HomeMy WebLinkAboutbocc.con.339.22 - BOCC2023 ANNUAL PROGRAM PLAN
I certify that this Plan is an accurate assessment of the Child Support Services (CSS) program
for______________County. I further certify that:
●The attached county CSS program budget represents only expenditures for performing IV-D activities.
●Staff listed in Section IX are performing IV-D functions pursuant to the percentage of time shown.
●A background check, pursuant to Colorado Department of Human Services (CDHS) Volume 6, 6.210.6 (Access to
Information) as revised, has been performed on all staff prior to requesting credentials for accessing electronic
or manual information maintained by CDHS, Division of CSS. The county director, or their designee, has weighedthe outcome of the background check against county-established favorability standards and determined the
individual is suitable to access the information.
●The County Director and IV-D Administrator certify that all County CSS workers meet all requirements forAutomated Child Support Enforcement System (ACSES) access per CDHS Operation Memo OM-CSS-2021-0003; have
been vetted through a fingerprinting background check within the last 5 years; and have passed all CDHS
established suitability standards per CDHS Operation Memo OM-CSS-2022-0001. *
●The County has established written processes to ensure that ACSES access provided to employees corresponds to
each worker’s job assignment. Access to child support information (electronic or manual) is determined by an
official “need-to-know” policy. That is, a person’s access is limited to only the level necessary to perform the
authorized purposes of the child support services program.
●Separation (or segregation) of duties is intended to reduce error and fraud by ensuring that at least two
individuals are responsible for the separate parts of any vulnerable or mission critical tasks of the program. To
the extent possible, the Division of CSS recommends that the separation of duties, and accompanying ACSES
security access, be considered, and implemented in the following circumstances:
o Enforcement and financial management responsibilities should not be performed by the same
person; and
o The responsibility to negotiate obligor child support balances and ledger balance adjustments
should not be performed by the same person.
**If your county is unable to have separation of duties due to staffing size, please complete the waiver
attached in the email.
●All staff performing IV-D functions, including CSS contractors and contract IV-D attorneys, are included in SectionIX.
●All Employees identified in the "Quarterly Personnel Audit List", that have a "last certified" date, are hereby
designated to perform all Administrative Process Action (APA) duties and/or Automated Enforcement actions,and/or review APA default orders. By signing the Annual Program Plan, I attest that these employees have the
adequate skills, knowledge, and training to perform these duties.
__________________________ __________________________ _________
County Director Signature County Director Printed Name Date
__________________________ __________________________ _________
IV-D Administrator Signature IV-D Administrator Printed Name Date
*Link to Operations Memo is https://www.colorado.gov/pacific/cdhs/cdhs-memo-series
Pitkin
Bernadette A.
Seymour
Digitally signed by Bernadette A.
Seymour
Date: 2022.12.20 12:32:08 -07'00'Bernadette Seymour 12/20/02
Lindsay Maisch 12/22/2022
2023 ANNUAL PROGRAM PLAN
Section I – Expenditures
Counties must attach a copy of their program’s approved budget. The attached budget must be detailed
enough to identify personnel and contractual expenditures.
In addition, please provide the number of Child Support Services FTE and Contract positions that your
county has allocated for in the 2023 budget. (This information will be used on page 26 of the MMR to
track collections and caseload totals per FTE).
Number of Full-Time positions ____________
Number of Contract positions ____________
Section II – County CSS Program Information
Counties are required to select one of three options for processing foster care fees in cases relating to child support
obligations. Check the option that your county is currently using. The options are:
a.The Foster Care Assessor within Child Welfare establishes and enforces the foster care fee. The case is
not referred to the CSS Unit for any purpose.
b.The Foster Care Assessor within Child Welfare establishes the foster care fee. The case is referred to the
CSS Unit for monitoring and enforcement.
c.The CSS Unit’s Foster Care Fee Assessor establishes and enforces the fee.
Section III – Safeguarding of Child Support Information and Funds
The Colorado CSS program receives federal tax and Federal Parent Locator Service (FPLS) information for use in the
establishment and enforcement of child support orders, and the collection of amounts due.
The Internal Revenue Service (IRS) requires that staff with access to federal tax information (FTI) maintain
their access authorization through initial and annual training certification. The purpose is to ensure that staff
understands the child support agency’s security policy and procedures for safeguarding the data.
