DP TommyGoose at the top. This data is associated with two existing cases (0000000000 and
0000000005), displayed at the bottom, which both have the same member ID ###16029 tied
to them.
Because the match is on the same member ID associated with two different cases, the user may
click in the radio button next to either and click on the Update Selected Member button.
Selecting the member ID associated with Case 0000000005 because it was chosen for the
others is acceptable, but the MEMBER ID is real reason.
Registry-Only Transaction Encounters Match Error with Full-Service Case
The following message displays when the registry-only Add New Case transaction encounters
a case match error with a full-service case.
Reminder: If staff receive a message stating that there has been a match with a Full-
service case and that the OAG will resolve, DO NOT attempt to re-enter
the data. Re-entering the data results in duplicate records added to
TXCSES.
TSI Reference Guide Sept. 2020
48
Duplicate Member IDs
Warning: Remember when adding a new case never use a member ID that has
“Duplicate of, (member ID)” in the Name field.
Sometimes Duplicate members will be found during a search by name or other data such as
SSN. This happens when a new member ID is created for someone who already exists on a
case. The OAG resolves this issue by deciding which member ID will be kept and labeling the
other member ID as a Duplicate. Demographics such as Name, SSN, DOB and other data are
then removed from the duplicate. Unfortunately, sometimes not everything is removed such as
the SSN in the example below. Just remember, never to use a member ID that has “Duplicate
of, (member ID)” in the Name field.
TSI Reference Guide Sept. 2020
49
Case Matching
The Case Match Resolution section displays if people and/or cause information matches or
closely matches member and/or case/cause records on TXCSES
Case Match Resolution Section
The Case Match Resolution section displays if the user encounters a case match error while
attempting to create a new case.
The Case Match Resolution section consists of two areas and a series of buttons:
Information Being Added –displays the information added by the user
Potential Matches – displays the existing records currently on TXCSES
Six buttons – three new ones and three “common” ones
Remember! If the user cannot determine what to do, choose the Cancel button. This
cancels the entire transaction and the user may do more research or
request help from the OAG. The following table provides descriptions of
each column and field in the Case Match Resolution section.
TSI Reference Guide Sept. 2020
50
Column/Field/Button Description
Information Being Added
Member Name Name of the member being added.
SSN Social security number of the member being added.
DOB Date of birth of the member being added.
RTC Incoming member’s relationship to the case.
Member ID Eight-digit member number that will be assigned to the member record.
Cause ID Number assigned to the cause when it was filed.
County Name of the county in which the cause was filed.
Status Status of the cause.
Start Date Date the order was signed by the judge.
Edit Cause Click the button to return to the Cause Information page to correct any cause information entered incorrectly.
Potential Matches
Case ID Ten-digit number assigned to the case record.
Status Status of the case.
Case Type Description of the current case type for the case.
Member Name Name of the member on the existing case.
SSN Social security number for the existing member.
DOB Date of birth for the existing member.
Relationship to Case Existing member’s relationship to the case.
Member ID Eight-digit member number assigned to the member record.
Cause ID Number assigned to the cause when it was filed.
County Name of the county in which the cause was filed.
Status Status of the cause.
Start Date Date the order was signed by the judge.
Action Displays the available resolution options for the case match error. (In some situations, the only available resolution is to create a new RO case. When this occurs, no resolution options are displayed in the Action field.)
The available option and number of options change depending on the members and cause information for the incoming information vs. the members, cases, and cause information for the existing records.
Only one resolution option can be selected regardless of the number case records displayed in the Potential Matches area.
When multiple cases are displayed and one of the cases needs to be updated, staff must take care in selecting a resolution option. The case record which corresponds to the resolution option selected will be the case that is updated.
TSI Reference Guide Sept. 2020
51
The following table describes the buttons that are present at the bottom of the Case Match
Resolution section.
Buttons Description
Create Registry-only Case
Instructs the system to create a new Registry-only case using the incoming member and cause information.
Submit Selected Action
Instructs the system to begin processing the incoming information and perform either an addition and/or an update to an existing case based on the resolution option selected in the Action field.
Resolving a Case Match Error
To resolve a Case Match error, staff either
Or
select a resolution option from the Action column
o UPD CASE, ADD CAUSE = When adding multiple causes to a case
o UPD CASE, UPD CAUSE = When correcting the cause on an existing case
and click the Submit Selected Action button
Or
create a new case by clicking the Create Registry-Only Case button. (In some situations,
the only available resolution is to create a new RO case. When this occurs, no
resolution options are displayed in the Action field.)
TSI Reference Guide Sept. 2020
52
System Messages After all of the information needed to add the new registry-only case has been correctly
entered, the system confirms the data. If no unresolved match errors occur, a system message
displays stating one of the following:
If… the message states…
a new Registry-only case was created "A New Case has been created. Case ID = (case number)."
an existing Registry-only case was updated
"An existing Case was updated. Case ID = (case number)."
an existing closed Registry-only case was reactivated
"An existing Case was updated. Case ID = (case number)."
a full-service case was matched (can be an update or a case match error)
“A full-service Case was matched. OAG will resolve. Case ID = (case number.)”
New Registry-Only Case Created
The user receives the following message when a new registry-only case is created.
The message section contains links to the following information:
• Cause Information
• Case Information
Main Search page – instructs users that they must perform a new search before
attempting to add another new case
Existing Registry-Only Case Updated or Closed Registry-Only Case Reactivated
When a registry-only transaction updates an existing Registry-only case, a message displays
informing the user that an existing case has been updated. The same message section displays
when a registry-only transaction reactivates an existing closed registry-only case.
TSI Reference Guide Sept. 2020
53
Registry-Only Transaction Updates or Matches an Active Full-Service Case
When a registry-only transaction updates an active full-service case, a message displays
informing the user that a full-service case was updated. This same message appears if the
registry-only transaction creates a case match error involving an active full-service case. When
this message box displays, DO NOT re-enter the registry-only information. This will result in
duplicate information on TXCSES.
When a full-service case is updated, the OAG receives notification that a registry-only
transaction was received and they need to review and verify the cause information
received from the county.
Note: All member related information (addresses, phone numbers, etc.) entered on the
Add New Case page is not saved to TXCSES. Only the cause information is
saved.)
TSI Reference Guide Sept. 2020
54
Family Violence Indicator Procedures for County Personnel
Introduction
For many victims of family violence, child support represents an opportunity to receive
financial support that may help establish and maintain economic independence from an abusive
partner or ex-partner. At the same time, the child support process may introduce safety
concerns for some individuals.
Safety is considered a top priority and these procedures and resources are intended to help
protect sensitive information held by the Office of the Attorney General’s Child Support
Division (CSD) to keep family violence survivors safe. When CSD becomes aware of family
violence, it is documented on TXCSES Web by flagging the appropriate members with the
family violence indicator (FVI).
Action Steps When a Protective Order is Tied to Child Support Services
The information in this section reflects changes to the Texas Family Code:
§ 82.004(5) and 85.042(a) (3).
When a protective order is filed with the clerk of the court by itself, apart from a child support
or other order, the clerk must check the protective order application to see if the applicant
indicated that the Office of the Attorney General (OAG) is providing child support services. If
it is an affirmative answer, follow one of the action steps below.
If a county does not have access to TXCSES Web, provide a copy of the protective order
and Government Code 411.042(b)(6) information to the OAG in the same manner any
child support documents are provided now, which may be through the local child support
field office or State Disbursement Unit (SDU). Include the OAG case number, if known.
Case Information Page The Case Information page contains sections which display basic information about the case
and the members on the case. The member sections on this page allow staff to add a new
dependent to a case or update member information.
This page can be accessed in any of the following ways:
selecting a Case ID number link from the Main Search page, Search Results section
selecting the Case Information link from a Message section after a new case has been
created.
clicking Case Information in the list on the navigation panel (applicable only after a
case record has been selected or when coming from another page on the navigation
panel)
The following sections and subsections are included in the Case Information page.
Main Header –CIN – displays basic case information, member record currently
selected, and the cause number currently selected
Case Members – displays the members on the case
o Edit button – allows member information to be changed
o Add New Dependent button – allows new dependent to be added
Identification Information – displays the ID or license number information for the
selected member
o Edit button – allows identification information to be changed
Member Address History – displays the address information for the selected member
o Address Edit and Add New buttons – allows addresses to be added or limited
fields to be changed
o Close Button – allows address records to be closed
o Notepad button – provides access to notepad entries
Member Phones – displays the phone numbers for the selected member
o Add New button – allows phone numbers to be added (only displays when no
phone numbers exist for a member)
o Add/Edit/Close button – allows phone numbers to be added or changed (displays
when there are existing phone numbers available for a member)
Employment History – displays the employment information for the selected member if
there is one available (County personnel may send new employment information to the
OAG via the email link in this section.)
These areas of the Case Information page are described in detail in the following sections.
TSI Reference Guide Sept. 2020
61
Main Header Section
The Main Header section is the first section displayed on the majority of the TXCSES Web
pages. For this reason, the fields for the Main Header section are described here and are not
repeated again in this document.
The Main Header section displays basic case information as well as the member and the cause
information currently selected. This section also provides staff with the ability to change the
selected member and cause information displayed in the other sections of the Case Information
page.
The table below describes the fields present in the Main Header section.
Fields Description
Case ID Ten digit case identification number assigned to the case.
Case Status - Effective Date Current case status (Active, Deferred, Closed) - date of last case status change. (Deferred applies only to Full Service cases.)
Case Type Description of the current case type for the case.
Family Violence Displays family violence information.
If the NCP has a current family violence record, the field displays “NCP.” If the NCP had reported family violence in the past, meaning there is no current family violence record, the field displays “NCP PAST.”
This field is initially updated if a protective order or affidavit of non-disclosure is on file.
Office OAG office to which the case is currently assigned (or assigned to if it becomes a Full Service case).
Interstate/Redirect Displays the case as either being an initiating or responding case.
Displays the Redirecting of Payments to another state’s payment registry. (This applies only to certain types of Full Service cases.)
Member Name Name of the member currently selected and whose information is displayed in the other member sections of the Case Information
TSI Reference Guide Sept. 2020
62
Fields Description
page.
Change the selected member by clicking the drop-down menu and selecting a different member name.
Member ID Eight digit member number for the selected member.
Member CIN Eight digit customer identification number (CIN) for the selected member. Allows customer to gain access to the Voice Information Response System (VIRS).
Not available for all users – available by profile.
Cause Status – ID – County Cause Status: Cause Status for the cause currently selected.
ID: Number of the selected cause.
County: County where the selected cause resides.
Change the selected cause by clicking the drop-down menu and selecting a different cause record.
Note: There is no cause information available on the Case Information page. However, this feature can be used on the Cause Information page.
Case County County to which the automated case record is currently assigned.
Case Members Section
The Case Members section (the second section available on the Case Information page)
displays all the members currently on an existing case with the selected member. It allows staff
to edit/update name, gender, DOB, and SSN information for the currently selected member. It
also allows staff to add a new dependent to the existing case if the case is a Registry Only case.
TSI Reference Guide Sept. 2020
63
The table below provides descriptions of the fields and buttons available in the Case Members
section.
Column Description
Member Name Name of the member.
Gender Gender of the member (male or female).
SSN Social Security Number of the member.
DOB Date of birth of the member.
Relationship to Case Member’s relationship to the case. (such as absnt/non-cust. parent, custodial person, and dependent).
Family Violence Indicates if the member has reported family violence. (The indicator is member, not case, based.)
Only users with the appropriate security profile are allowed to update.
Blank – the default because it indicates that the member has never reportedfamily violence
Y (Yes) – current family violence has been reported by the member; selectedwhen a protective order or affidavit of non-disclosure is on file
N (No) – family violence was reported in the past but the indicator wasremoved
Member Status Status of the member on the case.
Primary – NCPs only. Indicates the person is currently being pursued forchild support.
Active – Any member type. Indicates the person is an active party on thecase.
Inactive – Any member type, except CPs. Indicates the person is not anactive party on the case.
Excluded – Any member type, except CPs. Indicates the person hasbeen excluded as a father or child in this case via court order or bloodtest exclusion.
Button Description
Edit Allows staff to edit information about the currently selected member.
Click this button to display the Edit Member Information section.
Add New Dependent Allows staff to add a new dependent to the existing case.
This button is not available on closed RO or active FS cases.
Click this button to begin the process for adding a new dependent to the case.
TSI Reference Guide Sept. 2020
64
Edit Member Information
The Edit Member Information section displays information for the currently selected member
and allows staff to edit that information.
The Edit Member Information section is accessed by clicking the Edit button in the Case
Members section. When it displays, this section temporarily “overlays” the Case Members
section. Once the changes have been saved or cancelled, the Edit Member Information section
is replaced by the Case Member section.
The table below describes the fields and the Save button which are available for updating.
Data must be entered in the fields marked with an asterisk (*). Other buttons are described in
the Common Buttons and Links section.
Field Description
Title Use the drop-down menu to select the title, if applicable.
Name (fields) Last, First, and Middle.
Gender Male or Female
DOB Date of birth (MM/DD/YYYY format) or click Not Available.
SSN Nine digit SSN (no dashes) or click Not Available.
FVI Family violence indicator.
Only users with the appropriate security profile are allowed to update.
Member Status Status of the member on the case. Active or Inactive
TSI Reference Guide Sept. 2020
65
Field Description
The Member Status selection buttons are only displayed when editing a dependent record. (Not shown in example.)
Source Source of the updated information. Select a source by either
using the drop-down menu and selecting the appropriate source
OR
click one of underlined source codes that appear to the right of the field.
