RFP%2031701-03585_6.8_Prepaid_Debit_Card_Data_File_Layouts.pdf

RFP 31701-03585

Program – DHS Child Support

DEBIT CARD FILES’ LAYOUTS

Batch Enrollment File Each Batch Enrollment File sent will conform to the following layout specifications. The file is a fixed length ASCII file. Each file will consist of a header, detail and footer records. The first record (row) is the header record, followed by one or more detail records and a footer record at the end of the file. Each record will have a length of 700 bytes. All fields are left justified and should be padded with spaces at the end. Any optional fields transmitted without data and “filler” fields will be filled with spaces.

BATCH ENROLLMENT FILE

HEADER RECORD

1 1-15 File Program Indicator

15 PIC

X

“Receiving File Name” R

2 16-23 File Date 8 PIC X

File Creation Date in “YYYYMMDD” format.

This date will be used to become the mmdd portion of the returned ACK and EXCP files.

R

3 24-32 File Sequence Number

9 PIC

File Sequence number- each file will be sent in sequence and will be increment by “1”.

R

4 33-41 Profile Number 9 PIC

Profile Number “637040001” R

5 42-

Filler 659 PIC X

Reserved for future use. R

Record Length = 700 R - Required field O - Optional field I - Ignored field C - Conditional

BATCH ENROLLMENT FILE

DETAIL RECORD

RECORD TYPE = “E,” ONLY

Field

# Position Field Name Length Type Description / Data Value R/O

1 1-5 Record_Number 5 PIC

Detail record number, starting from 1 and incremented by 1 for each addition record within file.

R

2 6-6 Record_Type 1 PIC X

Record Type “E” = New Primary Cardholder

3 7-7 New_Enrollment 1 PIC

“Y” = New enrollment or add Additional/Dependant

4 8-19 Account_Number 12 PIC fill with spaces. R

5 20-49 Cardholder_Last_Name 30 PIC X

Cardholder last name Only the following characters will be accepted in last/first/middle name field(s)

1. UPPERCASE A-Z

2. Numerics 0-9

R

6 50-69 Cardholder_First_Name 20 PIC X

Cardholder first name.

Only the following characters will be accepted in last/first/middle name field(s)

1. UPPERCASE A-Z

2. Numerics 0-9

R

7 70-70 Cardholder_Middle_Initial 1 PIC X

Cardholder Middle Initial. O

8 71-78 Cardholder_DOB 8 PIC X

Cardholder date of birth (YYYYMMDD). R

9 79-108 Cardholder_Address_1 30 PIC X

Cardholder address- field 1. R

10 109-138 Cardholder_Address_2 30 PIC X

Cardholder address- field 2. O

11 139-158 Cardholder_City 20 PIC X

Cardholder city. R

12 159-161 Cardholder_State 3 PIC X

Cardholder state code (must match against state code table- see attachment).

R

13 162-164 Cardholder_Country_Code 3 PIC X

Cardholder country code (must match against country code table- see attachment).

R

14 165-173 Cardholder_Zip_Code 9 PIC X

Cardholder zip code- can be either zip OR zip+4. Fill with spaces if not US or Canada.

O

15 174-193 Cardholder_Phone 20 PIC X

Cardholder telephone number in the format of AREA + PHONE without dashes (i.e.: “AAAPPPPPPP” A=area, P=phone), spaces or commas.

O

16 194-202 Cardholder_SSN 9 PIC

Cardholder Social Security or Taxpayer Identification Number- no dashes or spaces.

O

17 203-227 Cardholder_Maiden_Name 25 PIC

Cardholder Maiden Name or password Default setting is optional; however, may be required for certain profile configurations.

O

18 228-245 Cardholder_Numeric_Pass code

18 PIC 9 Space filled. O

19 246-270 Sub_ID 25 PIC 9 Sub-ID (TCSES member id used) same number used in Acknowledgement file 104-128

R

20 271-285 Not_Used 15 PIC X

Space filled. O

21 286-315 Beneficiary_Last_Name 30 PIC X

Space filled. C

22 316-335 Beneficiary_First_Name 20 PIC X

Space filled. C

23 336-336 Beneficiary_Middle_Initial 1 PIC

Space filled.. O

24 337-344 Beneficiary_DOB 8 PIC 9 Space filled. O

25 345-374 Beneficiary_Address_1 30 PIC X

Space filled. O

26 375-404 Beneficiary_Address_2 30 PIC X

Space filled. O

27 405-424 Beneficiary_City 20 PIC X

Space filled. O

28 425-427 Beneficiary_State 3 PIC X

Space filled. O

29 428-430 Beneficiary_Country_Code 3 PIC X

Space filled. O

30 431-439 Beneficiary_Zip_Code 9 PIC 9 Space filled. O

31 440-459 Beneficiary_Phone 20 PIC 9 Space filled. O ield # Position Field Name Length Type Description / Data Value R/O 32 460-468 Beneficiary_SSN 9 PIC 9 Space filled. O

33 469-493 Beneficiary_Relationship 25 PIC X

Space filled. O

34 494-494 US_Citizen 1 PIC X

Y/N Only Y= Cardholder is a US Citizen.

