3.2.2 IRS - Awareness and Training

Overview

As part of the Wyoming Child Support Program’s overall Internal Revenue Service (IRS) safeguarding plan, the State CSP Office administers a disclosure awareness and training program.

Policy

The State CSP Office disclosure awareness program consists of a two level approach – annual notification and quarterly updates.

Annual Notification

The Internal Revenue Code (IRC) requires annual notification for all employees involved in the Wyoming CSP along with public and private partners with access to federal tax information (FTI). As new employees are hired and at the beginning of each state fiscal year, all Wyoming child support professionals within the State CSP office, the State Disbursement Unit (SDU), the District CSP Offices, and Clerks of District Court as well as IT staff from Wyoming Enterprise Technology Services with access to POSSE data, will do the following:

• Watch the IRS video – Disclosure Awareness Training for State Child Support Agencies or IRS security training modules designated by the State CSP office.

• During a staff meeting, discuss safeguarding requirements, unauthorized disclosure of FTI, criminal and civil penalties, and review all quarterly security messages as provided by the State CSP Office.

• Read, complete and notarize, when appropriate based on the document, the following Wyoming CSP Program forms

1. Conflict of Interest Disclosure Form

2. Electronic Transmission of FTI Policy Form

3. IRC SEC – Non-Disclosure Oath and Certification of Need Form

4. IRS Video – Statement of Completion Form

5. Statement of Confidentiality Form

Each District CSP Office Manager, Clerk of District Court, SDU Manager, State CSP Office Manager and Wyoming Enterprise Technology Services IT Manager will provide copies of the completed forms to the State CSP Office 1) within one month of a new hire; and 2)at the beginning of the state fiscal year for all existing employees except those hired within 6 months prior to the beginning of the state fiscal year.

Access to the Wyoming CSP program and data will not be granted until the signed documents are received at the State CSP Office and will be rescinded if the documents are not received within 1 month of the beginning of the state fiscal year. Access that has been rescinded will be granted once the appropriate documents have been receipted at the State CSP Office.

The State CSP Office will complete a Certification of Receipt of Awareness Training (Appendix 3.G) document for employee completing the required documentation and training. The completed Certification of Receipt of Awareness Training (Appendix 3.G) documents will be e-mailed to the appropriate CSP Office Manager, Clerk of District Court, SDU Manager, State CSP Office Manager and Wyoming Enterprise Technology Services IT Manager within one month of receipt of the completed documents.

Quarterly Updates

In addition to the IRC required annual Disclosure Awareness Training, the State CSP Office also provides quarterly reminders via e-mail to all child support professionals with access to FTI. These quarterly e-mails focus on data security issues ranging from privacy to password management.

Cross Reference

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