Button Description
Save Saves the information that has been updated.
Once the Save button has been clicked, a message confirms what type of update was made.
If there is an existing Name, DOB, or SSN for the member and one of these elements is
changed or updated, the system passes the new information through a process to determine
if the new information is from a more “reliable” source than the existing information.
If the new information is from a more reliable source, the information is saved, the
confirmation message is displayed, and the new information is displayed in the Case
Members section.
If the new information is from a source which is considered less reliable than the
source of the existing information, the new information is saved on the TXCSES
mainframe as an alias record, and a confirmation message such as “Name was
submitted for update.” is displayed. However, the new information will not be
displayed in the Case Members section even though it exists on the mainframe.
Only the source code of “User Override” will allow the update to display in the Case
Members section.
Caution: Do NOT reenter the new information. Reentry causes duplication of
information for that member record on the mainframe.
TSI Reference Guide Sept. 2020
66
Add New Dependent
The Add New Dependent section is accessed by clicking the Add New Dependent button in the
Case Members section. This section enables staff to add a new dependent to an existing case.
Dependents can be added only to an active RO case.
Before the Add New Dependent section can display, the Existing Member Search section is
accessed forcing the user to search TXCSES and look for an existing member record for the
dependent. (The Existing Member Search section is discussed below and the Add New
Dependent section will follow).
Just as with the Edit Member Information section, the Existing Member Search and Add New
Dependent sections temporarily replace the Case Members section. The Case Members section
redisplays after the action of adding a new dependent is either completed or cancelled.
Existing Member Search
The Existing Member Search section is used to search TXCSES in an attempt to locate a
dependent record for the dependent being added to the case.
TSI Reference Guide Sept. 2020
67
The table below describes the fields and the Search button for the Existing Member Search
section. Other buttons are described in the Common Buttons and Links section.
Field Description
Name: Last
(required if no member ID entered)
Last name by which to search.
May be used alone or in combination with any of the other member information fields.
Name: First First name by which to search. Must be used in combination with the last name.
Maximum of 15 characters: numbers, letters, and special characters (hyphen, comma, or blank space).
DOB Date of birth by which to search. Must be used in combination with the last name.
SSN Social security number by which to search.
May be entered alone or in combination with the last name, DOB, or member ID.
Member ID Eight-digit number assigned to a member record on TXCSES when the member was originally added to the system.
May be used alone or in combination with any of the other member information fields.
Button Description
Search Initiates a search based on the criteria entered by the user.
TSI Reference Guide Sept. 2020
68
Member Search Results
The result of a search is displayed in a new section titled Member Search Results located just
below the Existing Member Search section. The contents of the Member Search Results
section vary depending on the success of the search.
If no record on TXCSES matches or closely matches the data entered, a message displays
stating that “No records found for given search criteria.” The user has two choices for
proceeding:
conduct a new search by clicking the Clear button, entering new information, and
clicking the Search button
add a new member by clicking the Add New Dependent button
If records on TXCSES match or closely match the data entered, those results are displayed in
the Member Search Results section. Member records that match or closely match the data
entered are highlighted in yellow.
TSI Reference Guide Sept. 2020
69
The following table describes the columns, links, and buttons that display when one or more
records are located which match or closely match the search criteria entered.
Column Description
Sel Click in the circle located on the line of the member record to be updated.
Name (RTC) Name of the member record found and the member’s relationship to the case.
DOB Date of birth of the member.
SSN Social security number of the member.
Member ID Eight-digit number assigned to the member record.
Case ID (Status – Type)
Ten digit number assigned to the case record followed in parentheses the status of the case and the case type.
Cause ID (Status – County)
Number assigned to the cause when it was filed followed in parentheses the status of the cause and the name of the county in which the cause was filed.
Button Description
Add Selected Member
Select an existing member record in the SEL column and click this button to display the Edit Member Information section to use an existing member record for the dependent being added to the case.
Add New Dependent
Click this button, without making a selection, to display the Add New Dependent section and create a new member record for the dependent being added to the case.
Continue with Adding New Dependent
Once a search has been completed and the Add New Dependent button clicked the Add New
Dependent section displays. (The data entered as search criteria in the Existing Member
Search section automatically populates the appropriate field.)
TSI Reference Guide Sept. 2020
70
The table below describes the fields available on the Add New Dependent section.
Field Description
Title Use the drop-down menu to select the title, if applicable.
Name (required)
Enter the dependent’s full name – last, first, and middle.
Gender Gender of the dependent.
Click the appropriate selection button. (Male, Female or Not Available)
DOB (required)
Date of birth (MM/DD/YYYY format) or select Not Available.
SSN (required)
Nine digit SSN (no dashes) or select Not Available.
Source Source of the information (Texas sources). Select a source by either
using the drop-down menu and selecting the appropriate source
OR
click one of the underlined source codes that appear to the right of the field.(These vary depending on the user’s security category.)
Identification Information Section
The third section of the Case Information page (below the Main Header and Case Members
sections) is the Identification Information section. This section displays information for a
drivers’ license or a state identification number.
The table below describes the fields and buttons available in the Identification Information
section.
Field/Button Description
Identification Number Member’s driver’s license number or identification number.
Issuing State State in which the license or identification was issued.
Type Class type of license or identification.
Status Status of the license or identification.
Expiration Date Date the license or identification is due to expire.
TSI Reference Guide Sept. 2020
71
Field/Button Description
Edit Click to access Edit Identification Information to change the displayed license/identification information.
Note: This button is available only when there is an existing identification record displayed and when the member is a CP or NCP.
Add New Click to access Edit Identification Information to add a drivers’ license or identification number for the member currently displayed.
Note: This button is available only when the member is a CP or NCP and there are no existing identification records displayed.
Edit Identification Information
The Edit Identification Information section is accessed by clicking the Edit button or the Add
New button in the Identification Information section. When it displays, this section
temporarily “overlays” the Identification Information section.
The Edit Identification Information section allows staff to edit existing information or add new
identification information if none currently exists.
The table below describes the updatable fields that are available. Data must be entered in the
fields marked with an asterisk (*).
Field Description
Identification Number
Driver’s license number or identification number. (TX license numbers must only be 8 digits long.)
Issuing State State in which the license or identification was issued. Select a source by either
using the drop-down menu,
OR
clicking the source code located to the right of the field.
TSI Reference Guide Sept. 2020
72
Field Description
Class Type Type of license or identification.
Status Status of the license or identification.
Expiration Date Date the license or identification is due to expire.
Source Source of the information. Select a source by either
using the drop-down menu,
OR
clicking one of the source codes located to the right of the field.
If identification information exists and if one of these elements is changed or updated, the
system passes the new information through a process to determine if the new information is
from a more “reliable” source than the existing information.
If the new information is from a more reliable source, the information will be saved
and displayed in the Identification Information section.
If the new information is from a source which is considered less reliable than the
source of the existing information, the new information is saved on the TXCSES
mainframe as an alias record for the member. However, it does not replace the
existing information that appears in the Identification Information section when it
redisplays.
Whether the information is saved as an alias record on the TXCSES mainframe or as the
current record on the TXCSES Web, a confirmation message displays in the Messages box.
Member Address History Section
The fourth section of the Case Information page (below the Main Header, Case Members, and
Identification Information sections) is the Member Address History section. This section
displays the address information for the member currently selected in the Main Header section.
It also allows staff to add new address records or edit limited information on existing address
records.
TSI Reference Guide Sept. 2020
73
The table below describes the fields and buttons available in the Member Address History
section.
Field Description
Sel Click the button to specify the address record to view, add or edit a notepad or to edit limited fields of an address.
Only one record address may be edited at a time.
Address Displays the member’s address.
Type Type of address record – Mailing, Residential, or Service.
Status Status of the address record – Current, Pending or Past.
Received Date Date the address record was updated.
Notepad Indicates if additional information for the address record is available.
Button Description
Edit Select an address record to edit by clicking the appropriate line in the SEL column and then clicking this Edit button.
Displays the Address Add and Update section containing the address information available for the existing address record.
This button is available only when there is an existing record to edit.
Add New Click this button to display a blank Address Add and Update section to add a new address record for the member.
Close Select a current address record to close (and mark as “past”) by clicking the appropriate line in the SEL column and then clicking this button.
Displays the Close Address section.
Available only when there is an existing record to close.
Notepad Enables staff to view the existing notepad information and, if necessary, add additional information to the notepad.
Select an address record to view the notepad information by clicking the appropriate line in the SEL column and then clicking this button.
Displays the Notepad View and Add section.
This button is available only when there is an existing record to view.
Reset Clears fields on the currently selected address record (such as the Sel or Notepad fields).
Available only when there is an existing record displayed.
TSI Reference Guide Sept. 2020
74
Address Add and Update
The Address Add and Update section enables staff to edit limited fields on existing address
information or add a new address record. Never enter Confidential ID information in the
Address 1-3 fields.
The Address Add and Update section is accessed by clicking the Edit button or the Add New
button in the Member Address History section. When it displays, this section temporarily
“overlays” the Member Address History section.
The table below defines the available fields and buttons. When adding a new address all of the
fields displayed are blank and updatable. Data must be entered in fields with an asterisk (*).
Field Description
Address Type Designates whether the address is Domestic or Foreign.
Type Designates whether the address is a Mailing, Residential, or Service address.
When adding a new address, use the drop-down menu OR click “Mailing.”
Address 1-3 Address line 1 for the address record. Never enter Confidential ID
information in the Address 1-3 fields.
City City for the address record.
State State for the address record
TSI Reference Guide Sept. 2020
75
Field Description
ZIP ZIP Code for the address record.
Source Source which provided the address or additional notepad information.
Select a valid source code by either
using the drop-down menu,
OR
clicking one of the source codes links located to the right of the field.
Notepad Additional information about the address record.
The notepad field will be broken into two fields when an existing record is being updated – The Existing Notepad field will be display only. The Notepad field will be updatable.
Received Date Date the address record is being updated.
Update the date field by either:
clicking the Today link located to the right of the field
OR
enter the date (MM/DD/YYYY format)
Received Result Result of the addition or update for the address record.
Select a result code from the drop-down menu box.
Button Description
Save Indicates that the information entered is ready to be saved.
Reset Resets the data fields on the currently displayed page to their original values.
Clear Clears the data fields on the currently displayed page.
Cancel Cancels the addition or update and deletes all the information that has been entered or changed. When the Cancel button is pressed a pop-up window displays asking “Are you sure that you want to cancel the data entry?” and the following buttons may be chosen:
OK = Continue with the cancellation process
Cancel = Stop the cancellation process
When the Save button is clicked, the address information is sent through an address validation
process which standardizes the address information or displays address matching information
from which the user can choose. For more information about this process, see the Address
Validation (Code 1) section in this document.
When editing an existing address, the existing address information is displayed. If the address
is a complete address (Address Line 1, City, State, and ZIP Code), the ZIP Code extension,
Source, and Notepad fields are the only fields which can be updated.
TSI Reference Guide Sept. 2020
76
Close Address
The Close Address area enables staff to change the status of an address from Current to Past.
The Close Address area is accessed by clicking the Close button in the Member Address
History section of the Case Information page. When Close Address displays, it temporarily
“overlays” the Member Address History section.
With three exceptions, the fields and buttons present in the Close Address area are the same as
the fields in Address Add and Update section (described above). Therefore, only those
exceptions are described below.
Field Description
Close Result Select from the drop-down menu a reason for the address record being closed.
Addressee Unknw = Addressees Unknown
Duplicate Recrd = Duplicate Record
Insuff Address = Insufficient Address
New Addr Provid = New Address Provided
No Such Address
Other = Use with the Result Description field to enter a free formcomment.
Result Description Allows staff to type a description of why the address is being closed.
Can be updated only when Other is selected in the Close Result field.
Button Description
Close Click to save the closure information.
TSI Reference Guide Sept. 2020
77
Notepad View and Add
The Notepad View and Add section enables staff to view existing notepad information or add
additional notepad information for an existing address record.
The Notepad View and Add section is accessed by clicking the Notepad button in the Member
Address History section. When it displays, this section temporarily “overlays” the Member
Address History section.
The Notepad View and Add section has only two fields.
Field Description
Existing Notepad Displays any already existing notepad information for an address record.
Available only when notepad information already exists for the address record.
Notepad Allows staff to enter new information to the notepad.
If you are only viewing the information in the notepad, remember to click the Cancel button to
return to the Member Address History section.
Member Phones Section
The Member Phones section, available on the Case Information page, displays the available
telephone numbers for the member currently selected in the Main Header section.
This section also allows staff to add new telephone numbers, edit the Type, Status and close
existing telephone numbers. To add, edit and close phone numbers click on the Add/Edit/Close
button or the Add New button in the Member Phones section. The Add New button displays
only when there are no phone numbers are listed. Closed or past telephone numbers do not
display in the Member Phones section; they are stored on the TXCSES mainframe.
TSI Reference Guide Sept. 2020
78
Note: There should only be one phone number designated as a “current” phone for
each type of phone (such as Home, Work or Cell).
The table below describes the fields and buttons available in the Member Phones section.
Field/Button Description
Phone Number Displays the current or pending telephone numbers for the member.
Type Indicates the type of telephone number (cellular, home, friend, etc.).
Status Identifies whether the telephone number is:
Current - indicates the number is the Primary number for that phone Typeand that it has been verified as a good number.
Pending – indicates the number is a secondary phone, but it may not havebeen verified.
