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DSS FISCAL MANUAL SECTION IV - DSS-1571 SUBMISSIONS

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Section IV-B Error Messages for Part I, II & IV

Local County Departments of Social Services must submit their DSS-1571 reports on a timely basis. If the County Administration Accounting Unit has not received the DSS-1571 (balanced and error free) by the 15th of the month or the first workday thereafter that county’s DSS-1571 will be considered late.

If there are any errors or the County transmittal file’s computed totals does not match the Statement of Administrative Costs form totals, the county must determine the problem and make the necessary changes after reviewing their error message/s. Error message/s may be found on the NC XPTR report DHRWCA DAILY XS305 Edit Report. Outlined below is a list of the most common error messages along with one warning message and brief descriptions of these messages. Please note, this list is not all inclusive; there may be other errors that transpire for your county which are not listed. When the DSS-1571 file is incorrect, counties must correct the data, create a new file and repeat the upload process. If there are no errors and the totals agree, the county DSS-1571 transmission is complete. For additional assistance contact County Administration at (919) 527-6150 or your county’s Local Business Liaison.

--Error Messages and Descriptions--

COUNTY INVALID

(County number must be numeric and contain a valid value of 000-099, a valid IV-D or a valid Indian defined county number)

TIME IN COLUMN INVALID WITH FUNC CODE

(The combination of the function code and the column code are not valid together)

SERVICE DATE INVALID

(The service date keyed is something other than the current service date)

SEQ-NO NOT NUMERIC

(There is a character keyed in sequence number that is not numeric)

SOCIAL SECURITY NUMBER NOT NUMERIC

(There is a character keyed as a valid employee identification number that is not numeric)

POSITION NUMBER NOT NUMERIC

(There is a character keyed as a position number that is not numeric)

LAST NAME IS MISSING

(The last name is missing in the name field)

BENEFITS NOT NUMERIC

(There is a character keyed as a benefits number that is not numeric)

TOTAL NOT NUMERIC

(There is a character keyed as a position number that is not numeric)

SALARY NOT NUMERIC

(There is a character keyed as a position number that is not numeric)

TOTALS NOT EQUAL

(The salary plus the benefits does not equal to the amount in the total field)

PEOPLE COUNT NOT NUMERIC

(There is a character keyed as a people count number that is not numeric)

EQUIVALENCY SHOULD EQUAL ZERO

(When used with Function Code 39)

COLUMN NUMBER NOT NUMERIC

(There is a character keyed as the column number that is not numeric)

COLUMN NUMBER LESS THAN 9

(Column code number cannot be less than 9 for Part I coding)

COLUMN NUMBER GREATER THAN 18

(Column code number cannot be greater than 18 for Part I coding)

PERCENTAGE NOT NUMERIC

(There is a character keyed as the percentage that is not numeric)

PERCENTAGE TOO HIGH

(Percentage is greater than 100%)

TIME IN COLUMN INVALID WITH FUNCTION CODE

(Time entered in column does not coincide with the column and function code used)

FUNCTION CODE IS INVALID

(Not a correct function code)

TIME MUST EQUAL 100 PERCENT IN COL 18 ONLY

(Function Codes 83, 84, 85, 86, 87, 88, 89, 90, 91, or 98 are being used with time entered into a column code other than column code 18; if column code 18 is used time must be 100%)

NO TIME ENTERED IN COLUMNS

(There is no time associated to the column code)

TOTAL PERCENT NOT EQUAL TO 100%

(The total percentage relating to the column code must be 100%)

CO NOT AUTHORIZED USE OF F/C COL COMB

(County is not authorized to use the Function/Column code combination)

CO NOT AUTHORIZED USE OF PART II CODE

(County is not authorized to use the Part II coding)

PART II SEQUENCE NUMBER IS INVALID

(Part II Sequence number not valid)

PEOPLE COUNT GREATER THAN 1.00

(This message is a Warning not an error. The people count entered should equal 1.00 or less, unless reporting for temporary position, contracted position, overtime or corrections from prior period.) In no case should an equivalency exceed 9.99.

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