Child Support Employer quick reference guide Cuyahoga County Together We Thrive Department of Health and Human Services Office of Child Support Services
EMPLOYERS AND CHILD SUPPORT WORKING TOGETHER In partnership with employers like YOU, the Office of Child Support Services promotes parental responsibility so that children receive support from both parents even when they live in separate households. We know that at times working with the child support program can be challenging. That s why we re committed to making the process as SIMPLE as possible and listening to you regarding how we can make it easier to implement support orders and to provide support on a regular and consistent basis. Employers are a key partner in the child support program. Employers are responsible for withholding 75% of all support collected. Did you know, In 2016, employers collected over $179 million for families in Cuyahoga County! In addition, information that you provide helps us to locate parents, and to correctly and timely establish, modify and enforce child support orders. Thank you for your partnership and collaboration-because Together We Thrive! Your dedicated efforts everyday help to ensure that parents and children have the opportunity to live their best lives. Together we collaborate to deliver quality service. 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: www.oh-newhire.com 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. 2
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: 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. 3
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. Employees with child support orders shouldn t be penalized 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. 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: 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: 4 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 Office of Child Support Services Contact us, we re here to help. We ve implemented dedicated communication resources for employers. Email: employerchildsupporthelp@jfs.ohio.gov Employer Only Telephone Line: 216-263-4548 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. 5
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 (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. 6 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.
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 Department of Health and Human 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 Department of Health and Human Services, Office of Child Support Services (OCSS) Telephone: 216-263-4548 (Employers Only) Email: employerchildsupporthelp@jfs.ohio.gov Parents may contact OCSS at: Telephone: 216-443-5100 Online Chat: www.cjfs.cuyahogacounty.us Web Portal: www.jfs.ohio.gov/ocs 7
Together we collaborate to deliver quality services. Office of Child Support Services 1640 Superior Avenue, Cleveland, Ohio 44114 216-443-5100 www.cjfs.cuyahogacounty.us web portal: www.jfs.ohio.gov/ocs www.facebook.com/cuyahogacountyofficeofchildsupportservices www.twitter.com/@cjfsoutreach Cuyahoga County Together We Thrive