Add/Edit/Close Displays the Edit and Add Phones section where staff can add a new number, edit the data, or modify the status of an existing number.
Displayed only when there are existing records.
Add New Displays the Edit and Add Phones section where staff can add a new number.
Displayed only when there are no existing records.
Edit and Add Phones
The Edit and Add Phones section is accessed by clicking the Add/Edit/Close button or the Add
New button in the Member Phones section. When it displays, this section temporarily
“overlays” the Member Phones section.
TSI Reference Guide Sept. 2020
79
To add a new telephone number, enter the new number in the blank Phone Number fields and
select a Type and Status by using the down arrows to the right of those fields. To save the new
number, select a source by clicking on the down arrow to the right of the source field or click
on a source hyperlink (such as CP, NCP, DCK or CCK) and then press the Save button.
When editing the Type and Status of an existing telephone number, the existing data is
displayed. Click on the arrow to the right of Type or Status field, select the appropriate status
and press the Save button. Remember to close any phone numbers that are no longer current by
clicking on the “close” hyperlink and pressing the Save button. There should only be one
phone number designated as a “current” phone for each type of phone, but there may be
multiple pending numbers.
The table below describes the fields, hyper-links, and buttons available in the Edit and Add
Phones section.
Field Description
Phone Number Enter the telephone number for the member in the four available fields:
1st: three digit area code.
2nd: first three digits of the number
3rd: second four digits of the number
ext.: extension for the number if one exists
Type Designates the type of phone. Use the drop down arrow to the right of the field to choose the type: Cellular, Friend, Home, Message, Pager, Relative, and Work.
Status Designates the status of the number:
Current = primary phone verified as good.
Pending = secondary phone which may not have not been verified.
Past (or Closed) = is not or is no longer a good number.
Closed or Past telephone numbers do not display in the Member Phones section but are stored on the TXCSES mainframe.
Source Texas source which provided the telephone information.
Hyper-link Description
Close To close a phone or indicate it is a past phone number click on the “close” hyperlink to the right of the Status field.
Button Description
Save Indicates that the information entered is ready to be saved.
Reset Resets the data fields on the currently displayed page to their original values.
Cancel Cancels the addition or update and deletes all the information that has been entered or changed.
TSI Reference Guide Sept. 2020
80
Employment History Section
The Employment History section allows staff to view employment information or initiate a
request to SDU staff to update or add employment information for the member. Available on
the Case Information page, it displays the available employment records for the member
currently selected in the Main Header section.
The table below describes the fields and link available in the Employment History section.
Field Description
Employer Name of the employer where the member is or was employed. All employer records – current (active), pending, and past – are displayed.
Status – Date Status of the employer record and date the employment information was added and/or confirmed as a current employer.
Payroll Address Employer’s payroll address.
Phone/Fax Employer’s telephone and fax number.
TSI Reference Guide Sept. 2020
81
Using TXCSES Web, county and SDU staff have view-only access to the Employment History
section. As a result, the employment information cannot be updated directly. Staff can,
however, initiate a request to SDU staff to update the employment information on the TXCSES
mainframe. This is done by clicking the “click here” link in the sentence that states “If you
want to update employer information, click here to send an e-mail to the staff handling this
case.”
An e-mail form is displayed with the member’s name and ID number already in place.
SDU staff have both view and update access to the employment screens located on
the TXCSES mainframe.
TSI Reference Guide Sept. 2020
82
Cause Information Page The Cause Information page displays cause information for an existing case. From this page,
staff can view and update existing cause information for the case or add a new cause record to
the case.
This page can be accessed in any of the following ways:
selecting a cause number link from the Main Search page, Search Results section
selecting the Cause Information link from a Message section after a new case is created
clicking Cause Information in the list on the navigation panel (applicable only after a
case record is selected or when accessing this page from another one on the navigation
panel)
The following sections are included in the Cause Information page:
Main Header ─ displays basic case information, the member record currently selected,
and the cause number currently selected
Cause Information section
Main Header Section
The Main Header section displays basic case information as well as the member and cause
information currently selected. Because this section is the first section displayed on the
majority of the TXCSES Web pages, it has been described earlier in this document and will not
be repeated here. (See Case Information, Main Header Section.)
TSI Reference Guide Sept. 2020
83
Cause Information Section
The Cause Information section (the second section available on the Cause Information page)
displays the cause information for the cause number listed in the Cause Status - ID - County
field of the Main Header section. (Use the drop-down menu for the Cause Status - ID - County
field to change the cause number to be displayed.)
Once changes are made and the Save button is clicked, any error or lack of needed information
is indicated by a message identifying the problem. (For example, if the user enters a date in a
format other than MM/DD/YYYY, the message states that the date needs to be entered in the
correct format.) If there are no errors or missing information, the message states that the
"Cause was successfully updated."
TSI Reference Guide Sept. 2020
84
The table below describes the fields that are displayed in the Cause Information section.
Updating or changing information in the Cause Information section is limited to the fields
noted as “updatable” in the table. Once a cause record is saved on the system, only certain
fields are updatable (as noted below).
Field/Button Description
Country Country in which the cause was filed.
State State in which the cause was filed.
County County in which the cause was filed.
Court (updatable)
Court in which the cause was filed.
Use the drop-down menu to change the court in which the cause was filed.
Cause ID Number assigned to the cause when it was filed.
Status (updatable)
Status of the cause record.
Registry Type (updatable)
Type of registry through which the payments were ordered to be made.
Selecting LOCAL may result in the following extra processing after the Save button is clicked:
The system verifies the date in the Cause Start Date field.
If the Cause Start Date is on or after 09/01/2003, the system provides twoitems for the user:
1. Message: “Causes entered after 08/31/2003 should be Type=STATE.Check the Registry Override box if you want to keep the enteredinformation.”
2. Registry Override check box displays below the Cause Start Date fieldwith the instruction to “Check if Registry Type = LOCAL and Cause startsafter 08/31/2003.”
The user must then choose one of three options:
1. change the start date – Once the Continue button is clicked, the systemassesses the data again.
2. change the registry type – Once the Continue button is clicked, thesystem assesses the data again.
3. check the Registry Override box.
Cause Start Date (updatable)
Earliest of one of the following dates:
order was signed by the judge
first payment is due
hearing was held
Note: If the cause start date is greater than the case creation date, the cause start date is changed to the case creation date and the original cause start date is documented in the case notes.
Enter date in the MM/DD/YYYY format (include slashes).
Order Modified Date (updatable)
Date on which the order was modified.
This date must be after the cause start date and entered in the MM/DD/YYYY format (include slashes).
TSI Reference Guide Sept. 2020
85
Field/Button Description
Redirect Date Date one of the following events occurred:
The system sent a Notice of Place of Payment (NOPP) because the casewas opened with a Registry Type code of "L" (for Local Registry) and laterchanged to "S" (State Registry).
The user sent a reverse NOPP from the TXCSES mainframe Registry-Only Payment Redirect (ROPR) Screen and changed the State Registrycode from "S" to "L."
The payment was redirected to another state's payment registry.
SCR Completion Date
Date all of the data elements required for the State Case Registry (SCR) were entered into the system.
TXCSES determines, through an automated process, that the case contains the minimum data elements for the SCR. It automatically flags the case as meeting these requirements and populates this field with the date all of the required data elements were entered into the system.
Cause Creation Date
Date on which the cause information was first entered via TXCSES Web.
Cause Creation User ID
User ID of the individual who initially entered the cause information via TXCSES Web.
Cause Creation County
County to which the individual who initially entered the cause information in TXCSES Web is assigned.
Last Cause Update Date
Date on which the cause information was last updated via TXCSES Web.
Last Cause Update User ID
User ID of the individual who last updated the cause information via TXCSES Web.
Other Cause ID 1 (updatable)
Additional cause number associated with the case.
Maximum of 15 characters. Do not enter a blank space as the first character.
Other Cause ID 2 (updatable)
Second cause number associated with the case.
Maximum of 15 characters. Do not enter a blank space as the first character.
County Case ID (updatable)
Case ID assigned by the county.
Maximum of 15 characters. Do not enter a blank space as the first character.
Stradus Cases Converted Stradus case number.
Obligated Amount (updatable)
Amount the obligor is ordered to pay in the order filed under this cause number.
Amount entered in this field does not result in the accrual of arrears or interest. This data is stored separately from the arrears amounts in TXCSES that are used in TXCSES calculations.
If this field is updated, the Frequency of Obligation field must be updated also.
Enter only numeric characters with a decimal.
Note: If the user does not include a decimal, the system adds one to the end of the number entered. For example, "256" becomes "256.00" after the information is processed.
TSI Reference Guide Sept. 2020
86
Field/Button Description
Frequency of Obligation (updatable)
How often the obligation amount is to be paid as assigned in the order.
If this field is updated, the Obligated Amount field must be updated also.
Obligated Arrears (updatable)
Amount of the arrears that were confirmed in the order filed under this cause.
The amount entered in this field does not result in the accrual of arrears or interest. This data is stored separately from the arrears amounts in TXCSES that are used in TXCSES calculations.
Enter only numeric characters with a decimal.
Note: If the user does not include a decimal, the system adds one to the end of the number entered. For example, "60000" becomes "60000.00" after the information is processed.
Arrears As Of Date (updatable)
Date as of which the arrears confirmed in the order were calculated.
Required field if amount entered in Obligated Arrears field.
Enter in the "MM/DD/YYYY" format (include slashes).
Payment Processing Notes
Any additional information (up to 100 characters) that would assist Payment Processing staff in interpreting the cause information.
Although an editable field, no history is maintained of previously entered data.
Button Description
Add New Cause Indicates the user wishes to add a new cause for the case.
TSI Reference Guide Sept. 2020
87
Add New Cause
The Add New Cause section enables the user to add a new cause record to an existing case.
The Add New Cause section is accessed by clicking the Add New Cause button in the Cause
Information section. When the Add New Cause section displays, it temporarily “overlays” the
Cause Information data.
Once information is entered and the Save button is clicked, any error or lack of needed
information is indicated by a message identifying the problem. (For example, if the user enters
a date in a format other than MM/DD/YYYY, the message states that the date needs to be
entered in the correct format.) If there are no errors or missing information, the message states
that the "Cause was successfully added."
TSI Reference Guide Sept. 2020
88
The following table describes the fields that can be updated when adding a new cause record to
an existing case.
Field Description
County (required)
County in which the cause was filed.
County user – county displayed is determined by user’s ID and cannot be changed.
OAG or SDU user – select a county from the drop-down list.
Court (required)
Select a valid court in which the cause was filed.
If specified county is served by... then the...
multiple courts default value is blank.
a single court default value is the court thatserves that county.
Cause ID (required)
Number assigned to the cause when it was filed.
Maximum of 15 characters: numbers, letters, and special characters (hyphen, comma, or blank space). Do not enter a blank space as the first character.
Registry Type (required)
Two selection buttons, LOCAL and STATE, from which to choose the type of registry through which the payments were ordered to be made.
Selecting LOCAL results in the following extra processing after the Save button is clicked:
The system verifies the date in the Cause Start Date field.
If the Cause Start Date is on or after 09/01/2003, the system provides twoitems for the user:
1. Message displays: “Causes entered after 08/31/2003 should beType=STATE. Check the Registry Override box if you want to keep theentered information.”
2. Registry Override check box displays below the Cause Start Date fieldwith the instruction to “Check if Registry Type = LOCAL and Causestarts after 08/31/2003.”
The user must then choose one of three options:
1. change the start date – Once the Continue button is clicked, thesystem assesses the data again.
2. change the registry type – Once the Continue button is clicked, thesystem assesses the data again.
3. check the Registry Override box.
Cause Start Date (required)
Earliest one of the following dates:
order was signed by the judge
first payment is due
hearing was held
Note: If the cause start date is greater than the case creation date, the cause start date is changed to the case creation date and the original cause start date is documented in the case notes.
Enter date in the MM/DD/YYYY format (include slashes).
Order Modified Date on which the order was modified (if applicable). This date must be
TSI Reference Guide Sept. 2020
89
Field Description
Date after the cause start date and
entered in the "MM/DD/YYYY" format (include slashes).
Other Cause ID 1 Additional cause number associated with the case (if applicable).
Maximum of 15 characters. Do not enter a blank space as the first character.
Other Cause ID 2 Second cause number associated with the case (if applicable).
Maximum of 15 characters. Do not enter a blank space as the first character.
County Case ID Case ID assigned by the county (if applicable).
Maximum of 15 characters. Do not enter a blank space as the first character.
Obligated Amount Amount the obligor is ordered to pay in the order filed under this cause number.
Amount entered in this field does not result in the accrual of arrears or interest. This data is stored in TXCSES separately from the arrears amounts used in TXCSES calculations.
If this field is updated, the Frequency of Obligation field must be updated also.
Enter only numeric characters with decimals.
Note: If the user does not include a decimal point, the system adds them to the end of the number entered. For example, "256" becomes "256.00" after the information is processed.
Frequency of Obligation
How often the obligation amount is to be paid as indicated in the order.
If this field is updated, the Obligated Amount field must be updated also.
Obligated Arrears Amount of arrears that were confirmed in the order filed under this cause.
Amount entered in this field does not result in the accrual of arrears or interest. This data is stored separately from the arrears amounts in TXCSES that are used in TXCSES calculations.
Enter only numeric characters with a decimal.
Note: If the user does not include a decimal, the system adds one to the end of the number entered. For example, "60000" becomes "60000.00" after the information is processed.
Arrears As Of Date (may be required)
Date as of which the arrears confirmed in the order were calculated.