N= Cardholder not a US Citizen.

35 495-496 ID_Type 2 PIC 9 Allowed values are:

Space filled.

01- Alien Identification Card 02- Passport 03- Other Government ID

C

36 497-521 ID_Description 25 PIC X

Identification description.

Required only if ID_Type = “03” (field # 35).

C

37 522-546 ID_Country_of_Issue 25 PIC X

Country where ID (field # 35) was issued (Value is entered, not a code from country table in Appendix D).

C

38 547-566 ID_Number 20 PIC X

ID number of ID (field # 35). Alpha-numeric. C

39 567-574 ID_Expiration_Date 8 PIC 9 Expiration date of ID (field # 35) in formatYYYYMMDD.

Must be a future date.

C

40 575-575 Photo_ID 1 PIC

“N” Only

41 576-577 Photo_ID_Type 2 PIC 9 Space filled. R

42 578-602 Photo_ID_Description 25 PIC X

Space filled. C

43 603-627 Photo_ID_State/Country_o f_Issue

25 PIC

X

Space filled. C

44 628-652 Photo_ID_Number 25 PIC X

Space filled. C

Position Field Name Length Type Description / Data Value R/O 45 653-660 Photo_ID_Expiration_Date 8 PIC 9 Space filled. C

46 661-700 Filler 40 PIC

Fill with spaces. R

Record Length = 700 R - Required field O- Optional field I - Ignored field C - Conditional

BATCH ENROLLMENT

FOOTER RECORD

Field # Position Field Name Length Type Description / Data Value R/O

1 1-15 File Program Indicator 15 PIC X “Receiving File Name” R

2 16-23 File Date 8 PIC X File Creation Date (YYYYMMDD). R

3 24-32 Number of Detail Records 9 PIC 9 Total number of detail records in file. R

5 33-700 Filler 668 PIC X Reserved for future use. R

Record Length = 700 R - Required field O- Optional field I - Ignored field C- Conditional

For each Batch Enrollment File submitted and processed, a return Acknowledgement and/or Exception File will be available. This file will be transmitted via the same FTP process that is established for the Batch Enrollment File and will be available within 24 hours of receipt of the originating enrollment file by.

In the event that there are no errors encountered during the processing of a file, no Exception File will be created. In the event that no records are successfully processed, no Acknowledgement File will be created. In no circumstance will more than one Acknowledgement and one Exception File per batch file be received.

Acknowledgement File The file will contain the same header and trailer information as provided for the Batch Enrollment File to allow the Client to relate the file(s) back to the original Batch Enrollment Files submitted for processing.

This file contains select fields for all records that have been successfully processed, including information required by the Client to establish direct deposit instructions for cardholders.

ACKNOWLEDGEMENT FILE - HEADER RECORD

Field # Position Field Name Length Type Description / Data Value R/O

1 1-15 File Program Indicator

15 X “Receiving File Name” R

2 16-23 File Date 8 X File Creation Date in “CCYYMMDD” format.

This date will match the batch enrollment file date specified in the header record.

R

3 24-32 File Sequence Number

9 9 File Sequence number- each file must be sent in sequence and must increment by “1”

R

4 33-41 Client Profile Number

9 9 Profile Number “637040001” R

5 42-150 Filler 109 9 Reserved for future use R

Record Length = 150 R - Required field O- Optional field I - Ignored field C - Conditional

ACKNOWLEDGEMENT FILE - DETAIL RECORD

# Position Field Name Length Type Description / Data Value R/O 1 1-5 Record_Number 5 PIC

Record sequence file number

2 6-35 Cardholder_Last_Name 30 PIC X

Cardholder last name R

3 36-55 Cardholder_First_Name 20 PIC X

Cardholder first name R

4 56-75 Cardholder_SSN 20 PIC X

Cardholder SSN - no dashes or spaces. R

5 76-87 Account_Number 12 PIC

Newly assigned account number for new enrollment records.

