8.19.4.0 - How To Prioritize Your ICR Workload

This section presents a suggested priority for your State to correct reconciliation discrepancies.  It also discusses combinations of multiple Reason Codes that can be returned for individual ICR records.  The following sections each Reason Code is discussed separately.  Included in those sections are descriptions, flow diagram scenarios, points to consider, and Hot Tips to simplify the reconciliation process for each of the Reason Codes.

8.19.4.1 Which Reason Codes Should Be Worked First

The Figure on the following page illustrates how you should prioritize which Reason Codes to address first.  The Reason Code priority applies to where you should devote your time, energy and resources.

  1. Reason Code 02: Provides a correct case ID for your interstate case in the other State, should always be addressed first.  Correction of incorrect case IDs is a top priority for the ICR.  When multiple Reason Codes are returned for a single case/participant, correcting the 02 errors first eases your task of correcting other errors.  The correction of a 02 error paves the way for better exchange of information with another State in a timely fashion, and makes available the benefits of automating data through CSENet, the Federal Case Registry (FCR), and EFT/EDI.

  2. Reason Code 07: Obtaining missing SSNs on case participants should be the second priority for the use of the ICR.  Reason Code 07 (Participant SSN Provided by Other State) tells you when the missing SSN of the participant in your case has been provided on the corresponding case by the other State.  When the case participant’s SSN is not known you are unable to get that person registered on the FCR, thereby missing out on all of the proactive information available on this person from the FPLS.  Moving the individual’s SSN from the response file to your case is a process that can be automated easily.

  3. Reason Code 08: Case status and SSN mismatches constitute the next most important tier of reconciliation errors to be corrected.  Reason Code 08 (Participant SSN Mismatch) tells you when your State and the other State have different versions of the SSN for the same case participant.  Most often the mismatch is the result of transposed digits or a minor data entry error.  Correcting these minor errors enables acceptance onto the FCR and receipt of full information from the FPLS.

  4. Both Reason Code 01 (Could Not Find a Matching Case in the Other State) and Reason Code 04 (Your Case is Open, Matches to Closed Case in the Other State) identify conditions where a family may not be receiving the level of service required to effectively process their interstate case.  Resolve these discrepancies by determining whether the family still requires service in an interstate case, whether a one-State action can be pursued on its behalf, or whether this particular family no longer requires service in the State and the case can be closed following Federal case closure criteria.  

  1. Reason Code 06 (This Participant was Not Found in the Other State Case), and Reason Code 03 (Incorrect County Code for the Other State), represent the lowest priority for correction.  If a correct case ID for the other State has been provided through Reason Code 02, then you can reconcile these discrepancies later, once you start communicating with the other State.

Processing Multiple Reason Codes

The following matrix lists possible combinations of Reason Codes that can be returned for a single record in the ICR results file.  

Remember: when Reason Code 02 appears as one of the error codes, correct it first, preferably through the execution of an automated update program.  Correcting the 02 error first will facilitate the correction of any other errors associated with the same case/participant.  If you receive a Reason Code 03, 04, 05, 07, or 08 without Reason Code 02, it means the Other State Case ID is correct.  Automated means of exchanging information on the cases in question may assist in the reconciliation of Reason Codes 03, 04, 05, 07 or 08 errors.  

Multiple Reason Codes

Reason Code

May Also Include Reason Codes:

Why Multiple Reason Codes Appear

 

02

 

03, 04 or 05;

07or 08

The combination of Reason Codes 02, 03 and 04 represents an open interstate case in your State that is closed in the other State.  The corresponding interstate case in the other State was found through an SSN match of a child in common, or of an adult SSN/participant type match and a child name in common. Your Other State Case ID is incorrect.  The county code you have for the other State also is incorrect.  If you receive Reason Code 07, you are being provided the SSN for this participant.  If you receive Reason Code 08, you are being told that the SSN you have on your case is different from the SSN the other State has for this participant.

The combination of Reason Codes 02, 03 and 05 represents the same situation as above, except this case is a closed interstate case in your State and it is open in the other State.  Reason Codes 04 and 05 are mutually exclusive and cannot appear in the same case.  Reason Codes 07 and 08 are also mutually exclusive and cannot be received on the same person.

 

 

03

 

 

02, 04 or 05;

07 or 08

The combination of Reason Codes 03, 02 and 04 represents an open interstate case in your State that is closed in the other State.  The corresponding interstate case in the other State was found through an SSN match of a child in common, or of an adult SSN/participant type match and a child name in common. Your Other State Case ID is incorrect.  The county code you have for the other State also is incorrect.  If you receive Reason Code 07, you are being provided the SSN for this participant.  If you receive Reason Code 08, you are being told that the SSN you have on your case is different from the SSN the other State has for this participant.

The combination of Reason Codes 03, 02 and 05 represents the same situation as above, except this case is a closed interstate case in your State that is open in the other State.  Reason Codes 04 and 05 are mutually exclusive and cannot appear in the same case.  Reason Codes 07 and 08 are also mutually exclusive and cannot be received on the same person.

04

02, 03, 07 or 08

The combination of Reason Codes 04, 02, and 03 represents an open interstate case in your State that is closed in the other State.  The corresponding interstate case in the other State was found through an SSN match of a child in common, or of an adult SSN/participant type match and a child name in common. Your Other State Case ID is incorrect.  The county code you have for the other State also is incorrect.  If you receive Reason Code 07, you are being provided the SSN for this participant.  If you receive Reason Code 08, you are being told that the SSN you have on your case is different from the SSN the other State has for this participant.  Reason Codes 07 and 08 are mutually exclusive and cannot be received on the same person.

05

02, 03, 07 or 08

The combination of Reason Codes 05, 02, and 03 represents a closed interstate case in your State that is open in the other State.  The corresponding interstate case in the other State was found through an SSN match of a child in common, or of an adult SSN/participant type match and a child name in common.  Your Other State Case ID is incorrect.  The county code you have for the other State also is incorrect.  If you receive Reason Code 07, you are being provided the SSN for this participant.  If you receive Reason Code 08, you are being told that the SSN you have on your case is different from the SSN the other State has for this participant.  Reason Codes 07 and 08 are mutually exclusive and cannot be received on the same person.

07

02, 03, 04 or 05

The combination of Reason Codes 07, 02, and 03 represents a person’s SSN being provided to you from the matching case in the other State.  The corresponding interstate case in the other State was found through an SSN match of a child in common, or of an adult SSN/participant type match and a child name in common.  Your Other State Case ID is incorrect.  The county code you have for the other State also is incorrect.  If you received Reason Code 04, your open interstate case matched to a closed case in the other State.  If you received a Reason Code 05, your closed interstate case matched to an open case in the other State.  Reason Codes 04 and 05 are mutually exclusive and cannot apper in the same case.

08

02, 03, 04 or 05

The combination of Reason Codes 08, 02, and 03 represents a person whose SSN on your case is different from the SSN the other State has for this participant.  The corresponding interstate case in the other State was found through an SSN match of a child in common, or of an adult SSN/participant type match and a child name in common.  Your Other State Case ID is incorrect.  The county code you have for the other State also is incorrect.  If you received Reason Code 04, your open interstate case matched to a closed case in the other State.  If you received a Reason Code 05, your closed interstate case matched to an open case in the other State.  Reason Codes 04 and 05 are mutually exclusive and cannot appear in the same case.