Child Support Employer - Cuyahoga Job and Family Services

Child Support Employer
quick reference guide
Cuyahoga Job and Family Services
Office of Child Support Services
EMPLOYERS AND CHILD SUPPORT WORKING TOGETHER
Employers have an important role in providing financial support for children through income
withholding. Cooperation between employers and child support agencies promotes parental
responsibility, reduces taxpayer costs for public assistance, and helps families provide for their
children. Studies show that when children receive consistent and regular support that they are
less likely to become involved in the juvenile justice system and more likely to graduate from high
school.
Each year, employers withhold and remit over $176 million for families who have support orders
through Cuyahoga County’s CJFS-Office of Child Support Services.
Employers are prohibited from using an Income Withholding Order (IWO) as grounds for refusing
to hire a person or for taking disciplinary action against an employee. Employers could face civil
penalties if they do so.
EMPLOYER RESPONSIBILITIES
Please note: Although the term “Employer” is used, the requirement to comply with these
responsibilities apply to contractors and any other entity who pays money to an individual.
Report newly hired employees to State of Ohio.
All new hires must be reported within 20 days of their start date to the Ohio New Hire Reporting
Center. New hire information is matched against child support records at the state and national
levels to help locate parents and collect child support.
Report new hires electronically by visiting: https://newhire-reporting.com/OH-Newhire
Pursuant to an order, withhold a portion of an employees’ or independent contractors’ income to
satisfy a child support obligation.
An Income Withholding Order (IWO) is an order issued by a court or child support agency
requiring the deduction of child and medical support obligations. The employer/ contractor
deducts the specified amount each pay period.
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Remit all income withholding payments timely.
All support orders issued by a court or child support agency in Ohio require that child support
payments go to Ohio Child Support Payment Central (OCSPC).
Payments must be sent to OCSPC immediately, but no later than 7 business days after the payment
is withheld. Payments may be transmitted electronically.
For information regarding payment remittance, please visit:
www.jfs.ohio.gov/Ocs/employers/CSPC_Overview.stm#4
Pursuant to an order, provide an employees’ dependents with medical support, if available.
Medical support is a part of child support, provided as health insurance under a parent’s policy.
Along with the income withholding order or through a separate mailing, you may receive a
National Medical Support Notice (NMSN) for an employee. The NMSN contains two parts:
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Part A Notice to Withhold for Health Care Coverage
Part B Medical Support Notice to Plan Administrator
If you provide health insurance to your employees, you must forward Part B to your plan
administrator. If your company does not provide health insurance; or the employee is no longer
employed; or withholding the premiums for the health insurance, combined with child support
would cause the total withholding to exceed the Consumer Credit Protection Act (CCPA)
withholding limits, please return Part A to OCSS. Please refer to the National Medical Support
Notice for further instructions.
More information is available at
www.jfs.ohio.gov/OCS/employers/MedicalSupport_Overview.stm
Report changes in status, including when the employee is no longer employed.
When an employee with a child support obligation leaves your company or when any situation
occurs where you are no longer paying income to the individual, notify the local child support
agency as soon as possible. The Income Withholding Order includes a Termination Notice that
can be sent to the child support agency. The notification should include last known information
about the employee, as well as information about any other benefit, employment or other source
of income that is known.
Report lump sum payouts
Any lump sum payments of $150 or more must be reported to the local child support agency
in advance of making the payment. Lump sum payouts include, but are not limited to, vacation
payouts, bonuses, severance pay, etc. The payment must then be held by the employer for 30
days until otherwise ordered to disburse the money. If the employee owes past due child
support, the court or agency will issue an order requiring that the payment be paid to the office
of child support.
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HELP FOR EMPLOYERS
Electronic Income Withholding Orders (e-IWO)
The Federal Office of Child Support Enforcement (OCSE), in partnership with state child support
agencies, public and private sector employers and payroll processors, has developed this free
and efficient method for employers to:
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Acknowledge and accept or reject an IWO
Notify the child support agencies of employee terminations
Inform child support agencies of lump sum and bonus payments
For more information visit:
www.acf.hhs.gov/programs/css/employers/e-iwo
Electronic Payments to Ohio Child Support Payment Central (OCSPC)
Employers are encouraged to make payments electronically. These transactions are faster, more
accurate and less expensive to process than paper checks. OCSPC offers two electronic payment
options:
Electronic Funds Transfer/Electronic Data Interchange (EFT/EDI)-These two approved formats
allow for employee name, case number and social security number to travel with the payment.
Also, employee data is required just once and from that point forward, only make the necessary
changes, deletions and additions.