Enter in MM/DD/YYYY format (include slashes).
Required field if amount entered in Obligated Arrears field.
Payment Processing Notes
Any additional notes (up to 100 characters) that would assist Payment Processing staff in interpreting the cause information.
Although an editable field, no history is maintained of previously entered data.
Note: All users with access to TXCSES Web pages have access to this field.
TSI Reference Guide Sept. 2020
90
Case Status Update Page
County and SDU staff use the Case Status Update page to close an active RO case or to
reactivate a closed RO case.
This page can be accessed by clicking Case Status Update in the list on the navigation panel.
Information displays only after a case or cause record has been selected from the Main Search
page/Search Results section or when coming from another page on the navigation panel.
The Case Status Update page consists of two sections: the Main Header and the Case Status
Update section itself.
TSI Reference Guide Sept. 2020
91
Main Header Section
The Main Header section displays basic case information as well as the member and cause
information currently selected. Because this section is the first section displayed on the
majority of the TXCSES Web pages, it has been described earlier in this document and will not
be repeated here. (See Case Information, Main Header Section.)
Case Status Update Section
County and SDU staff use the Case Status Update section to close an active RO case or to
reactivate a closed RO case.
The following table describes the fields and the less common buttons that are displayed in the
Case Status Update section.
Field/Button Description
Case Status Select Active or Closed to indicate the type of update.
The default is the current case status as reflected in the Case Status column in the Main Header section.
Case Closure Reason
Select a reason for closing the case.
Displays only after Closed is selected in the Case Status field.
Other Reason Displays only if Other is selected as the Case Closure Reason.
Existing Notepad (read only)
Displays the reason selected for the previous case status update and notepad comment entered at that time.
Notepad Enter additional information as necessary to fully document the reason for the update to the case status.
Update Click this button to save the entered case update.
TSI Reference Guide Sept. 2020
92
Closing a Registry-Only Case
SDU staff have the ability to close RO cases in any county. County staff is authorized to close
only those RO cases assigned to their specific county.
Once staff have changed the Case Status to “Closed,” selected the closure reason, entered
comments in the Notepad (if needed), and clicked the Update button, the case is flagged for
closure. Note that no changes are evident in the Main Header section. (See example below.)
During the overnight batch process, if the case successfully closes, the following results are
indicated in the Main Header:
The Case Status field changes to CLOSED with the new closure date.
The Cause Status field changes to HISTORICAL.
TSI Reference Guide Sept. 2020
93
However, if the case does not successfully close because of certain financial and legal
conditions, such as a “Manual IRS Adjustment Required” or “Awaiting Approval of Support
Order,” the results are as follows:
The case does NOT close but remains flagged for closure.
A message is sent to OAG staff notifying them that the case has failed to close and
advising them to take the appropriate action to resolve the problem.
Note: If the case has not closed within a week, county staff may report this to the
Problem Resolution Call Center at 1-877-474-4463.
TSI Reference Guide Sept. 2020
94
Reactivating a Registry-Only Case
Staff may reactivate a closed RO case using the Case Status Update section.
OAG staff also has the capability to reactivate a closed registry-only case on the TXCSES
mainframe.
Once staff have changed the Case Status to “Active,” added explanatory comments in the
Notepad field, and clicked the Update button, the case is reactivated.
If an Add New Case action results in a match with a closed RO case and staff choose to
reactivate the closed RO case, the Case Status is changed to Active. Any new member
information displays as appropriate. If a historical cause record was updated, the Cause Status
is changed to Active.
TSI Reference Guide Sept. 2020
95
Reactivating and Changing a Full-Service to a Registry-Only Case
If an Add New Case action results in a match with a closed Full Service (FS) case, the case is
reactivated and the Case Status is changed to Active. The Service Level is changed from FS to
RO. The Case Type is changed from a IV-D to a non IV-D case type. Any new member
information displays as appropriate. If a historical cause record is updated, the Cause Status is
changed to Active.
Payee Information Page The Payee Information page displays disbursement address information for the member
currently selected in the Member Name field of the Main Header section. (Use the drop-down
menu for the Member Name field to change the member record currently displayed.)
This page can be accessed by clicking Payee Information in the list on the navigation panel.
Information displays only after a case or cause record has been selected from the Main Search
page/Search Results section or when accessing this page from another one on the navigation
panel.
The Payee Information page contains two sections: Main Header and Payee Information.
TSI Reference Guide Sept. 2020
96
Main Header Section
The Main Header section displays basic case information as well as the member and cause
information currently selected. Because this section is the first section displayed on the
majority of the TXCSES Web pages, it has been described earlier in this document and will not
be repeated here. (See Case Information, Main Header Section.)
Payee Information Section
The Payee Information section consists of one area – Warrant Recipient Address/How
Disbursed. The data in the Warrant Recipient Address/How Disbursed section are display-only
and, therefore, cannot be updated.
The Warrant Recipient Address/How Disbursed section consists of two areas:
Payments Made via Warrant – displays the disbursement address for disbursements
generated as warrants
Payments Made via EFT (Electronic Funds Transfer) – displays the disbursement
address for disbursements made electronically through the Electronic Funds Transfer
(EFT) process
Note: If, on the TXCSES mainframe, there is a Warrant Recipient Override (WROV)
record, the warrant recipient override name and address information is
displayed. If no WROV record exists, the member’s name and address is
displayed.
WROV information can be updated and viewed only on the TXCSES
mainframe. The WROV window is accessed from the Support Order – Cause
Information (CAUS) Screen by using the F5=WROV function key.
TSI Reference Guide Sept. 2020
97
The data elements displayed, when available, for each area of the Warrant Recipient
Address/How Disbursed section are listed below in the order in which they appear. (If no
disbursement address information is available, the associated data fields will be blank.) While
all users with access to the application are able to display the Payee Information page, only a
limited number of users are able to view the bank routing and account information.
Area Data Elements
Warrant Area Warrant Recipient Name
Address Line 1
Address Line 2
Address Line 3
Address Line 4
City
State
Zip
EFT Area EFT Address:
EFT Activation Date
EFT Termination Date (displayed in red text)
Bank Routing Number
Bank Account Number
Bank Account Type
Bank Name
Bank Address Line 1
Bank Address Line 2
Bank Address Line 3
Bank Address Line 4
City
State
Zip
Bank Phone Number (including extension)
TSI Reference Guide Sept. 2020
98
Release of Information Page The Release of Information page indicates whether the member currently selected in the
Member Name field of the Main Header section has authorized the release of case related
information to an Authorized Representative. Use the drop-down menu for the Member Name
field to change the member record currently displayed.
Staff must always verify the identity of an Authorized Representative before releasing
information. Any information not authorized for release should never be released. Confidential
information contained in the TXCSES Web Correspondence diary must never be disclosed to
CPs and NCPs or an Authorized Representative. Reading diary entries to any caller or telling
one party what another party said or did constitutes a breach of confidentiality.
If an Authorized Representative is listed for a member, case related information (that would
normally be released to the case member about themselves) may be released to the Authorized
Representative listed for that member. See the Confidentiality section near the end of this
document for additional information. If no Authorized Representative is displayed, the member
has not authorized anyone to receive case related information on his or her behalf. For this
reason, case related information cannot be released to anyone other than the member
him/herself.
A CP or NCP may authorize any of the following to receive case status information to which
the CP or NCP is entitled:
another person
private attorney
representative from a private collection agency (PCA)
representative from another organization
Local Registry
However, each member of a case may only have one Authorized Representative at a time.
The Release of Information page can be accessed by clicking on Release of Information from
the list on the navigation panel. Information displays only after a case or cause record has been
selected from the Main Search page/Search Results section or when coming from another page
on the navigation panel. The data in the Release of Information section is display-only.
Release of Information data can be updated only on the TXCSES mainframe using the Release
of Information (RINF) screen. This authorization takes effect upon receipt by the OAG of a
completed Authorization for Release of Information (Form 1A004). Upon a request from a CP
or NCP to authorize a representative, OAG or SDU staff must generate a Form 1A004. The
public may access Release Forms and Revocation of Release forms on the OAG Child Support
Interactive website under forms. However, the case member must send the form to the OAG to
be updated before the authorization will take effect.
TSI Reference Guide Sept. 2020
99
Main Header Section
The Release of Information page contains two sections:
Main Header section
Release of Information section.
The Main Header section displays basic case information as well as the member and cause
information currently selected. Because this section is the first section displayed on the
majority of the TXCSES Web pages, it has been described earlier in this document and will not
be repeated here. (See Case Information, Main Header Section.)
TSI Reference Guide Sept. 2020
100
Release of Information Section
The table below defines the fields displayed for the Release of Information section.
Field Description
Authorized Contact Type
Information used by the TXCSES mainframe to determine if correspondence can be mailed to the authorized contact.
Verbally Only = Correspondence cannot be mailed to the authorized contact.
Attorney/PCA and Member = Correspondence can be mailed to both themember and the authorized contact.
Attorney Only = Correspondence can be mailed only to the authorizedcontact.
Contact Type Type of contact authorized to receive case related information: Attorney or Member Contact
Attorney Name Name of the attorney authorized to receive case related information.
Displayed only when the Contact Type is an Attorney.
Name Name of the person authorized to receive case related information.
Displayed only when the Contact Type is a Member Contact. (This is not shown in the example above.)
Address Address of the attorney or person authorized to receive case related information.
Firm Name of the attorney’s firm. Displayed only when the Contact Type is an Attorney.
Institution Name Name of the institution or member contact’s institution. Displayed only when the Contact Type is a Member Contact
Country Country for the address of the person authorized to receive case related information.
County County for the address of the person authorized to receive case related information.
Phone Phone number of the attorney or member contact authorized to receive case related information.
Fax Fax number of the attorney or member contact authorized to receive case related information.
TSI Reference Guide Sept. 2020
101
Full-Service Case Update Request Page
The Full-Service (FS) Case Update Request page allows county staff to send OAG staff an
update regarding information on an FS case for the current cause number selected in the Main
Header section. This page can be accessed by clicking the Full-Service Case Update Request
tab located in the navigation panel. Information displays only after a case or cause record has
been selected from the Main Search page/Search Results section or when coming from another
page on the navigation panel. The Full-Service Case Update Request page consists of two
sections:
Main Header
Request for Update on Full-Service Case
To initiate a Full Service Case Update the user must type a message into the Comments section
and then press the Submit button. A confirmation message displays stating “Your update
request has been submitted.” OAG staff will receive notification, review the information
provided and take the next appropriate action. However, to facilitate the request the user may
want to fax, mail or scan and email the new orders to the child support office listed in the main
header. If the child support office has a pick up bin for orders that is another option.
NOTICE! Once the user moves away from the Full Service Request Update page
there is no other visible automated documentation on the case indicating
a Full Service Update Request was made. The user may want to copy the
comments from the comments box before submitting the request so that
they may paste them into the Correspondence Update Page.
TSI Reference Guide Sept. 2020
102
SDU staff does not have the security access to initiate a Full-Service Case Update Request.
SDU staff must access the TXCSES mainframe and initiate the request from the Citizens
Inquiry Activities (CTZA) Screen. In addition, an error message displays “Request update is
only allowed for Full Service cases” when Full Service Case Update is selected on RO cases.
Main Header Section
The Main Header section displays basic case information as well as the member and cause
information currently selected. Because this section is the first section displayed on the
majority of the TXCSES Web pages, it has been described earlier in this document and will not
be repeated here. (See Case Information, Main Header Section.)
Request for Update on Full-Service Case
The table below defines the fields and the Submit button that appear in the Request for Update
on Full-Service Case section. Other buttons are described in the Common Buttons and Links
section. All the fields in this section are updatable.
Field Description
Cause ID
(required)
Cause number about which county staff is inquiring.
Use the drop-down menu for the Cause Status – ID – County field located in the Main Header section to change the cause number currently displayed.
Cause Start Date Start date of the current cause record displayed.
Cause Modified Date
Date the cause record was modified.
Comments
(required)
Field in which county staff provide information to the OAG about the selected cause.
Text entered in this field is displayed on the TXCSES mainframe exactly as entered.
If county staff requests information, they must include an e-mail address or a phone number in this Comments field.
Button Description
Submit Saves the data that has been entered and sends the request.
TSI Reference Guide Sept. 2020
103
Correspondence Update Page The Correspondence Update page allows staff to document correspondence initiated or
received on the case displayed. All documentation created from this page displays on the
Correspondence Diary page. For counties that have signed a Customer Service Contract, the
system documents customer service activities when the county completes the “Correspondence
Update” section.
This page can be accessed by clicking the Correspondence Update tab located on the
navigation panel. Information displays only after a case or cause record has been selected from
the Main Search page/Search Results section or when coming from another page on the
navigation panel.
The Correspondence Update page consists of two sections:
Main Header
Correspondence Update
TSI Reference Guide Sept. 2020
104
Main Header Section
The Main Header section displays basic case information as well as the member and cause
information currently selected. Because this section is the first section displayed on the
majority of the TXCSES Web pages, it has been described earlier in this document and will not
be repeated here. (See Case Information, Main Header Section.)
Correspondence Update Section
The currently selected cause number displayed in the Cause Status – ID – County field in the
Main Header is listed with the correspondence entry when this section is updated. Before
entering information in this section, verify that the cause number displayed is the correct one.
If it is not the correct cause number, use the drop-down menu to select another cause number
or the case level option.
The table below describes the fields and buttons available for updating in the Correspondence
Update section.
Field Description
Inquiry Type (required)
Select the type of inquiry received.
Party (required)
Select the party’s relationship to the case or organization making the inquiry.