6 88-103 Card_Number 16 PIC

New card number assigned to this cardholder I

7 104-

SUB_ID 25 PIC

X

Sub-ID (TCSES member id used) same number used in enrollment file 246-270 Sub-ID is provided in the original Batch Enrollment File.

R

8 129-

RECORD_TYPE 1 PIC

X

‘E’ – Enrollment Record R

9 130-

Filler 21 PIC

Reserved for future use R

ACKNOWLEDGEMENT FILE - FOOTER RECORD

# Position Field Name Length Type Description / Data Value R/O

1 1-15 File Program Indicator

15 PIC

X

“Receiving File Name” R

2 16-23 File Date 8 PIC X

File Creation Date in “YYYYMMDD” format.

This date will match the batch enrollment file date specified in the header record.

R

3 24-32 Number of Detail Records

9 PIC 9 Total number of detail records contained within file. R

4 33-150 Filler 118 PIC 9 Reserved for future use R

Exception File This file contains all records that encountered an error or exception during processing the enrollment file.

There are two types of exceptions: file and record exceptions.

File exceptions may occur if the Batch Enrollment File sent does not match the defined layout and format, files out of sequence, invalid file date, etc. In the event that a file exception occurs, the entire file should be rejected and no individual records will be processed. The error will be tracked in this file with the appropriate error message.

Record exceptions may occur if an individual record contains invalid information or is missing mandatory information. In this instance, only the record will be rejected and reported within this exception file. The other detail records within the file will continue to be process.

The file will contain the same header and trailer information as provided for the Batch Enrollment File to allow the Client to relate the file(s) back to the original Batch Enrollment Files submitted for processing.

The Exception File is also used to communicate an attempt of a duplicate primary cardholder into the same profile. The existing account information will be returned along with the cardholder information in the Exception File.

EXCEPTION FILE - HEADER RECORD

Field # Position Field Name Length Type Description / Data Value R/O

1 1-15 File Program Indicator

15 X “Receiving File Name” R

2 16-23 File Date 8 X File Creation Date in “CCYYMMDD” format.

This date will match the batch enrollment file date specified in the header record.

R

3 24-32 File Sequence Number

9 9 File Sequence number- each file must be sent in sequence and must increment by “1”

R

4 33-41 Client Profile Number

9 9 Profile Number “637040001” R

5 42-165 Filler 124 X Reserved for future use R

Record Length = 165 R - Required field O- Optional field I - Ignored field C - Conditional

EXCEPTION FILE - DETAIL RECORD

# Position Field Name Length Type Description / Data Value R/O 1 1-1 Exception_Type 1 X PIC

X “F” = File Exception “R” = Record Exception If exception type = “F”. then the exception file will contain only one record to represent the entire file and indicate the error.

R

2 2-6 Record_Number 5 PIC

Record number from the original Batch Enrollment File R

3 7-36 Cardholder_Last_Name 30 PIC X

Cardholder last name R

4 37-56 Cardholder_First_Name 20 PIC X

Cardholder first name R

5 57-76 Cardholder_SSN 20 PIC

Cardholder SSN - no dashes or spaces. R

6 77-126 Error_Message 50 PIC X

Error message to indicate the cause for exception. R

7 127-

SUB_ID 25 PIC

X

Sub-ID (TCSES member id used) same number used in Acknowledgement file 104-128 and included in original Batch Enrollment file

R

8 152-

RECORD_TYPE 1 PIC

X

‘E’ – Enrollment Record ‘U’ – Demographic Update Record

R

9 153-

Account Number 12 PIC

Account number found for the SSN enrolled within the same client profile.

R

10 165 Filler 1 PIC

Reserved for future use, filled with space. O

EXCEPTION FILE - FOOTER RECORD

# Position Field Name Length Type Description / Data Value R/O

1 1-15 File Program Indicator

15 PIC

X

“Receiving File Name” R

2 16-23 File Date 8 PIC X

File Creation Date in “YYYYMMDD” format.

This date will match the batch enrollment file date specified in the header record.

R

3 24-32 Number of Detail Records

9 PIC 9 Total number of detail records contained within file. R

4 33-165 Filler 133 PIC

Reserved for future use R

Activation File The file will contain the same header and trailer information as provided for the Batch Enrollment File to allow file(s) to relate back to the original Batch Enrollment Files submitted for processing. This file will be transmitted via the same FTP process that is established for the Batch Enrollment File and will be available within 24 hours of receipt of the originating enrollment file by.

