In-Service Debts Overview Introduction This guide provides the procedures for Identifying In-Service Debts, Determining the Remaining Balance for a Debt and Researching Multiple Debts for a Member. Information Overpayments are due to errors in submission, delays in processing payrelated transactions, and deletions of any rows in Direct Access (DA). All debts appear in DA in the Element Assignment By Payee (EABP) link. A Notice of Overpayment will be sent to members only when the debt amount is $1,000.00 or more. Liquid Schedule: If overpayment is Less than $749.99 Then collection will be deducted at 15% of disposable earnings beginning a minimum of 30 days later. $750.00 or greater deducted at 15% of disposable earnings beginning a minimum of 60 days later. Any changes to the liquidation schedule requires a CO s approval and must be a minimum of 10% of available pay. Separation Every effort will be made to collect debts prior to separation. All out of service debts go to the Finance Center and they do not set up payment plans. Counsel your members to pay off debts within 90 days, before the Finance Center forwards the debts to Treasury for collection. Contents Topic See Page Identifying In-Service Debts 2 Determining the Remaining Balance for a Debt 11 Researching Multiple Debts for a Member 19 1
Identifying In-Service Debts Introduction An In-Service Debt is designed to establish or change repayment schedules for liquidation of overpayments or Collection of Indebtedness. This section provides the procedures for Identifying In-Service Debts in Direct Access. Procedures See below. 1 To identify an In-Service Debt, click on the Element Assignment By Payee (EABP) link from the Pay Processing Shortcuts pagelet. Enter the member s Emplid and hit Search. 2 The IN SRVC DEBT row establishes the begin date, whether it is Active or not, and the Instance Number. The Start Date shows the date the liquidation will begin. If there is an End Date, the debt has been paid in full. Click on the IN SRVC DEBT link. 2
Identifying In-Service Debts, Continued 3 The Required Fields drop-down shows the Unique Accumulator/Instance Number for that debt, the total Debt Amount due, the Percent of Deductible Earnings affected, the effect on taxes, the year the debt originated from, percent of interest charged (if applicable), the type of debt and Comments about the debt including the Pay Calendar ID where the debt occurred. NOTE: The biggest improvement to the process is the Account Number where pay techs are now describing what the debt is for. For more details click on the Notepad icon. *New 3
Identifying In-Service Debts, Continued 4 The Notepad will open in a new window. Click on the Subject link. 5 Specific information about the debt will be included in the note. 4
Identifying In-Service Debts, Continued 6 Click the Home link to return to the main portal page. 7 To find out more detail about the debt, select the Pay Calculation Results link from the Pay Processing Shortcuts pagelet. 8 Enter the member s Empl ID and then hit Search. 9 Using the Calendar listed in the Comments Section of the EABP from step 3 (SYSTEM CG ACT 2017M05E), select the appropriate Calendar. 5
Identifying In-Service Debts, Continued 10 Under the Earnings and Deductions tab, make sure you are in the most recent calendar by clicking Last in the Calendar Information section (notice this one has 55). In this example, the Delta identifies that it is a Retro transaction, and the amount ($4999.50) is not the same amount as the In-Service Debt amount found in EABP. 6
Identifying In-Service Debts, Continued 11 Click on the Retro Adjustments tab to actually see the debt amount (negative number). Click on the Adjustment Detail link to see the monthly breakdown of what the debt is covering, if there is more than one month adjusted. 7
Identifying In-Service Debts, Continued 12 Click View All. Shown here is the bi-monthly breakdown of what was adjusted due to the pay error. Notice there are 21 lines of adjustments. Highlighted here are the months that make up the total for the 2016 In-Service Debt Instance #3 of $2772.00. 8
Identifying In-Service Debts, Continued Example of In- Service Debt built by PPC There are times when PPC identifies an overpayment and manually creates an EABP row for a debt. Again, open the member s EABP first. Click on the In-Service Debt in question. In this example, the liquidation of this debt began on 09/01/2015. The other two In-Service Debts have been paid in full so they have End Dates. 9
Identifying In-Service Debts, Continued Example of In- Service Debt built by PPC, In this example, the PPC Pay Tech wrote SEE NOTES in the comments. Click the Notepad icon to view the debt details. The Notepad will open in a new window. Click on the Subject to open the note. 10
Identifying In-Service Debts, Continued Example of In- Service Debt built by PPC, Specific information about the debt will be included in the note. 11
Identifying In-Service Debts, Continued Example of Travel Debt Here s an example of a Travel Debt with the TONO number in EABP. 12
Determining the Remaining Balance for a Debt Introduction The following procedures provide step-by-step instructions for determining the remaining balance of a debt. Information With the release of new payslip remarks revealing debt balances, this step is not mandatory, but is a good tool to verify that the payslip information is correct. Procedures See below. 1 First go to the member s Element Assignment by Payee. Enter the member s Emplid and hit Search. 2 Click on the IN SRVC DEBT link to see the full debt amount. Take note of the Instance number. 13
Determining the Remaining Balance for a Debt, Continued 3 This identifies that the original debt amount was $1750.04 and it was created for Tuition Assistance. Click on the Notepad for additional information. 14
Determining the Remaining Balance for a Debt, Continued 4 Clicking the Notepad will open a new window. Click on the Subject to open the note. 5 Detailed information from a PPC Military Pay Technician can be found here. 15
Determining the Remaining Balance for a Debt, Continued 6 Now navigate back to the Payroll Processing Shortcuts pagelet and click on the Payroll Calculation Results. 7 Enter the member s Empl ID and hit Search. 16
Determining the Remaining Balance for a Debt, Continued 8 Click on the most recent calendar. 17
Determining the Remaining Balance for a Debt, Continued 9 Click on the Accumulators tab. 10 Click on the Last link to ensure the correct calendar is displayed, click on the Expand All icon and then click View All. 18
Determining the Remaining Balance for a Debt, Continued 11 Scroll down to the Custom Periods and locate the In-Service Debt Deduction Bal in the Description column. 12 As of this calendar (end-month May), this member has paid $698.15 of the $1750.04 original debt amount. $1750.04-$698.15= $1051.89. This member still owes $1051.89 and the EABP row will not have a stop date until it is paid in full. Comparing this to the payslip, our research has proven the payslip correct and notice the other 2 debts that were shown above in the EABP with 5/31/17 end dates have comments on the payslip as well. If the member wants to pay off their remaining balance, go to the most recent finalized pay calendar to see what has been deducted to date. In these cases, the member can contact PPC directly to pay off the debt. 19
Researching Multiple Debts for a Member Introduction When a member has multiple debts, the Instance/Unique Accumulator will help identify the specific debt for research purposes. Example This member has 3 separate In-Service Debts displayed in EABP. Click on each row to see the amount of each debt and it s Instance Number/Unique Accumulator. 20
Researching Multiple Debts for a Member, Continued Example, Instance #1: Instance #2: 21
Researching Multiple Debts for a Member, Continued Example, Instance #3: Now go to the Accumulators tab of the most recent Pay Calculation Results to see how much has been paid for each debt. Notice the User Key 1 field identifies the Instance/Unique Accumulator. This field can only be seen by clicking on the Expand all icon. Instance #1 and #2 have both been paid in full. Instance #3 still has a remaining balance of $105.17 ($148.50- $43.33=$105.17). 22