Rule 5101:12-1-80.4. IV-D contract record retention

119.03 (A) The child support enforcement agency (CSEA) and contractor will retain all IV-D contract records: (1) For a period of three years after the final payment is made to the contractor and all matters relating to the IV-D contract are concluded; or (2) In accordance with the county records commission in the county in which the CSEA serves, when the county records commission mandates a retention period of more than three years. (B) IV-D contract records include but are not limited to: (1) Documents generated as a result of the procurement process, when applicable, including proof of formal advertising and the selection of the contractor; (2) A list of potential contractors contacted when the total IV-D contract cost is for an amount that is less than twenty-five thousand dollars or, when the county in which the CSEA serves has a contract threshold requirement that is less than twenty-five thousand dollars, the total IV-D contract cost is for an amount that is less than the local contract threshold requirement; (3) All IV-D contract documents; (4) Documentation of any attempt to enter into a IV-D contract with the court or law enforcement official; (5) Any documentation that the sheriff is unable to provide the resources necessary for service of process in a timely manner when the CSEA attempts to enter into a IV-D contract with a sheriff; (6) Any documentation from the sheriff that the sheriff charges other agencies service of process fees; (7) Financial records; (8) Statistical records; (9) Any documents or correspondence, including electronic correspondence, from the office of child support (OCS) or the federal office of child support enforcement regarding the IV-D contract; and (10) All other records regarding delivery of services under the IV-D contract. (C) When an audit, litigation, or other action involving the IV-D contract is started before the end of the retention period, the CSEA and contractor will retain the IV-D contract records until all issues are resolved. (D) The CSEA and contractor will make the IV-D contract records available to any authorized governmental representative during reasonable times. A governmental representative includes but is not limited to a representative from the: (1) United States department of health and human services; (2) Comptroller general of the United States; (3) State of Ohio; (4) County auditor; and (5) CSEA. (E) The CSEA will obtain approval from the county records commission before destroying the IV-D contract records. Last updated November 1, 2024 at 8:03 AM Supplemental Information Authorized By: 3125.25 Amplifies: 3125.12 , 3125.13 , 3125.14 , 3125.17 11/1/2029 7/1/1987 (Emer.), 8/3/1987, 2/29/1988, 7/15/1992, 11/1/1993, 1/1/2004