This file contains select fields for all records that have been successfully processed, including information required to establish an active account. Until information is received that the cardholder has activated their card monies will not be sent to the cardholder’s account.

ACTIVATION FILE - HEADER RECORD

1 1-2 File Program Indicator

2 PIC

X

Value “HD” R

2 3-10 Transaction 8 PIC X

Value “RTTNEAC ” R

3 11-16 File Sequence Number

6 PIC 9 Unique Sequence # R

4 17-24 File Date 8 PIC X

Date Extract was produced R

5 25-32 File Time 8 PIC X

Time Extract was produced R

6 33-62 Description 30 PIC X

Description of Extract R

7 63-512 Filler 450 PIC X

VALUE SPACES R

Record Length = 512 R - Required field O- Optional field I - Ignored field C - Conditional

ACTIVATION FILE - DETAIL RECORD

1 1-2 Record Type 2 PIC

Value “DT” R

2 3-11 Client Number 9 PIC X

Value “637040001” R 3 12-27 Card Number 16 PIC

X Card number O

4 28-29 Card Status 2 PIC X

Status of the card R 5 30 Action IND 1 PIC

X O

6 31-38 Activation Date 8 PIC X

Date Card was activated O 7 39-46 Card Status Chg

Date

8 PIC

X Date of last card status change R

8 47-58 Account Number 12 PIC X

Debit account number R 9 59-60 Account Status 2 PIC

X Account status as of the Extract (1 = OPEN, 2 = CLOSED) O

10 61-68 Account Status Chg Date

8 PIC

Date of last account status change

O 11 69-76 Date Account

Closed

8 PIC

X Date the account was marked closed O

12 77-84 Date Last Deposit 8 PIC X

Date of last deposit into Debit account O 13 85-114 Last Name 30 PIC

X Cardholder’s last name R

14 115-134 First Name 20 PIC X

Cardholder’s first name R 15 135 Middle Initial 1 PIC

X Cardholder’s middle initial R

16 136-165 Address 1 30 PIC X

First line of Cardholder’s address R 17 166-195 Address 2 30 PIC

X Second line of Cardholder’s address R

18 196-220 City 25 PIC X

City of Cardholder’s mailing address R 19 221-223 State 3 PIC

X State of Cardholder’s mailing address R

20 224-232 Zip 9 PIC X

Zip code +4 of Cardholder’s mailing address R 21 233-235 Country Code 3 PIC

X Country code for Cardholder’s mailing address R

22 236-245 Phone Number 10 PIC X

Cardholder’s Phone number R

23 246-253 DOB 8 PIC

Cardholder’s Date of Birth

24 254-262 SSN 9 PIC

X Cardholder’s social security number R

25 263-512 Filler 250 PIC X

Spaces R

All Dates are formatted CCYYMMDD, where C = century, Y = Year, M = Month, and D = Day Ex: January 21, 2005 would be 20050121.

** D-ACTION-IND values “R” Card Replaced, previous card cancelled “A” Activated card

“N” New card issued, no previous card “C” Card cancelled, no replacement issued

* D-CARD-STATUS values 00 – Not Activated 01 – Activated 02 – Reported Lost (Lost with Reissue) 03 – Reported Damaged (Damaged with Reissue) 04 – Reported Stolen (Stolen with Reissue) 05 – Compromised with Reissue 06 – Used without Authorization 07 – Cancelled by Household Member/Cancelled by Primary Cardholder) 08 – Cancelled for Other Reason 09 – Deactivated by State 10 – Max Pin Tries Exceeded 11 – Undeliverable 13 – Cancelled due to Disaster (Disaster Card) 19 – Replaced by State 22 – Lost with no Reissue 33 – Damaged with no Reissue 44 – Stolen with no Reissue 54 – Expired Card 55 – Cancelled by Primary Recipient 60 – Monitoring – Negative Balance 61 – Closed Card 62 – Cancelled by State (Inactive Card) 63 – Closed – Negative Balance (Negative Account – Closed) 66 – Compromised with no Reissue (Cancel Card Information) 98 – No Card Issued (Placeholder)

ACTIVATION FILE - FOOTER RECORD

1 1-2 Record Type 2 PIC

VALUE “TR”

2 3-10 Transaction 8 PIC

VALUE “RTTNEAC*””

3 11-16 File Sequence Number

6 PIC 9 Unique Sequence # 4 17-24 File Date 8 PIC

X Date Extract was produced

5 25-32 File time 8 PIC X

Time Extract was produced 6 33-39 Record Count 7 PIC 9 Number of Detail records in Extract 7 40-473 Filler 473 VALUE SPACES