REPORTING ON DELINQUENT REPORTING OVERVIEW 5/14/2013. Governance

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1 REPORTING ON DELINQUENT ACCOUNTS SECTION 17.20, FLORIDA STATUTES REPORTING 1 Florida Department of Financial Services Bureau of Financial Reporting OVERVIEW Governance Agency & CFO Responsibilities 17.20(4) Reports Section 17.20(4) Reporting Template Section 17.20(4) Checklist Common Questions & Reporting Errors Submission of the 17.20(4) Report 17.20(5) Report References Questions 2 1

2 GUIDANCE AND AUTHORITY Section 17.20, Florida Statutes Chief Financial Officer Allowed to assign the collection of any claim to a collection agent(s). May authorize agent(s) to add a fee to the amount to be collected. Submit a December 1 st report to the Governor, Speaker of the House of Representatives, and President of the Senate. 3 GUIDANCE AND AUTHORITY Section 17.20, Florida Statutes Agencies Exercise due diligence in securing full payment of all claims. Refer delinquent accounts to collection agent(s) within 120 days. Agencies may request extension of the required 120 days or an exemption from being placed at collection. Please refer to Chief Financial Officer Memorandum No. 2 ( ) for further details. Submit a report by October 1 st relating debt collection accounts. 4 2

3 AGENCY REPORT DETAILS Beginning October 1, 2010, and each October 1 thereafter, each agency shall submit a report to the President of the Senate, the Speaker of the House of Representatives, and the Chief Financial Officer which includes: 17.20(4)(a) -- Accounts Referred for Collection 17.20(4)(b) -- Accounts not Referred for Collection 17.20(4)(c) -- Accounts Written-Off or Waived 5 REPORT DETAILS New Fields Operation Level Organization (OLO)-A six digit number that relates to the agency's organizational structure. Debt Type Agencies may select the appropriate debt type from a drop down selection. If Other is selected as a debt type, provide a description of the debt-use this column to provide any debt type that was not listed in the prior column. 6 3

4 REPORT DETAILS New Fields Explanation if accounts are older than 120 days at time of referral. Changes The Reason for Not Referring to Collector column and Reason for Write-Off column has been revised to allow drop down selections. 7 REPORTING TEMPLATE The 17.20(4) reporting template and is available under Financial Reporting forms located at default.htm 8 4

5 AGENCY OLO S Please refer to Chapter 2 of the FlAIR manual for a listing of agency OLO s located at s/default.htm 9 DEBT TYPE SELECTIONS Cost of Care Court Ordered (Claims) Criminal History Requests Damage of State Property (Accident Claims) Driver License Fees Emergency Response Reimbursement Fees, Fines & Forfeiters Healthcare Facility Assessment HMS Clients Injunctive Relief Order Insurance Premiums Legality Expenses Lottery Ticket Sales MFMP Medicaid Fraud Medicaid Overpayment Medical Reimbursements Motor Vehicle Registration, Title and Vessel Fees Non-Compliance Penalties Nonpayment for State Goods/Services (Foster Care, etc) Other Overpayment of State Funds (Salary & Leave) Overpayment of State Funds(Non- Salary & Leave) Public Assistance Benefits Restitution Returned Checks Taxes Tuition Reimbursement Unemployment Compensation Benefit Overpayments 10 5

6 DROP DOWN SELECTIONS Reason for Not Referring to Collector Exempted by Department of Financial Services Deceased Bankruptcy Statute of Limitations Debtor is on a payment plan Independent Authority(Florida Statutes) Other 11 DROP DOWN SELECTIONS Reason for Write-Off Bankruptcy Deceased Other Over a year old and at collection for more than 6 months. Statute of Limitations 12 6

7 NEW REQUIREMENTS Agencies must complete the column Explanation if Accounts are Older than 120 days at time of Referral for each account that was referred after 120 days from which the account became due and payable. Calculated by subtracting the date the account was referred by the original due date. The account was referred on 4/25/2013, and became due and payable on 12/1/2012, thus the account was 145 days old at the time of referral. This account would require an explanation as to why it was late. 13 AGENCY CHECKLIST Agency Checklist will cover the following topics: Timeliness Accuracy Completeness 14 7

8 COMMON REPORTING ERRORS Incorrect Format Examples Original Due Date Correct format is MM/DD/YYYY (07/1/2013), an example of an incorrect format would be YYYY/MM/DD (2013/07/01). Uncollected Balance Correct format is $XX.XX. For accounts that do not have a uncollected balance please ensure that the cell has $0.00. Blank Fields- (e.g., uncollected balance, original due date, account status) 15 COMMON REPORTING ERRORS Reporting Period Do not include accounts that were referred for collection after 6/30 of the current fiscal year. For accounts that have a referral date in the previous fiscal year reporting period, confirm they were not on the previous year s report. Only include accounts that are being reported for the first time. 16 8

9 REPORTING INFORMATION Include all accounts referred under DFS s contract and all accounts placed under an agencies independent contract. Data for all divisions within an agency should be combined; do not send reports for each division. Do not alter the the reporting templates (add columns, add blank rows etc.) The reporting period for this year s report is July 1 st, 2012 through June 30, REPORT SUBMISSION A hard copy of the report or letter must be sent to all of the following: Senate President Speaker of the House of Representatives Chief Financial Officer 18 9

10 REPORT SUBMISSION Agencies must also submit an electronic copy (CD) of each report the following House State Affairs Committee House Government Operations Appropriations Subcommittee Senate Budget Committee Senate Governmental Oversight and Accountability Committee Department of Financial Services Please refer to Agency Addressed Memorandum Reporting on Delinquent Accounts 19 CFO REPORT DETAILS Beginning December 1, 2010, and each October 1 thereafter, the Chief Financial Officer shall provide to the Governor, the President of the Senate, and the Speaker of the House of Representatives a report that details the following information for any contracted collection agent: 17.20(5)(a) Claims Referred for Collection 17.20(5)(b) Outstanding Accounts by Age and Amount 17.20(5)(c) Timeliness of Claims Referral 17.20(5)(d) Amount of Claims Collected 20 10

11 REFERENCES Division of Accounting and Auditing (AA & CFO Memo) Agency Addressed Memorandum Reporting on Delinquent Accounts Chief Financial Officer Memorandum No. 2 ( ) Division of Accounting and Auditing (Forms & Documents) 17.20(4) Reporting Template 17.20(4) Checklist Florida Statutes 17.20, Florida Statute Statute Of Limitations bmenu=2&tab=statutes 21 CONTACT INFORMATION Tanner Collins Financial Administrator (850) Tanner.Collins@myfloridacfo.com Tanya McCarty Government Analyst II (850) Tanya.McCarty@myfloridacfo.com Tiffany Helton Professional Accountant Specialist (850) Tiffany.Helton@myfloridacfo.com 22 11

12 QUESTIONS? 23 12