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Other Agency Debt Collection Services


August 7, 2014

Dear Other Agency Debt Collections Client:

We are happy to announce that effective September 1, 2014, the department will reduce the fee for debt collection services provided under Title 17, chapter 4, MCA.  The collection fee will be decreasing from 5% to 3.5%.

We would like to take this opportunity to thank you for your patience and understanding as we worked with the Department of Administration to redesign the SABHRS Offset System and the Other Agency Debt Collections Program.  Almost all of the changes have been implemented and we are seeing a significant improvement in both programs.

Please contact us at dorotheragencydebts@mt.gov if you have any questions or need any assistance.
 

Sincerely,

Bad Debts Unit


The Department of Revenue Other Agency Debt Collection Services are provided to agencies when debts have been deemed uncollectible by that agency. The agency must write off the debt and turn it over to the Department of Revenue. Revenue assumes control of collecting the debt, which may include using the SABHRS Offset System, as well as negotiating settlements or taking civil action.

Draft Debt Collection MOU Revised - PDF

Draft CSRM Collection Rules Revised 07/25/2013 - PDF


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SABHRS Offset System


August 7, 2014

Dear SABHRS Offset System Client:

We are happy to announce that effective September 1, 2014, the department will reduce the fee for debt collection services provided under Title 17, chapter 4, MCA.  The collection fee will be decreasing from 5% to 3.5%.

We would like to take this opportunity to thank you for your patience and understanding as we worked with the Department of Administration to redesign the SABHRS Offset System and the Other Agency Debt Collections Program.  Almost all of the changes have been implemented and we are seeing a significant improvement in both programs.

Please contact us at dorotheragencydebts@mt.gov if you have any questions or need any assistance.
 

Sincerely,

Bad Debts Unit


The SABHRS Offset System is integrated into the state accounting system to intercept funds due to a debtor from any state agency. In accordance with the Montana Operations Manual, a statewide net accounting offset process is available for agencies to recover debt. Agencies retain control over the debt while the department’s Other Agency Debt Unit facilitates the functionality of the offset process. The Other Agency Debt Unit notifies the debtor and the agency when funds have been identified for offset and then completes the assignment of funds to the requesting agency.

Final MOU DOR with Addendum - PDF

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April 4, 2014


Good afternoon,

The Department of Revenue will be sending your agency a new Memorandum of Understanding (MOU) that restates the Bad Debt Collections Program. This program is different from the SABHRS Offset Program.  Please follow up with the primary contact within your agency to confirm they have received it and confirm the information on the Debt Code Requirement form.  The Debt Code Requirement form instructs the Department of Revenue on how your agency would like funds collected disbursed back to your agency.

Accounts without a signed MOU and completed Debt Code Requirement Form, will be reversed off the DOR collections system effective May 12, 2014 and returned to the originating agency.  Agencies should not place the same debts in the SABHRS Offset Program that are active in the DOR Bad Debt Collections Program.

Please contact us at dorotheragencydebts@mt.gov if you have any questions or need any assistance.

Sincerely,

Bad Debts Unit


December 20, 2013


Good Afternoon,

As part of the SABHRS enhancement program, your agency was asked to provide us with an email address. Starting this week, your agency may receive emails to notify you of an offset of funds and a separate notice for payment of offsets. If you have questions about the emails, please send your question to dorotheragencydebts@mt.gov with a copy of the email you received. A screenshot or attachment of the email will help answer your questions completely.

We appreciate your cooperation.

Sincerely,

Bad Debts Unit

The first email will notify your agency that funds have been identified for offset. The funds may still be subject to adjustment or release pending the process that is required to validate the payment of debts.

1) The notification email reads:

Subject: Funds_held_for_Debt_Code_123_on_12/17/2013

$305.21 was identified and held for Debt Code 123S on 12/17/2013 for the following account(s):

$305.21 for Account Number XXXX

Pending possible appeals, funds will be forwarded to your agency according to the disbursement schedule.

This is an unmonitored e-mail address. Replies will not be read or returned.

A second email will notify your agency that we are dispersing funds as payment on a debt. Payment might be an agency journal or a voucher (paper/EFT). Payment type will depend on the debt code information provided by your agency from the Debt Code Requirement forms.