If Custodial Parent option is selected, the CP member record must be the record selected in the Member Name field located in the Main Header section. Also true for the NCP option.
If the CP Attorney option is selected, the CP member record must have an authorized attorney record listed on the Release of Information page. Also true for the NCP Attorney option.
Party Name Enter the name of the party making the inquiry.
Entry required If Other or State Agency is selected in the Party field.
Reason (required)
Select the reason for the inquiry.
Other Reason Enter the reason for the inquiry.
Entry required if Other is selected in the Reason field.
Result
(required)
Select result or way in which the inquiry was completed.
Other Result Enter the result of the inquiry.
Entry required if Other is selected in the Result field.
Notepad Enter additional information as necessary to fully document the reason and final outcome of the inquiry.
Entry required for county users.
Button Description
Save Indicates that the information entered is ready to be saved.
Clear Clears the data fields on the currently displayed page.
TSI Reference Guide Sept. 2020
105
Correspondence Diary Page The Correspondence Diary page displays all correspondence related entries for a case. These
entries can be created by either TXCSES Web or TXCSES mainframe users.
County staff can view only those entries made on Full Service (FS) cases starting on
09/01/2005. County, SDU, and OAG staff can view note entries made on RO cases on
STRADUS from the beginning of STRADUS.
This page can be accessed by clicking Correspondence Diary in the list on the navigation
panel. Information displays only after a case or cause record has been selected from the Main
Search page/Search Results section or when coming from another page on the navigation
panel.
The Correspondence Diary page consists of two sections:
Main Header
Correspondence Diary
TSI Reference Guide Sept. 2020
106
Main Header Section
The Main Header section displays basic case information as well as the member and cause
information currently selected. Because this section is the first section displayed on the
majority of the TXCSES Web pages, it has been described earlier in this document and will not
be repeated here. (See Case Information, Main Header Section.)
Correspondence Diary Section
SDU and OAG staff can view all entries present in the Correspondence Diary section. Because
of security profiles, county staff can view only those entries created on or after September 1,
2005.
The following tables describe the fields, buttons and links present in the Correspondence Diary
section.
Field Description
Date Date user made the entry to the case. The dates display as active hyper-links. Click on a specific date, it moves to the top of the display and older correspondence entries display below it. This feature may be used to move to the next page of the Diary, but the links for that purpose are easier to use.
Type Method in which the inquiry was made:
office inquiry
telephone inquiry
written inquiry
Reason Reason for the inquiry.
Party Type Party’s relation to case or contact type that made the inquiry.
Party Name Name of the party making the inquiry.
Result Result or way in which the inquiry was completed.
Cause ID Cause number to which the inquiry relates.
User – County ID of the user who initiated or received the inquiry and the county code of that user.
Notepad Indicates whether or not there is additional information available for the entry.
Y (Yes) = additional information exists. Displays as an active hyper-link.
Click the Y indicator to access the Correspondence Notepad section and view the additional information.
N (No) = no additional information exists.
Start Date (month and year)
Allows staff to initiate a search specifying the month and year in which to search.
Select a valid option using the drop-down menu.
Note: County staff, due to security profiles, can view only those entries created on or after implementation.
TSI Reference Guide Sept. 2020
107
Button Description
Search Initiates a search for entries within the month and year specified in the Start Date fields.
Note: If there are no records for the month and year specified, a message “No records found” will display. Staff will be required to refresh the section before being able to initiate a new search or view any previously displayed entries. To refresh the section, use the drop-down menu box for the Member Name field in the Main Header section and change selected members.
Link Description
First Page Available only when more records exist than can be displayed on one page.
Click the link to “go back” to the first page of records.
Previous Page Available only when more records exist than can be displayed on one page.
Click the link to “go back” one page at a time and view previously displayed records.
Next Page Available only when more records exist than can be displayed on one page.
Click the link to “go forward” one page at a time.
Last Page Available only when more records exist than can be displayed on one page.
Click the link to “go forward” to the last page of records.
Correspondence Notepad Section
The Correspondence Notepad section displays additional information for a specific
correspondence diary entry. This section is accessed when staff clicks the “Y” indicator
located in the Notepad field in the Correspondence Diary section. When it displays, this
section temporarily “overlays” the Correspondence Diary section.
The table below describes the field and buttons present in the Correspondence Notepad section.
Field Description
Correspondence Notepad
The first line displays the date, user ID, and name of the person who created the notepad entry. Additional lines display information entered by the user.
Note: The first line is repeated for each new entry followed by additional lines of information entered by the user.
Button Description
Cancel Closes the Correspondence Notepad and redisplays the Correspondence Diary.
TSI Reference Guide Sept. 2020
108
Financial Summary Page The Financial Summary page displays various types of financial information for the case and
cause number and member name currently selected in the Main Header section. The drop-
down menu for the Cause Status – ID – County field can be used to display information at the
case level or for another cause number. Use the drop-down menu for the Member Name field
to change the member record currently selected.
Warning: If “case level” is not selected from this drop-down menu, only cause
level financial information is displayed.
The Financial Summary page does not display information for a dependent or a pending cause
number. If the message “No Records Found” is displayed in any of the sections, check the
Main Header area and change the record currently selected if the dependent and/or a pending
cause number is displayed.
The Financial Summary page is accessed by clicking the Financial Summary tab located on the
navigation panel. Information displays only after a case or cause record has been selected from
the Main Search page/Search Results section or when coming from another page on the
navigation panel.
The Financial Summary page contains the following sections.
Main Header
Collections
Recoupment Summary
Disbursement Summary
Support Order Obligations
Arrears
Please take note of the banner “Warning! May Contain Federal Tax Information” below
the Main Header section of the Financial Summary page and before the Collections section.
This warning applies to all sections on this page. Refer to Confidentiality Policy for any
questions on Federal Tax Information (FTI).
TSI Reference Guide Sept. 2020
109
Main Header Section
The Main Header section displays basic case information as well as the member and cause
information currently selected. Because this section is the first section displayed on the
majority of the TXCSES Web pages, it has been described earlier in this document and will not
be repeated here. (See Case Information, Main Header Section.)
Collections Section
The Collection section of the Financial Summary page displays collection information for any
selected case and cause. Please take note of the banner “Warning! May Contain Federal Tax
Information” preceding the Collections section of the Financial Summary page. Refer to
Confidentiality Policy for any questions on Federal Tax Information (FTI).
The displayed collection information is determined by whether the case is FS or RO.
Z6HEG
Cross-Out
TSI Reference Guide Sept. 2020
110
If this page is displayed at the case level, only those collections that are posted at the
case (voluntary) level are included and the words “Case Level” display to the right of
the case ID. Collections posted to the cause on the case are not included. (“Case Level”
must be selected from the Cause Status drop-down list in the header to see case level
payments.)
If this page is displayed at the case and cause level, only those collections that are
posted to the selected cause on the case are displayed. Collections posted only at the
case (voluntary) level are not included.
The user can display collections for a particular date range (year and month) as well as those
beginning with a particular date.
The table below describes the fields, buttons, and links present in the Collections section.
Data Element Description
Future Pay Disbursement
Total of all receipts currently applied to future pay and disbursed that are posted to the selected case and cause
Held Collections Total held collections posted to the selected case and cause
Future Pay Cash Total value of all receipts with a cash value held as future payments posted to the selected case and cause
Held Collections Total held collections posted to the selected case and cause
Future Pay Non-Cash
Total value of all receipts with a non-cash value (payment credit receipts) held as future payments posted to the selected case and cause
Date Initial date of receipt
Click the date for any displayed collection row to change the begin date for the displayed collections. Only collections dated on or before the selected date are displayed and any collections with dates that are after the selected date are automatically removed. For example, if the user clicks the date link for a collection dated 11/05/2010, only those collections dated 11/05/2010 and earlier are displayed.
OAG Receipt ID 16 digit receipt ID assigned by TXCSES
SDU Receipt ID Up to 22 digit receipt ID assigned by the SDU (This ID does not exist for payment credits.)
Click the SDU Receipt ID to display an image of the payment instrument.
Note: The first time you attempt to display the image, a Security Warning window will pop up. You need to indicate that you want to trust the content from the image viewer so that the software is loaded that allows the image to be displayed.
TSI Reference Guide Sept. 2020
111
Data Element Description
Receipt Status Indicates the current status of the receipt, based on field values and indicators on the RCTH file. Some of the indicators used on the RCTH file are described below.
Multi Receipt composed of collections from multiple cases
Refund Receipt that has never been refunded
Adj Receipt that has been adjusted
Unidentified Receipt that has not been identified (tied to a case)
Susp Receipt that has been placed in the suspense file
Hld Receipt that is held
Rlse Receipt that has been released
Identified Receipt that has been identified
Future-pay Active future pay receipt which has not been distributed
Non-Future-pay-process Receipt is not a future pay receipt
Pass Indicates the receipt is to be bypassed
Status of a receipt is determined by various combinations of these indicators. For example, the status of "Overage" is determined by a "true" value in the Held, Release, Undistributed and Future Pay indicators.
A receipt with one of the following status descriptions does not display:
Multi Receipt
Refunded Receipt
Adjusted Receipt
Unidentified Receipt
Suspense
Receipts with the following receipt status descriptions can be displayed:
Unreleased
Undistributed
Errored
Future Pay Disbursed
Future Pay Non-Cash
Future Pay Cash
Overage
Fully Distributed
Partially Distributed
Held
Collection Amount Indicates the amount of the receipt.
Distributed Amount
Indicates the amount of the receipt that has been distributed.
Start Date Select a month and year to display collections for a particular date range.
It is assumed that the user wants to view receipts from the end of the month and year selected and prior. For example, if the user selects "May 2010," receipts dated May 31, 2010 and prior are displayed. A future month and year cannot be selected.
Search Clears the displayed data and allows a new search to be conducted by specified start date.
First Page Previous Page Next Page Last Page
Provides access to collection information while, at the same time, clearing any data from the date range fields.
TSI Reference Guide Sept. 2020
112
Recoupment Summary Section
The Recoupment Summary section of the Financial Summary page displays the following
information for the member selected in the Main Header section:
Recoupments
Repayments
Held collections
The Recoupment Section displays the following data elements for the selected member.
Data Element Description
Recoupment Balance Recoupment balance for the member, excluding any unrecoverable recoupment amounts.
Repayment Balance Repayment balance for the member.
Total Balance Due Total unpaid recoupment and/or repayment amounts owed by the member.
Held Items Payable to Member Amount
Total number of held items that are payable to the member and the total dollar amount of those items.
Other Held Items due Member Amount
Total number of held items that are due to the member but payable to someone else (e.g., interstate payments) and the total dollar amount of those items.
Total Held Items due Member Amount
Total number of held items due the member (includes items payable to the member and payable to someone else) and the total dollar amount of those items.
TSI Reference Guide Sept. 2020
113
Disbursement Summary Section
The Disbursement Summary section displays disbursement information for the case and cause
selected in the Main Header section.
If the screen displays at the case level, only those disbursements for collections that
were posted at the case (voluntary) level are included and the words “Case Level”
display to the right of the case ID. Disbursements for collections that were posted to
the cause on the case are not included. (“Case Level” must be selected from the Cause
Status drop-down list in the header to see case level payments.)
If the screen displays at the case and cause level, only those disbursements for
collections that were posted to the selected cause are included. Disbursements for
collections that were posted only at the case (voluntary) level are not included.
The disbursements listed in this section are displayed in descending chronological order.
The following data elements are displayed for each disbursement listed in this section:
Column/Field Description
Details Click the “+“ to display disbursement details in reverse chronological order:
Warrant History Dates (dates corresponding to changes in status)
Warrant History Status Descriptions (changes in status, such asDisbursed, Issued, Mailed, Paid)
Total Amount (of the warrant)
Note: Warrants can be the result of combined disbursements frommultiple unrelated cases and/or causes. If the result of combined funds from two or more cases or causes and not part of a bundled payment to another state or a third party payee, such as a private collection agency, a pop-up window provides information for each of the disbursements:
TSI Reference Guide Sept. 2020
114
Column/Field Description
Case ID
Cause (A cause might not be associated with all disbursements.)
Amount (If the instrument amount is a combination of funds fromtwo or more causes on the same case, display a breakdown bycause number.)
Mailing Address (to which the warrant was disbursed) or ElectronicTransfer Information (name and phone number of bank to which paymentwas sent)
Date Date on which the disbursement is first eligible to be disbursed.
Click the date for any displayed disbursement row to change the start date of the list.
Hold Reason Indicates the reason the disbursement is held, if applicable.
Recipient Name of disbursement recipient (last name, first name, middle name format).
Associated agency names are displayed for FIPS code recipients. Contact record names are displayed for contact record recipients.
Eligible Amount Amount eligible for disbursement.
Recoupment Date Date on which any money from the disbursement was applied to a recoupment or repayment debt
Recoupment Amount
Amount applied to a recoupment – can be calculated by subtracting disbursement amount from amount eligible for disbursement amount
Displayed as a negative amount to indicate that it is deducted from the Amount Eligible for Disbursement.
Instrument Number
Instrument number associated with the disbursement. Drop-down list available if multiple instrument numbers are linked to disbursement.
Instrument Net Amount
Amount of the disbursement that is part of the instrument.
Receipt ID OAG receipt ID assigned to the collection.
Start Date Select both a month and year to display disbursements for a particular date range.
It is assumed that the user wants to view disbursements from the end of the month and year selected and prior. For example, if the user selects "May 2010," receipts dated May 31, 2010 and prior are displayed. A future month and year cannot be selected.