The Federal Office of Child Support Enforcement has a similar mandate that requires providing security and privacy
awareness training to those staff having access to FPLS and other child support program information
The IV-D Administrator must attest that all child support staff and contractors that have access to FTI have
been provided information safeguard training offered by the Division of CSS and have been given the opportunity to
review and ask questions with respect to the various policies and procedures issued by the Division of CSS.
4
IRS Safeguard Awareness Training Program
All IRS safeguard training is to be completed in the Cornerstone Learning Management System. While counties are
no longer required to maintain certificates of completion for ACSES users, it is highly recommended that
certificates are electronically stored, each year, in the case of an audit.
As the IV-D Administrator, I certify that the following policies and procedures have been reviewed with staff and
implemented in this county: (Initial next to each procedure.)
_______ Procedure 1.0 Access ACSES Using Personally Owned Devices
_______ Procedure 2.0 Data Breach Incident Reporting
_______ Procedure 3.0 Transmitting FTI by Facsimile Device
_______ Procedure 4.0 Transmitting FTI by Electronic Mail
_______ Procedure 5.0 Visitor Access Log
_______ Procedure 6.0 Personal Identifying Information and Federal Parent Locator Service Data Protection
_______ Procedure 7.0 Suitability Standards for CSS Employee Access to FTI
_______ Procedure 10.0 Messaging
_______ Procedure 11.0 Remote Access Alternate Work Sites
As the IV-D Administrator, I further certify that: (Initial next to each statement.)
_______ All CSS staff accessing child support information, in either electronic or paper format, have a need-to-
know and are engaged in the authorized purposes of child support enforcement (i.e., the establishment
and enforcement of an order for child support, and the collection of amounts due).
_______ All CSS staff, including CSS contractors and contract IV-D attorneys, hired during calendar year 2022
received child support information (i.e., FTI and FPLS) safeguard awareness training prior to being
granted access to child support information, including access to ACSES.
_______ All CSS staff, including CSS contractors and contract IV-D attorneys, understand the civil and criminal
penalties associated with the unlawful disclosure and/or inspection of FTI as described in IRS
Publication 1075 and Sections 7213, 7213A, and 7431 of the Internal Revenue Code.
_______ All CSS staff, including CSS contractors and contract IV-D attorneys, understand the civil and criminal
penalties associated with the misuse of Federal Parent Locator Service and child support program
information as described in, but not limited to, the Social Security Act, the Privacy Act of 1974, the
Federal Information Security Management Act of 2002, 42 USC 654(26) and 654a (d) (1)-(5).
_______ All CSS staff, including CSS contractors and contract IV-D attorneys, have completed the on-line IRS
Certification through the Cornerstone Learning Management System.
_______ With respect to initial and annual IRS safeguard awareness training certification, the documentation (of
training) is maintained on file for each individual CSS staff member, including CSS contractors and
contract IV-D attorneys.
_______ That all CSS staff with access to the Child Support Data Intelligence System (CSDIS) are aware of the
user agreement terms and hereby agree to the associated roles and responsibilities
B.S.
B.S.
B.S.
B.S.
B.S.
B.S.
B.S.
B.S.
B.S.
B.S.
B.S.
B.S.
B.S.
B.S.
B.S.
B.S.
County Employee Liability Coverage
45 CFR § 302.19 requires the state to certify that all counties with delegated IV-D functions bond
their employees against losses resulting from employee dishonesty.
As the IV-D Administrator, I further certify that: (Initial next to the statement.)
_______ Every CSS person as listed in the quarterly personnel audit list, including contractors, that receives,
disburses, handles, or has access to support collections is covered by a bond against loss resulting
from dishonesty. CSS is covered in the amount of ________________ through one of the options below:
a. Private insurance coverage through _____________________________ (insert name of insurance company).
b. Self-bonding/self-insurance established by ____________________________ (identify statute or authority).
c.Bonding/insurance established by ______________________________________________________ (explain).
If the IV-D Administrator is unable to certify any statement in Section III, please explain below:
Section IV - Continuity of Services
Counties with five or fewer child support employees are asked to have an agreement with another county for
coverage should an emergency or hardship occur rendering your employees unable to fulfill day-to-day child
support service operations.
Provide the coverage county and plan. This is required information to receive approval of your county's annual
program plan. It is recommended that counties have a second coverage county able to provide support.
Please include any MOU or contract that may be in place for coverage.
N/A (County has more than 5 child support employees)
B.S.
