12.F Case Closure Checklist
Appendix 12.F – Closure Checklist
Purpose:
Provide consistent closure procedures for case workers.
Wyoming Child Program Closure Checklist
BENEFITS REVIEW:
Yes NA
☐ Check Case Class (Is CP mandatory?)
☐ Check EPICS/WES
☐ ☐ Email DFS/DOH to sanction if mandatory (Cannot close CP requests closure if mandatory)
☐ CP & Kids EPICS/WES Case Numbers and Client ID loaded (Unique Identifier XREF List)
FISCAL REVIEW:
Yes NA
☐ ☐ Run BA (all tied to cases): Process request id______________________________
☐ ☐ Support Orders Loaded Correctly
☐ ☐ Judgments Loaded Correctly (Who is owed the money/ Attorney fees/ Title 19 etc?)
☐ ☐ Children end dated correctly / transfer dates correct / correct removal reason
End Date Reason:__________________________________________
☐ ☐ Was case adjusted to Arrears/State arrears only? Does it need reversed/adjusted?
☐ ☐ Over-collect / Futures Held (Request recycle of over-collect/futures held from DFSFINHELP)
POSSIBLE DOCUMENTS TO PREPARE / ACTIONS TO TAKE:
Yes NA
☐ ☐ Satisfaction of Judgment (Judgment Date_________ SOJ File Date___________)(Do not complete for 999 Stipulation judgments)
☐ ☐ Release NTP (ESC, SSA, Workers Comp & Employer)
☐ ☐ Stale employer (if no other open cases)
☐ ☐ Suspend IWO Records in Support Order (if no open connected cases)
☐ ☐ Release NMSN (NNMTERA1)
☐ ☐ Motion and Order to Quash Bench Warrant
☐ ☐ Motion and Order to Vacate and Dismiss (any pending actions or registration)
☐ ☐ Reinstate Wyoming drivers license
☐ ☐ Reinstate Wyoming game & fish
☐ ☐ Update hearing maintenance
☐ ☐ Release any liens / update lien maintenance
CASE REVIEW:
Yes NA
☐ Clean physical file (All documents shall be attached)
☐ Intake Complete & Quality Check Complete boxes marked
☐ Data Reliability complete (See Appendix 12.E – PEP Data Reliability)
☐ Paternity Audit completed (See Appendix 8.G - IV-D PEP Procedures)
☐ Enter Closure Reason (See CP Request Closure Section for instructions)
☐ Run 282p2 Case Assessment - One Case in Process Request Maintenance
☐ Person & Case Alerts Cleared - if case will not close, make corrections as needed
☐ ☐ Intergovernmental – Initiating – Notify other state to close their case by using CSENet closure transaction GSC15 or GSC17 and/or by CSENet. Generate & mail Trans#2 (Best practice to send CSENet closure transaction & request through CSENet & hard copy of Trans#2 - not all states are using CSENet closure transaction codes)
Set alert to remove initiating intergovernmental information in 30 days
☐ ☐ Intergovernmental – Responding – Acknowledgment of Initiating state request for closure via Trans #2 or CSENet or if closing Non-Cooperation of other state notify other state of closure by using Trans#2 or CSENet.(Best practice to send acknowledgment or notice of closure through CSENet & hard copy of Trans#2) (If another state’s order was registered, generate Motion & Order to Vacate Notice of Registration and Dismiss the Order Confirming)
Note: When filed Order to Vacate & Dismiss is received back from court, End child(ren), Enter “9999” $0 stipulation, Run BA (If Wyoming order, move child(ren) and balance back to WY Non-IV-D case, if no WY case; build one).
☐ Enter specific closure case note on POSSE
Log type: Case management
Log Title: ***Case Closure***
Log Message: Should include but is not limited to:
What is closure reason?
Children end date reason,
Term ntps (to who),
order/judgment reviewed,
SOJ filed,
any other pertinent details dealing with closure & where the file went
☐ Generate closure letter once POSSE has validated the closure and the document appears in the document log list. (If closure letter does not appear in document log list - check Alerts for a Case for corrections)
Foster Care case, add child’s name and EPICS number to the letter.
Responding case, use transmittal#2 to other state acknowledging closure as closure letter
☐ Give to Supervisor for closure approval and case note
CP REQUEST CLOSURE:
Yes NA
☐ Copy of permission to close received from CP in file
☐ Manually generate closure letter: Response to CP Request Closure (LCPCLOA1) (posse will not create closure letter for this closure reason
☐ Manually generate Notice to NCP Regarding Closure (NNCPRCA1)
☐ Intake Complete & Quality Check Complete boxes marked
To print the Case Closure Checkout see Case Closure Checkout