Search Clears the displayed data and allows a new search to be conducted by specified start date.
First Page Previous Page Next Page Last Page
Provides access to collection information while, at the same time, clearing any data from the date range fields.
TSI Reference Guide Sept. 2020
115
Support Order Obligations
The Support Order Obligations section of the Financial Summary page displays various types
of financial information for the cause number and member name currently selected in the Main
Header section. However, this page does not display information for a dependent or a pending
cause number.
The Support Order Obligations section consists of three subsections:
Text provides the next judicial payment, the amount, and the due date.
The Search Criteria is provide in an Order Status drop-down list:
o Active
o Historical
o Active/Historical
The case ID, cause ID, and the description of the order being displayed is provided in
the top row of the table. The following information is provided in a table.
Data Element Description
Conditions Detail Provides details of any condition related to the order
Obligation Type of obligation and its status, amount, and frequency
Begin Date End Date
Date on which the obligation begins and ends
Judgment Amount and date of the judgment
Order Effective Date Effective date of the order that established the obligation
TSI Reference Guide Sept. 2020
116
Arrears
The Arrears section of the Financial Summary page displays various types of financial
information for the cause number and member name currently selected in the Main Header
section. However, this page does not display information for a dependent or a pending cause
number.
The Arrears section consists of a text line providing the case ID and cause ID numbers
followed by a table with arrears details.
Data Element Description
Details Click the “+” at the beginning of any row (if available) to display the Principal, Interest, and Balance of the Debt Type.
Debt Type Type of arrears, such as child support, medical support, or genetic test fees.
Balance Amount owed.
Confirmed Amount of arrears based on the original or last judgment.
Unconfirmed Arrears that have accrued since the original/last judgment.
TSI Reference Guide Sept. 2020
117
Legal Summary Page The Legal Summary page displays the legal information for a case. Using the Main Header
section, staff may select from historical, active or pending legal actions associated with a case
and a specified cause number.
The Legal Summary page consists of the following sections:
Main Header
Legal Summary
Service details
Main Header Section
The Main Header section displays basic case information as well as the member and cause
information currently selected. Because this section is the first section displayed on the
majority of the TXCSES Web pages, it has been described earlier in this document and will not
be repeated here. (See Case Information, Main Header Section.)
Legal Summary
This section displays the legal action information for the cause number listed in the Cause
Status - ID - County field in the Main Header. Another cause number can be selected using the
drop-down list in that field. The selected cause number, county, and court associated with the
cause are displayed in the top row of the table (Legal Actions for Cause ____, ____ County,
____ Court).
Column Description
Detail A small “+”
Primary Action List of all primary actions, such as paternity and notice of a change of payee, associated with the cause.
Secondary Action List of all secondary actions, such as temporary orders.
File Date Date when the legal action was filed.
Hearing Date and time when the hearing was held.
Disposition Result and date of the hearing.
Reset Counter Number of times the hearing was reset.
TSI Reference Guide Sept. 2020
118
Service Details
In the Legal Summary table, when a “+” button in the Detail column of a row is clicked, a
second table displays immediately below the original row. This second table provides service
details for any attempted service, not just service for the primary action.
Column Description
Service Information Includes the names of all members listed on the service file, the date the person was served, and the address where served.
Service Attempts Includes the date of the attempts to serve, the reason the service was not successful, and the next action. Once the member has been served, all “attempts” will go away.
Answer Date Date the corresponding member filed an answer to the legal action.
TSI Reference Guide Sept. 2020
119
Payment Records Page The Payment Records page enables the user to generate a Consolidated Payment Record (CPR)
that can be viewed online or printed. This payment record reflects the payments from
TXCSES Web and the mainframe as well as those payments previously available in
STRADUS that were converted in TXCSES/STRADUS Integration (TSI) processing. (For
more information, see the CSD policy and procedures document entitled Consolidated
Payment Record.)
NOTICE: The pay record generated via TXCSES Web is NOT a certified pay
record. To obtain a certified pay record contact either the SDU or the
local child support field office.
State registry payment records are maintained on both FS and RO cases. CPs, NCPs, or their
authorized representatives in both FS and RO cases may request and receive certified copies of
state registry payment information.
An attorney Ad Litem or guardian Ad Litem who has been appointed to represent a child is
also authorized to receive certified copies of the state registry payment records. A copy of the
court order must be provided to staff before the information can be released. Any request for
copies of payment records must be documented on the Diary in TXCSES Web.
Warning: Any information not authorized for release should never be released
verbally or otherwise to anyone who is not authorized to receive it. See
the Confidentiality section near the end of this document for additional
information.
When generating payment records, the user can specify that the record is to include:
case level payments
cause level payments associated with a particular cause (excluding pending causes)
The Payment Records page is accessed by clicking Payment Records from the list in the left
navigation panel. Information displays only after a case or cause record has been selected from
the Main Search page/Search Results section or when coming from another page on the
navigation panel.
The Payment Records page consists of two sections:
The Main Header section displays basic case information as well as the member and cause
information currently selected. Because this section is the first section displayed on the
majority of the TXCSES Web pages, it has been described earlier in this document and will not
be repeated here. (See Case Information, Main Header Section.)
Payment Records Section
The Payment Records section consists of three subsections:
Payment Record Selection
Payment Record Detail
Select Requestor of Payment Record
Payment Record Selection
The Payment Record Selection subsection is located directly below the Main Header.
NOTICE: To obtain a certified pay record contact either the SDU or the local child
support field office. The pay record generated via TXCSES Web is not a
certified pay record.
Best Practice: In the Select Cause(s) section the Case Level should be checked with the
Cause ID. If there are no active causes on the case, but money has come
in, it is posted at the case level.
TSI Reference Guide Sept. 2020
121
The data elements displayed in each of these areas are described below.
Data Element Description
Payment Record Selection
Member Name Names of the primary members (NCP and CP) associated with the case in the "last name, first name, middle name" format.
Relationship to Case
Relationship to the case for each of the primary members listed in the Member Name column.
Case ID OAG case ID assigned to the case.
Select Cause(s)
Select Select:
any cause number for which the associated payments are to be included inthe Payment Record
“Case Level” if case level payments are to be included in the PaymentRecord
When the page is first accessed:
if the case has
o only one active or historical cause, the cause number isautomatically selected (checkmark appears in Select box)
o multiple active or historical causes, the cause numbers are notselected and must be selected by the user
the “Case Level” row is always blank and must be selected if case levelpayments are to be included in the payment record or if you want to seeonly case level payments
Cause ID Displays the:
active or historical cause numbers associated with the case
“Case Level” option which enables the user to include any case levelpayments
Status Status of cause numbers associated with the case – either “active” or “historical.”
(The status does not display for the “Case Level” option.)
County Name of county of active or historical cause numbers associated with case.
(The county does not display for the “Case Level” option.)
Date Range (Optional)
From Date
To Date
Specify the start and end dates of the Payment Record in MM/DD/YYYY format.
Payments dated before the start date or after the end date are not included in the Payment Record.
If the “From Date” field is left blank, payments are included from the beginning of the Payment Record. If the “To Date” field is left blank, payments are included through the end of the Payment Record (the day before the current date). If no date is entered, payments display for the complete history of the case.
Button
Generate Pay Record
Click to generate a Payment Record and display the Payment Record Detail Section. (Located below the Payment Record Selection section.)
TSI Reference Guide Sept. 2020
122
Payment Record Detail
The Payment Record Detail subsection displays the Payment Record information for the cause
number(s) and time period specified by the user. If no payments are found for the specified
cause number(s), one of two messages displays:
If a date range was specified, the message, "No Payments found for the date range"
displays.
If a date range was not specified, the message "No payments found" displays.
The Payment Record Detail subsection displays directly below the Payment Record Selection
section when the user clicks the Generate Pay Record button. Please take note of the banner
“Warning! May Contain Federal Tax Information” preceding the Payment Record Detail
section. Refer to Confidentiality Policy for any questions on Federal Tax Information (FTI).
The data displayed in the Payment Record Detail section is described below.
Data Element Description
Payment Records For
Date range that indicates time period for which payment information is provided in the display (usually one year of payments).
Date Receipt date of payment.
Receipt Amount Dollar amount of payment.
Receipt ID OAG receipt ID that TXCSES assigns to the payment or the Cash Control Number if the payment has a pre-TXCSES receipt date (before 9/1/97).
TSI Reference Guide Sept. 2020
123
Data Element Description
Case ID OAG Case ID associated with the payment.
Cause ID Displays either the:
cause number associated with the payment or
the words “Case Level” if the payment was applied at the case level
Generate Printable Version
Click to generate a printable Payment Record.
If record is generated by...
the user... then the printable record includes a ....
an OAG or SDUuser
specifies the requestor of thereport (in the Select Requestorof Payment Record section)
cover letter
certification letter
Payment Record
all other usersincluding thosefrom County,interstate,international, someSDU
does not specify the requestorof the report (i.e., the SelectRequestor of Payment Recordsection does not display)
Payment Record
Select Requestor of Payment Record
The Select Requestor of Payment Record subsection enables the user to indicate the party for
whom the Payment Record is being generated and whose name is to appear on the cover letter.
(The cover letter also includes an address if the CP or NCP is specified as the requestor and a
corresponding, active address is available.) Because the cover letter is not included in payment
records generated by users other than those of the SDU and OAG, all other users are routed
directly to the generated printable version of the report. (See next section.)
The Select Requestor of Payment Records subsection is accessed by clicking the Generate
Printable Version button in the Payment Record Detail subsection. When displayed, this
subsection “overlays” the Payment Record Selection and Payment Record Details subsections
temporarily until the payment record has been generated or the action is cancelled.
TSI Reference Guide Sept. 2020
124
The Select Requestor of Payment Record section displays the following data.
Column Description
Select Enables the user to select the individual or entity requesting the Payment Record as identified in the Member ID column.
Other – cover letter contains a blank requestor name and address; this isthe default
the NCP – cover letter addressed to NCP using full name and address
the CP – cover letter addressed to CP using full name and address
Member ID Member ID of the NCP or CP.
Member Name Name of the NCP or CP.
Will be blank for "Other" row.
Relationship To Case
Relationship of the NCP or CP to the case.
Will be blank for "Other" row.
Case ID Case ID associated with the NCP or CP.
Will be blank for "Other" row.
Active Address Displays one of following for NCP or CP:
active mailing address (if one exists)
active residential address (if no active mailing address exists)
nothing (if neither address exists)
Will be blank for "Other" row.
Office Address Address of child support office to which the case is assigned. Displays for all three requestor options: Other, NCP and CP.
Button Description
Generate Generates printable version of the payment.
Confirm Recreate Report
Click to create the printable version of the payment record again.
Displays in place of the Generate button after the payment record is generated.
Cancel Cancels the action and returns the user to the Payment Record Selection section.
TSI Reference Guide Sept. 2020
125
Printable Payment Record
The documents included in the printable version of the Payment Record are determined by the
type of user who generated the record:
OAG or SDU user – clicks the Generate button at the bottom of the Select Requestor
of Payment Record section to produce the following:
o Certification page
o Cover letter
addressed to the appropriate requestor (includes the full name and address of the
requestor if the NCP or CP were specified as the requestor and a corresponding,
active address is available)
contains a blank requestor name and address if "Other" was the “requestor”
o Payment record
All other users – click the Generate Printable Version button when the Payment
Record Detail section is displayed to produce the following:
o Payment Record
After the printable Payment Record is generated, it is displayed in a new browser window. All
pages generated as part of the Payment Record can be printed or saved to the user's PC as an
Adobe Acrobat file.
Note: Private Attorneys may request a copy of a payment record via the CSI Home tab
on the first page of the portal. They are required to enter their State Bar Number
and the Contact ID assigned to the attorney to gain access to their client list.
They may call 1-800-252-8014 if they do not know their Contact ID number or
1-866-545-1233 for a client not listed.
Payment Record Generated That Day: If the user attempts to generate a report that has
already been generated during that day, a message displays: "The printable report you are
attempting to create has already been created. To recreate, please click “Confirm Recreate
Report” with the same input data.”
If the Cancel button is clicked, a different date range can be entered.
Payment Records and Financial Reports Generated On Cases For Which Payments Were
Not Converted In TSI: If the user attempts to generate a payment record or a financial report
on a case for which the:
STRADUS payments on a case were not converted in the TSI processing
STRD Screen displays a conversion status code of "I" (for Incomplete) or "E" (for
Errored)
the System displays a warning message to:
notify the user that the report or payment record being generated might be incomplete
prompt the user to take the necessary procedures to ensure that all payments are
reflected on the payment record
TSI Reference Guide Sept. 2020
126
Note: This warning message does not prevent the user from generating a potentially
incomplete payment record. The user can clear the message (by pressing the
corresponding link or button) and continue to generate and print the financial
report or payment record. Unless the conversion status is changed, the
“incomplete payment record” warning message continues to display with
subsequent requests for financial reports and payment records.
Generate Pay Record Button: It should be noted that when the warning message described
above displays, the Generate Pay Record button is temporarily disabled. The user should
select either the Cancel or the Continue Printing option when the warning message is
displayed.
As noted above, the fact that the STRADUS payments for a case have not been converted
through TSI processing does not ensure that the warning message displays.
If a user has reviewed the case and determined that a fix cannot or should not be pursued, the
user can request that the conversion status code be changed to "A" (for Audited). If the
conversion status code is "A," the warning message will no longer display when financial
reports or payment records are requested in the future.