Please visit: www.jfs.ohio.gov/Ocs/employers/CSPC_Overview.stm#4
for all the options available to remit payments.
Contact Cuyahoga County CJFS-Office of Child Support Services
Contact us, we’re here to help. We’ve implemented dedicated communication resources for
employers.
Email: [email protected]
Employer Only Telephone Line: 216-263-4548
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HELP FOR EMPLOYEES
Many employees approach their employer for assistance with child support matters. If this
occurs, employers are encouraged to refer the employee to the child support agency. Below is
a basic overview of questions and situations employees may ask their employer and suggested
ways to respond.
Employee says he/she cannot afford the amount that is withheld from his or her wages.
Employer should first make sure that the correct amount is being withheld, keeping in mind the
Consumer Credit Protection Act (CCPA) and refer the employee to the child support agency for a
possible modification of the support order. Parents may request a review and adjustment of their
support order every three (3) years, or sooner if there is a qualifying change in circumstances.
There is no charge to request this service. Modifying the support order because of a change in
circumstances helps to ensure that the order is “right-sized” to the family’s resources.
Employer receives and implements a National Medical Support Notice and employee says that it’s
too much.
Again, review that the correct amount is withheld, with the CCPA in mind. If the employer is
unable to withhold premiums for health insurance because the total amount of child support
and health insurance premiums exceed the limitations under the CCPA, the employer should not
enroll the child in the health insurance plan, unless requested by the employee. Please refer the
employee to the child support agency for an in depth review of his/her case.
Employee says that he does not have a child; he is not the father.
Employee should be referred to the child support agency to resolve the issue of paternity.
Employee is having trouble contacting the OCSS
Parents can access case information and send messages to OCSS by registering for a Child
Support Web Portal account at: www.jfs.ohio.gov/ocs. Parents may also live chat with an
agency representative via the BoldChat link found at www.cjfs.cuyahogacounty.us
Employee says that he/she should not have to pay for a child that he/she cannot spend time with
(visitation)
If child resides in Cuyahoga County, employee can contact the Office of Mediation at
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(216) 443-3149 or (216) 698-4996 for assistance with obtaining an order regarding parenting
time/visitation.
Employee indicates that he/she has paid all support and/or arrears.
Please refer the employee to the child support agency. The employer must receive an income
withholding termination or reduction notice from the child support agency. The parent can also
review the status of their case on-line by registering for a Child Support Customer Service Web
Portal account at www.jfs.ohio.gov/ocs
Employee reports to employer that the child is 18 and has graduated. I should not have to
continue to pay support.
Child support continues through a child’s 18th birthday so long as the child is enrolled on a full
time basis in high school, and no later than age 19. Once verification is received, the child
support agency issues a recommendation regarding the termination of the child support order.
Then the parents have the right to request an administrative and/or court hearing. A final order is
issued at the end of the process. This process can take time.
If child support arrears exist after the final order is issued, the employee will continue to pay the
same amount until all balances are paid in full. Again, employer continues to deduct until an
income withholding termination or amended order is received from the child support agency.
Have employee contact child support for further information.
Employee reports that he/she is already paying support via income withholding with
another employer.
This can occur because of the auto income withholding feature of the Support Enforcement
Tracking System (SETS). Employee should contact child support immediately for resolution.
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USEFUL LINKS PAGES
Federal Office of Child Support Enforcement—Click on Employer tab
www.acf.hhs.gov/programs/css
Ohio Department of Job and Family Services
Office of Child Support
http://jfs.ohio.gov/Ocs/employers/CSPC_Overview.stm#8
Cuyahoga Job and Family Services
Office of Child Support Services
www.cjfs.cuyahogacounty.us/en-US/employers.aspx
Ohio CSEA Directors’ Association (OCDA)-- includes many fact sheets
about child support issues. Click on Calculator tab for a spreadsheet
to help calculate withholding amounts for employees with multiple
orders.
www.ocda.us
Contact Cuyahoga Job and Family Services, Office of Child Support
Services (CJFS-OCSS)
Telephone: 216-263-4548 (Employers Only)
Email: [email protected]
Parents may contact CJFS-OCSS at:
Telephone: 216-443-5100
Online Chat: www.cjfs.cuyahogacounty.us
Web Portal: www.jfs.ohio.gov/ocs
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Office of Child Support Services
1640 Superior Avenue, Cleveland, Ohio 44114
216-443-5100
www.facebook.com/ Office of Child Support Services
http://cjfs.cuyahogacounty.us/boldchat/
www.cjfs.cuyahogacounty.us
web portal: www.jfs.ohio.gov/ocs
CJFS 383 barreiro (6/2015)