Relating to restrictions on the fee assessed for issuance of certain birth records.

Contracts

• Software Vendor Agreements: County Clerks utilizing third-party vital records software (e.g., VitalChek, Granicus) must issue immediate change orders. The software must allow a specific user class (Government/Child Welfare) to bypass payment gateways while generating a valid receipt.
• Outsourced Fulfillment: Review Master Services Agreements (MSAs) with fulfillment vendors. Ensure your agency is not charged a per-transaction fee by the vendor for records you are legally required to provide at no cost.

Hiring/Training

• Front-Line Verification: Staff must be trained to verify two data points before waiving the fee:
• 1. Identity: Proof the requestor represents a County or Child Welfare Board (ID badge or official letterhead).
• 2. Nexus: Proof the record is for a SAPCR case (require the specific Cause Number).
• No New Hires: While the Fiscal Note suggests potential volume increases, current staffing levels should suffice initially. Monitor volume quarterly.

Reporting & Record-Keeping

• Audit Trails: You must configure your Case Management System (CMS) to log the Cause Number of the SAPCR suit for every waived transaction. This is your primary defense in a revenue audit.
• DSHS Coding: Anticipate a new flag in the TER system. Until then, log these waivers internally under a distinct category (e.g., "HB4466 Waiver") separate from standard indigent waivers.

Fees & Costs

• Revenue Impact: You will lose the standard issuance fee (typically ~$22-$23) on these specific transactions.
• Budgeting: If your office relies on fee revenue for operations, track this volume for Q3/Q4 2025. If the volume is significant, use this data to petition the Commissioners Court for a budget adjustment to cover the administrative overhead.