Refer to the Policy document Consolidated Payment Record in the section on “Cases For
Which Payments Have Not Been Converted Through TXCSES/STRADUS Integration
(TSI)” for detailed information concerning this warning message and the related procedures.
Each of the documents included in the printable Payment Record are described below.
Certification Page
The Certification page is used to certify payments records generated from the TXCSES Web,
Payment Records. If the payment record is generated by an OAG or SDU user, this is the first
page that is printed. It is not included if payment record is generated by any other user.
TSI Reference Guide Sept. 2020
128
Cover Letter
The cover letter is the second page generated by OAG or SDU users. It is not included with
Payment Records generated by any other user. Designating a requestor on the Select
Requestor of Payment Record page determines what appears on the letter:
NCP or CP selected – Cover letter is addressed to the appropriate requestor (NCP or
CP) and reflects the full name and address of the requestor if there is an active address
available for that person.
Other – Cover letter contains a blank requestor name and address
The address displays only if the member has an address
on TXCSES.
TSI Reference Guide Sept. 2020
129
Payment Record
The first page of the Payment Record is the third physical page generated by OAG or SDU
users or the first physical page generated by users other than OAG or SDU users. The
Payment Record may consist of multiple pages.
Payment Record – Page 1 contains the following:
information that is included in the Payment Record
date on which the Payment Record was generated
date range of the payments included in the Payment Record if a “from date” was
specified
member name, case information, and cause information associated with the payment
data
Note: This page also indicates if case level payments were included in the payment
record by displaying “Case Level” in the list of cause IDs.
beginning of the list of payments
The date range line displays only if the user specifies a “From Date” when generating
the payment record.
TSI Reference Guide Sept. 2020
130
Payment Record –Page 2 through the last page display the specific payment information for
any specified cause number(s) and date range. (As previously mentioned, the date range
cannot precede 9/1/97.) The payments are listed by receipt date from the most recent to the
oldest payments. The last page includes a "total" amount in the last row of the table. This is
the sum of all of the payments listed in the Payment Record.
The data elements listed on the second through the last page are described below.
Data Element Description
Payment Date Receipt date of the payment.
Payment Amount Dollar amount of the payment.
Case ID OAG case ID associated with the payment.
Cause Number Displays either the:
cause number associated with the payment or
the words “Case Level” if the payment was applied at the case level
Total The total dollar amount of all payments listed in the Payment Record
When the user has finished viewing the Payment Record pages, he or she needs to close that
window.
Total dollar amount
of payments
TSI Reference Guide Sept. 2020
131
Disbursement Information Page The Disbursement Information page displays disbursement information for the cause number
or case number currently selected.
The Disbursement Information page is accessed by clicking the Disbursement Information tab
located on the navigation panel. Information displays only after a case or cause record has
been selected from the Main Search page/Search Results section or when coming from another
page on the navigation panel.
This page does not display information for a dependent or a pending cause number. If the
message “No Records Found” is displayed in any of the sections, check the Main Header area.
The record currently selected will need to be changed if the dependent and/or a pending cause
number is displayed.
If disbursements are displayed for multiple cause numbers, the disbursement information is
listed by cause number in the order in which the cause numbers appear in the Cause Status –
ID – County drop-down menu in the Main Header. The disbursements are listed in reverse
chronological order, based on the disbursement date.
Although accessing disbursements at the cause level is recommended, the user can access them
at the case level. If the page is accessed at the case level, the Select Disbursement Report Type
fields enable the user to specify the types of disbursements for which information is to be
displayed (cause level, case level or both case and cause level).
The Disbursement Information page contains the following sections.
Main Header
Disbursement Information
o Date Range (Optional)
o Select Disbursement Report Type (Case-Level Only)
o Disbursement Information
Please take note of the banner “Warning! May Contain Federal Tax Information”
preceding the Disbursement Information section. Refer to Confidentiality Policy for any
questions on Federal Tax Information (FTI).
TSI Reference Guide Sept. 2020
132
TSI Reference Guide Sept. 2020
133
Main Header Section
The Main Header section displays basic case information as well as the member and cause
information currently selected. Because this section is the first section displayed on the
majority of the TXCSES Web pages, it has been described earlier in this document and will not
be repeated here. (See Case Information, Main Header Section.)
Disbursement Information Section
The Disbursement Information section contains the following subsections.
Date Range (Optional)
Select Disbursement Report Type (Case-Level Only)
Disbursement Information
Date Range
The Date Range subsection is an optional function that enables users to display disbursement
data for a time period by entering start and end dates in the MM/DD/YYYY format.
The data elements displayed in this area are described below.
Data Element Description
From Date
To Date
If ... then...
From Date field is left blank
disbursement information displays as of the first date the information is available.
To Date field is left blank disbursement information displays through the current date.
both fields are left blank disbursement information displays from the first date the information is available up to the current date (i.e., all available disbursement information displays).
Select Disbursement Report Type
The Select Disbursement Report Type subsection displays only if the page is accessed at the
case level. It allows the user to specify the types of disbursements for which information is to
be displayed: cause level, case level or both.
The data elements displayed in this area are described below.
Data Element Description
Sel Click in the circle located on the line of the particular report type wanted.
Report Type Description of the report type available for selection.
Display Disbursements
Button that displays disbursement information depending on the choices made in the Date Range or Select Disbursement Report Types fields.
Clear Button that erases any data typed in the date range fields and removes any information displayed in the Disbursement Information section.
TSI Reference Guide Sept. 2020
134
Disbursement Information
The data elements displayed in this area are described below.
Data Element Description
Member Name column
Names of the primary members (i.e., NCP and CP) associated with the case in the "last name, first name, middle name" format.
Relationship to Case
The relationship each of the primary members listed in the Member Name column has to the case.
Case ID The case ID for which the disbursement information is displayed.
Cause ID The cause number associated with the displayed disbursement information.
Displays if the disbursement information is displayed for a single cause ID.
Does not display if any of the Disbursement Report Type fields (View both case level and cause level disbursements, View only cause level disbursements, or View only case level disbursements) are selected.
Disbursement columns
Cause ID The cause number associated with the disbursement.
Note: If a case level payment is listed, the words “Case Level” display in this column.
Date Date the disbursement was first eligible to be disbursed.
Type Method used to send the payment to the recipient – as a warrant or electronically (through the Electronic Funds Transfer process).
Recipient Name of the warrant recipient.
Warrant / EFT columns
Current Status The most recent status of the disbursement instrument (i.e., the warrant or EFT disbursement)
Effective Date The date that corresponds to the most recent status reflected in the Warrant/EFT Current Status field (i.e., the date as of which the instrument reached this status)
Number The most recent identification number assigned to the disbursement instrument.
One instrument number can be tied to several disbursements.
Amount The amount of the disbursement instrument.
First Page Previous Page Next Page Last Page
Available only when more entries exist than can be displayed on one page.
Click the link to move back and forth among the pages of entries.
TSI Reference Guide Sept. 2020
135
TXCSES Web Menu: Suspense Search Clicking the Suspense Search option on the TXCSES Web menu bar displays the Suspense
Search page that enables users to search for receipts in the TXCSES suspense file. If no
receipts matching the specified criteria are found, the appropriate error message displays.
Information displays only after a case or cause record has been selected from the Case
Activities/Main Search page/Search Results section or when coming from another page on the
navigation panel.
Suspense Search Section
Staff uses the Suspense Search section to enter data elements used by the system to search for
suspense receipts. Please take note of the banner “Warning! May Contain Federal Tax
Information” following the Suspense Search section. Refer to Confidentiality Policy for any
questions on Federal Tax Information (FTI).
The following table describes each of the data elements by which the user can search for
suspense receipts and the buttons that are available on the Suspense Search page.
Field/Button Description
Search by Payee/Payor
Payor Last Name Enables search for receipts by payor's last name:
maximum of 20 characters
alpha, numeric and special characters as appropriate
partial names as appropriate
May be used alone or in combination with any of other search criteria that appear above the horizontal line.
TSI Reference Guide Sept. 2020
136
Field/Button Description
Payee Last Name
Enables search for receipts by payee's last name:
maximum of 20 characters
alpha, numeric and special characters as appropriate
partial names as appropriate
May be used alone or in combination with any of other search criteria that appears above the horizontal line.
Amount ($) Enables search for receipts by amount of the receipt, specifying up to 10 numeric characters and one decimal point.
If the user enters... then...
no decimal point
a number withonly one decimalplace,
a number withmore than twodecimal places(250.999)
• the entered amount is treated as a whole dollar amount and the search include receipts in the amount of the dollar amount up to an amount that is less than the next whole dollar amount(Entry of 250 includes receipts in the amount of 250.00 up to 250.99)
• the entry is interpreted to equal the 10's of cents (Entry of 250.5 interpreted as 250.50)
• an error message displays
a number thatincludes cents
only exact matches are included in the results
a number thatdoes not includecents
all whole dollar amount matches below the nexthigher whole dollar amount are included in theresults
May be used alone or in combination with any of other search criteria that appears above the horizontal line.
Date Range From To
Enables search for receipts that fall within a particular date range by specifying a starting month and year and ending month and year. Both month and year must be used.
Drop-down menus facilitate selecting the month and year. Menu list begins with the current year and continues in reverse chronological order to 1997.
If only a "From" date range is specified, the system assumes the date range
begins with the month and year specified in the From fields and
ends with the current date.
If only a "To" date range is specified, the system assumes the date range
begins with the earliest date of the suspense records and
ends with the last day of the month and year specified in the “To” fields.
The specified range cannot be after the current month and year.
TSI Reference Guide Sept. 2020
137
Field/Button Description
SDU Receipt ID Enables search for receipts by SDU receipt ID assigned to the receipt. Click to view an image of the payment.
Field length is 16 characters and both letters and numbers can be entered. When searching by SDU Receipt ID, no other search criteria can be specified.
If an exact SDU receipt ID match is found, only the exact match results are displayed. If no exact match is found, the system checks for any child and resulting receipts.
Search by one of the following
OAG Receipt ID Enables a search for receipts by OAG receipt ID assigned to the receipt.
Field length is 22 characters and both letters and numbers can be entered. When searching by OAG Receipt ID, no other search criteria can be specified.
If an exact OAG receipt ID match is found, only the exact match results are displayed. If no exact match is found, the system checks for any child and resulting receipts.
New Search Clears all fields so that a new search can be initiated.
TSI Reference Guide Sept. 2020
138
Search Results Section
Once staff enters the specified data or search criteria and click the Search button, the Search
Results section displays with the results of the search. Since the previously entered search
criteria data continues to be displayed, the criteria can be changed, allowing the user to initiate
another search for suspense receipts. Please take note of the banner “Warning! May Contain
Federal Tax Information” preceding the Search Results section of the Suspense Search page.
Refer to Confidentiality Policy for any questions on Federal Tax Information (FTI).
The Search Results section displays the following elements:
A “click here” e-mail link so the user can send a message if a suspense receipt is
identified. After sending the e-mail message, the user is routed back to the Suspense
Search Results page which appears as it did before the e-mail link was selected.
A list of suspense receipts that match the specified search criteria listed by date in
descending chronological order (from most recent to oldest).
Several data elements are displayed for the suspense receipts that were found as a result of the
search initiated from the Suspense Search Page.
Data Element Description
Payor Name of the payor associated with the receipt (Last, First, MI format).
Payor SSN SSN of the payor associated with the receipt.
Payee Name of the payee associated with the receipt (Last, First, MI format).
Payee SSN SSN of the payee associated with the receipt.
Instrument ID Instrument ID assigned to the receipt.
TSI Reference Guide Sept. 2020
139
Data Element Description
Instrument Type Form in which the collection was received.
This is the code displayed in the “Instr Type” field on the CSRP Screen. The values are as follows:
Code Description
CA Cash
CC Cashier's Check
DC District Clerk
MO Money Order
PC Personal Check
PR Payroll Check
UN Unit
WA Warrant
SDU Receipt ID Receipt ID assigned to the receipt by SDU. Clicking this link displays an image of the payment.
Note: The first time you attempt to display the image, a Security Warning window will pop up. You need to indicate that you want to trust the content from the image viewer so that the software is loaded that allows the image to be displayed.
Notes Displays any information that was documented in the notepad associated with the receipt, concerning research that might have been performed on the receipt.
OAG Receipt ID Receipt ID assigned to the receipt by OAG.
OAG Receipt Date
Date the receipt was received (MM/DD/YYYY format).
Amount Amount of the receipt.
Reason
Code – from the CRNM (Rejected/Non-Matched Collections) Screen in TXCSES
Indicates the reason the receipt is in suspense.
This is the UNID-RSN-CD code displayed from the RCTH and RAHF files in TXCSES.
A value of… indicates…
3 a Case Type of "3."
C the case is closed.
M there are multiple active causes.
E a collection source of "EFT."
blank the receipt could be in suspense for any of the other potential reasons for placing a receipt into suspense.
TSI Reference Guide Sept. 2020
140
Data Element Description
Receipt Classification
Indicates the service level associated with the receipt
This is the new SUSP-GL-CAT field displayed from the RCTH and RAHF files in TXCSES.
A value of… indicates the receipt…
F is for a full-service case
N is for a registry-only case, awaiting case entry
U is unidentified or for a registry-only case
blank not currently unidentified or suspended
Note: This code should never actually be blank, since only suspense receipts should be displayed.
Cause ID The cause number associated with the receipt.
County The county in which the associated cause was filed.