1 million
4 Acord
4
Pitkin County Contracts with Garfield County to provide Child Support Services.
Section V - Strategic Planning
1.Please provide a copy of the strategic plan for your county's child support program. If you do not have one,
please describe your program’s priorities for 2023.
2.Per CCR 6.270.3, each county's program plan "must set county goals in order to meet annual statewide goals
set by the State Division of Child Support Services." For each of the C-Stat measures listed below, describe your
county's approach to/strategies for meeting/maintaining the performance goal.
Timeliness of Review and Adjustment (90%)
Percent of Disbursements on Hold (4.2%)
Timeliness of Case Initiation (80%)
During the 2022 calendar year, Garfield County (who handles Pitkin County cases) had more
staff turn over, including the retirement of our long-time IVD Administrator. We had 3 new
people start in the fall and winter of 2021, and we are still training those staff on all aspects of
the job. We handle everything cradle to grave, including case initiation and some financial, so
the learning curve is very large. Therefore, we are still in training mode for those three
employees. Currently we have two vacant positions that are being posted and hired for in the
next few months. The Department of Human Service completed its' department restructure
which did impact the CSS staff so we are all trying to work through the changes. We will
continue to train and get all of the new staff the needed support to be successful in their roles.
We use all of the state trainings that are available, but the program is so large we have to rely
on the supervisors, lead worker and sometimes even co-workers to help support the new staff. We strive to meet the performance measures each year. We have been consistently under
staffed since 2020, with the only constant is change. We met the CSAT goals during fiscal
year 2022 in Timeliness of Case Initiation, Disbursements on Hold and Case Initiation and
Timeliness of Review and Adjustment. Our goals are to continue to improve as vacant
caseloads are filled with fully trained employees.
Pitkin County meets this requirement on the APA modification cases.
Judicial modifications are out of our control, therefore, when we do
not meet the monthly goal it is due to the judicial modifications.
Pitkin county has so few review and adjustments that just one case
not meeting the measure it means we do not meet it for the month.
We meet this goal and we will continue to work the DOH report at
least weekly.
We have not met this goal a couple of months over the year. This happened when we only
had one person trained on how to do case initiation and then they were out of the office for
extended periods of time. To remedy this, we have trained all of our staff to initiate cases.
This way everyone can help if someone is out. Pitkin County has so few new cases, that if
there is just one case that does not meet the time frame, we do not meet the measure for
the month.
Section VI - County Liaisons
This information is now captured in the Quarterly Personnel Audit List. Please make sure your county's
liaison information in the document is current. Please be sure to include each liaison's direct email and phone
number.
Counties are required to follow the process linked below to designate ACSES Liaisons, which includes
corresponding training. A link to the ACSES Liaison Process can be found here ACSES_Liaison_Process,
along with the Liaison_Change_Request_Form
Section VII – Communications
As the IV-D Administrator, I agree to:
Apply online for child support services! The Colorado Child Support Services (CSS) Program has launched a
streamlined application that's available 24/7 - apply online anywhere, any time. Get started today.
About the Child Support Services Program:
CSS oversees the state’s child support system. Individual child support orders are managed by Colorado’s
county child support offices. You can find many helpful services on the CSS website including:
• Applying for child support services
•How to create an online account to view specific information on your child support case
•How and when to request changes to a child support order
•Different ways to make and receive child support payments
•Frequently asked questions about child support in Colorado
Visit the CSS website
the updates will be made. ________________
Ensure that the county's child support website contains current information regarding the child support
application and services provided, and that the language used on the website matches the information
below. (initial next to statement)
If your county's website does not include the information above, please provide a date of completion for when
B.S.
Section VIII - Organizational Chart
All counties are asked to submit an organizational chart. Please include as an attachment an organizational chart
that describes the reporting structure in your program and where your program sits within the county's structure.
Section IX - Personnel
All personnel information for this section is tracked in the Quarterly Personnel Audit List. The information in this
list must be updated and certified at the end of each quarter. You will receive an email from our office each
quarter when this needs to be completed.
I understand it is the responsibility of the county to ensure this is updated each quarter for all employees.
I confirm we have updated this information each quarter as required and will continue to do so.
Quarterly Personnel Audit List:
https://docs.google.com/spreadsheets/d/1GiaRjhyAL-HA-LRu37EuW6CqtBNF33kZ/edit#gid=463262142
4