TXCSES Web Menu: Contacts Clicking the Contacts option on the TXCSES Web menu displays the Child Support Offices
page. At the same time, several options are displayed in the left navigation panel:
Child Support Offices
Cross Reference
County Information
Court Information
Zip Code Search
Each of these options is described in the following sections.
TSI Reference Guide Sept. 2020
141
Child Support Offices
The Child Support Offices page is the default page that displays when a user clicks “Contacts”
on the TXCSES Web menu bar. This page allows the user to display contact data about the
child support offices located in each of the regions. The data can be displayed by either of two
methods:
Click a colored/numbered region on the Texas map.
Click one of the numerical words immediately above the map.
Clicking a region displays below the map a table for the regional office and all other offices in
the selected region.
Each regional table contains the following information, if applicable.
Name of the office – This is a link to the Cross Reference page for a list of the
associated courts.
Office Manager’s name and phone number
Office address, phone number, FAX number
Phone number of the regional call center
County in which the office is located
Office FIPS code
Genetic test vendor for the office
ZIP codes served by the office – This a link to the ZIP Code Search page for a list
of all the ZIP codes.
TSI Reference Guide Sept. 2020
142
Cross Reference
The Cross Reference page provides child support office, county, and court information.
Selecting either an office, county, or court provides information about the other two
categories. Whichever category the user selects, the following information is displayed:
• Child Support Office
o number, name, and address of the office
o office name is a link to the Child Support Offices page (discussed in the preceding section of this document)
• County
o selected county or a list of the counties associated with the selected office or court
o county name is a link to the County Information page (discussed in the next section of this document)
• Court
o selected court or a list of the courts associated with the selected office or county
o court name is a link to the Court Information page
TSI Reference Guide Sept. 2020
143
County Information
The County Information page provides contact information for those county entities with
which staff interacts with in conducting child support business. Making a selection from the
List of Counties drop-down list displays contact names, physical and mailing addresses, and
phone numbers for the following:
Payment Registry
County Clerk
District Clerk
Law Enforcement
A link is provided at the bottom of the page for sending updated information via e-mail.
TSI Reference Guide Sept. 2020
144
Court Information
The Court Information page provides the following information about any Texas court selected
from the drop-down list:
mailing address
court location
phone and fax numbers
name of the associate judge
court type
counties served by the court
Clicking any name listed in the “Counties Served” row displays the County Information page
for additional information about that specific county.
TSI Reference Guide Sept. 2020
145
Zip Code Search
The Zip Code Search page allows the user to search for the child support office serving a
specific zip code or to display a list of all the zip codes that a specific office serves.
If you enter a zip code and click Search, the office name and address is displayed in
the Office Information section. The office name is a link to the Cross Reference
page with additional office/county/court information.
If you make a selection from the Child Support Office drop-down list and click
Search, all the zip codes served by the selected office are listed.
Clicking the Clear button clears the information from the last search and allows the user to
enter new criteria for another search.
TSI Reference Guide Sept. 2020
146
TXCSES Web Menu: Docket Clicking the Docket option on the TXCSES Web menu displays the Docket page with two
sections:
Search Criteria
Docket Results
Entering search criteria in the top section and clicking Submit displays all the cases on the
docket that satisfies the criteria entered. A user may select one or all four of the available
criteria.
The various search criteria are related. For example, a child support office may serve several
counties and could possibly have hearings in several courts with each county. So a selection of
an office directs the system to automatically populate the County and Court drop-down lists
with the appropriate counties and courts for selection.
The Docket Results section displays a list of the cases that satisfy the entered criteria. The
cases are listed in descending chronological order by hearing time.
TSI Reference Guide Sept. 2020
147
If available, the following information is displayed for each case on the docket.
Hearing Time
Case ID
Cause ID
Primary Member
Other Case Members
Legal Action
File and Answer Date
Primary Member Service Date
Clicking the Printable Version button opens another window and populates an Excel
spreadsheet with the docket data.
Warning: To print the docket correctly, the paper size should be changed to legal
and the paper orientation to Landscape.
Or the Docket page itself can be printed by capturing the screen (hold down the Shift key and
press the PrintScrn/SysRq key) and then pasting the screen capture into a word processing
application.
Since the Search Criteria section is still displayed at the top of the page, clicking the Clear
button allows the user to initiate another search.
TSI Reference Guide Sept. 2020
148
TXCSES Web Menu: E-Mail
The E-Mail page provides an easy method for staff using TXCSES Web to communicate with
SDU staff. Interstate questions go to the Inter-jurisdictional e-mail box.
This page is accessed by clicking the Email option on the TXCSES Web menu bar – one of the
horizontal bars at the top of the window.
The following table describes the fields and the Send button on this page. Other buttons are
described in the Common Buttons and Links section.
Field/Button Description
From System automatically enters the identity of the person logged in.
To System automatically enters the address of the SDU. Receiving staff assess the message and route it to the appropriate person.
Subject Enter a few descriptive words to identify the subject of the e-mail.
Message Enter the message.
Send Click this button to send the e-mail message.
If the mail is sent, a message appears stating that “The email was processed successfully.”
TSI Reference Guide Sept. 2020
149
Additional Portal Menu Functions
Documents
The Documents tab has a sub-menu which contains several additional tabs. When the
Documents tab is clicked on, it defaults open to the Forms tab.
Tab Description
Forms Links to: helpful forms
Newsletter Links to: County Connection newsletters
Contracts Links to: Contracting Options, Sample Contracts, Current Contracts
Procedures Links to information on: Registry Conversion Procedures, Downloading Files,
Daily Automated Income Withholding (AIW) Orders, Monthly AIW Billing,
Information Technology Security Policy Manual and Confidentiality Policy
Links Links to: Office of Child Support Enforcement (OCSE), Texas Association of
counties and several county level child support sites
Glossary Child support acronyms and glossary link
TSI Reference Guide Sept. 2020
150
WebER
The WebER tab accesses the Web Employer Repository (ER) and allows the user to search for
employer information. It displays the main information about an employer on one page with
the business locations on separate pages. Using WebER to verify employer data boosts the
accuracy of the selection of the correct employer for a child support member.
Employers may request an account via the TXCSES Web portal to obtain or provide
information regarding their company/organization or its employees. The purpose of WebER is
to improve customer relations with employers and increase child support collections through
income withholding by ensuring Administrative Income Withholdings (AIWs) are received at
the correct address in less time. In addition, it reduces duplication and errors in employer
forms.
TSI Reference Guide Sept. 2020
151
Reports
The Reports tab contains links to several administrative reports which counties should run on a
regular basis.
The data elements displayed in this area are described below.
Report Template
Report Description
CL2030R3 Daily County Suspense work list – This report is populated when money
arrives at the State Disbursement Unit (SDU) but a case hasn’t been set up. If
the SDU finds what county the order resides in they will populate this report
that lets the county know they need to open up a case so the money can post to
it. Counties should look at this report daily.
CM0075R1 State Case Registry Work List – This report is populated when a Registry
Only case is opened but not all data elements needed to make the case State
Case Registry (SCR) complete were entered on the case. The report will tell
you what is missing. Counties that have a SCR contract are paid when the
case is SCR complete.
CM0110R1 Registry Only Cases Opened – This report will give the counties all the
Registry Only cases opened in the previous month. It will also give the User
ID of the person who opened the case.
TSI Reference Guide Sept. 2020
152
Data Transfer
Data Transfer consists of several submenus that allow you to send electronic files to and
receive electronic files from the Office of the Attorney General (OAG) of Texas.
Employers – send Wage Withholding Income Order Response files, new hire
employee records, and employee termination information; receive Administrative
Income Withholding (AIW) order/notices.
Counties – send community supervision files, customer service activity files, and other
files; receive financial information files, “case and member adds and updates” files, and
Administrative Income Withholding (AIW) order/notices. For step by step procedures
click on the Documents tab next to the TXCSES Web tab in the main menu. Then click
on the Procedures tab in the Documents sub-menu and there is “Downloading” files
link.
Licensing Authorities – access the Denial of License Renewal files with OAG
notification to deny license renewal or withdraw the denial status.
The submenus and the function that each performs are as follows:
Select File Type – This page provides you with a list of the file types that are available
to you depending on the access associated with your account.
Upload File – This page and those associated with it allow you to send files to OAG.
Download File – This page and those associated with it allows you to retrieve files that
OAG makes available for you.
TSI Reference Guide Sept. 2020
153
TXCSES Web Security Information
New User IDs
New users may request a user ID by going to https://portal.cs.oag.state.tx.us and clicking on
the Account Request tab or clicking on the "Request a User ID and Password" link. User IDs
will be issued promptly by TXCSES Web administrators.
For additional information or questions, contact one of the following:
New password requirements were implemented in February 2011 for accessing TXCSES
mainframe, TXCSES Web and the CSD portal.
When the system prompts the user to create a new application password, they may NOT use:
1. A password similar to the previous password
2. The same two characters next to each other
The password requirements are as follows:
1. The password must be exactly 8 characters long.
2. It must contain at least one letter, one number, and one special character.
3. The only special characters allowed are @ # $.
4. A special character must not be located in the first or last positions.
5. No sets are allowed. Two of the same character sitting next to each other are considered to
be a set.
6. Avoid using names, such as your name, user ID, or the name of your company or employer.
7. Other words that cannot be used are Texas, child, and the months of the year.
8. A new password cannot be too similar to the previous password.
a. Example: previous password - abc#1234, acceptable new password - acb$1243
b. Characters in the first, second, and third positions cannot be identical. (abc*****)
c. Characters in the second, third, and fourth positions cannot be identical. (*bc#****)
d. Characters in the sixth, seventh, and eighth positions cannot be identical. (*****234)
9. A password can be changed voluntarily (no Help Desk assistance needed) once in a 15-day
period. If needed, the Help Desk can reset the password at any time.
10. The previous 8 passwords cannot be reused.
TSI Reference Guide Sept. 2020
155
Comply with Rules
Before the TXCSES Web Menu will display, new users must take and pass an IRS security
exam with a score of 70% or better. The IRS exam is located under the Comply with Rules tab.
Existing users must re-take and pass the IRS security exam annually with a score of 70% or
better. Failure to login to the portal for 90 days will result in being required to take the exam
again.
Depending on the level of user security, some users will have access to multiple functions via
the Main menu. To access the Comply with Rules tab select the tab located on the Portal Home
page.
Click on the Comply with Rules tab and a List of Agreements and Rules displays. Review the
Columns in the list to determine what exams are available to take and if they are required. In
the example below, the IRS exam is required (Yes = required) and the Action column has the
result of the last action by the user on the test with a date indicating when the next test will be
required.
To review the IRS information, click on the IRS Exams link in the Name column.
TSI Reference Guide Sept. 2020
156
The IRS course information is available for review at any time. It is not necessary to take the
test to review the information. Click on the Next page link at the bottom of the information and
the user may review all nineteen pages of the IRS course information without taking the test.
At the bottom left of each page there is a Back and Next Page link. Click on them to page
forward and backward through the information.
There are links to extremely important information on page 18 of the IRS course. The
user should print and review the information at these links.
TSI Reference Guide Sept. 2020
157
The assessment may be accessed on page 19 of the IRS Course and Assessment page. Click on
the link at the bottom of the page which says “Click here to start the assessment>>>” and do
not use the browser Back button while taking the assessment.
Warning!
Please do not use the back button at the top of your browser window at any time during this
training assessment. If you use the back button, you will start at the beginning of the course.
No partial scores will be recorded.
While taking the assessment, use the Submit button at the bottom of each page to receive
immediate feedback on the correctness of your answer(s). Then use the Next Question button
provided to move forward to the next page of the assessment.
TSI Reference Guide Sept. 2020
158
Confidentiality
Please refer to the OAG Confidentiality Policy and Procedures for complete details. A PDF of
the complete policy is located under the Comply with Rules tab, on page 4 and 12 of the IRS
Exams hyperlink and is also located on the Procedures sub menu of the Documents tab. The
following information from the Confidentiality Policy is a summary based on frequently asked
questions and does NOT discuss every confidentiality topic. Completion of the IRS Exam and
complete review of the Confidentiality Policy is required by all staff with access to TXCSES
Web.
All files and records maintained by the OAG’s Child Support Division are privileged
and confidential. This includes case files and electronic records on both full-service
(FS) and registry-only (RO) cases.
Only authorized personnel may have access to TXCSES Web. Unauthorized access to,
use or release of the information can result in civil and criminal prosecution and civil
liability. Only authorized personnel may access TXCSES Web to view, add, modify
and/or delete information.
Unless the Confidentiality Policy permits the disclosure or release of specific
information, staff must not release information. Never release information to someone
unless absolutely sure that person has the right to know or is authorized to have the
information being released.
To safeguard information: Restrict access to computer screens to authorized personnel
only. Exit TXCSES Web screens when away from terminal, and sign off when away
for extended periods. Never write down or disclose passwords.
Note: Any information not authorized for release should never be released verbally or
otherwise to anyone who is not authorized to receive it.
Please take note that some screens on TXCSES Web and the Mainframe may have the following banner “Warning! May Contain Federal Tax Information.” Refer to Confidentiality Policy for any questions on Federal Tax Information (FTI).
Criminal Investigation
Child support statutes and regulations restrict the use of confidential information for child
support purposes (with the exceptions for certain disclosures permitted by statute). Because of
this, staff cannot provide child support information to law enforcement agencies for the
purpose of criminal investigations, including the OAG’s Criminal Investigations Division.
There are no provisions in the child support enforcement statutes and regulations that allow the
providing of information in response to a subpoena or a court order, unless there is a specific
IV-D purpose. Release of information is prohibited unless specifically authorized by state and