2) The second email reads:

Returned monies for Debt Code 123 on 16-DEC-2013 for the following account(s):

$2547.36 for Account 000000XXXX Debtors Name

This is an unmonitored e-mail address. Replies will not be read or returned.


December 11, 2013


Good afternoon,

The Department of Revenue and Department of Administration will be going live with the enhanced, SABHRS Offset System on December 16, 2013.

Here are some important reminders:

 - You must load interfaced debt files using the new "DO" interface layout or spreadsheet load before 9 p.m. on December 16, when the SABHRS Financials batch processing begins. Old debts will not be carried forward into the new system.
- DOR must have a signed Debt Code Requirement form on file.
- To manage debts online, users must request access to the SABHRS Offset System through their agency security officer.

Please contact us at dorotheragencydebts@mt.gov if you have any questions or need any assistance.

Sincerely,

Tammie Chenoweth
Collections Bureau Chief
Montana Department of Revenue
PO Box 5805
Helena, MT 59604-5805
Phone: 406-444-5697
Fax: 406-444-0750


December 02, 2013


Good afternoon,

The Department of Revenue and Department of Administration will be delaying the “go live” date of the enhanced, SABHRS Offset System until December 16, 2013. This was originally planned for December 2nd. We are sorry if this causes any inconveniences but we want to ensure the new system will satisfy all of your collection needs and produce the best product available to our clients.

Here are some important reminders for December 16th:

- Interfaced debt files must be loaded using the new "DO" interface layout or spreadsheet load. Old debts will not be carried forward into the new system.
- DOR must have a signed Debt Code Requirement form on file.
- Users must request access to the SABHRS Offset System through their agency security officer to manage their own debts online.

Please don’t hesitate to contact us at dorotheragencydebts@mt.gov if you have any further questions or need any type of assistance.

Kristin Gutowsky
Management Analyst
Citizen Services & Resource Management
Montana Department of Revenue
406-444-5863


October 31, 2013


With the new enhanced SABHRS Offset system approaching the “Go Live” date of December 2, 2013, the Bad Debts Team have identified some questions you may have about the system. The priorities for the uploading of data and testing of the system are as follows:

1. Security access to the system:

a.) It is essential that all agencies needing access to the SAHBRS Offset System test environment, as well as future production environment, receive access permissions through your agency’s IT Security Officer. Each agency’s IT Security Office should coordinate with Erin Powers, IT Security Officer for Department of Administration, to provide your agency with the access needed. These new roles may be different from the access you have had in the past.

b.) If your agency does not have direct access to the SABHRS System, you don’t need any security. You will only need the spreadsheet and epass instructions.

c.) Once access is approved, you will need to load a small file of no more than ten debts for testing in the system. These files and testing should be completed no later than November 15, 2013.

2. Go live Requirements:

a.) Security access should be in place by November 8.

b.) Testing should be completed as soon as possible. The risk of not passing the testing process by November 15 could result in agencies missing the Go Live date of December 2, 2013.

c.) Agencies should not load debts into the new system until debts have been successfully loaded into the test environment.

d.) An agency may experience a delay in our ability to timely assist them after the mid-November date, as we focus on the testing users who are working to familiarize themselves with the new system and work to resolve any issues they may have.

e.) We will provide additional support and validation in production from Dec. 2 through Dec. 6.

f.) The best way to prevent any lapse in the service is help meet the testing timelines.

Please don’t hesitate to contact us at dorotheragencydebts@mt.gov if you have any further questions or need any type of assistance.

Sincerely,

Tammie Chenoweth
Collections Bureau Chief
Montana Department of Revenue
PO Box 5805
Helena, MT 59604-5805
Phone: 406-444-5697
Fax: 406-444-0750


October 23, 2013


Good afternoon,

The Department of Revenue will be delaying the “go live” date of the enhanced, SABHRS Offset System until December 2, 2013. During this delay we will continue to assist your agency with any questions or issues you may encounter during the transition process. We are sorry if this causes any inconveniences but we want to ensure the new system will satisfy all of your collection needs and produce the best product available to our clients.

Please don’t hesitate to contact us at dorotheragencydebts@mt.gov if you have any further questions or need any type of assistance.

Sincerely,

Tammie Chenoweth
Collections Bureau Chief
Montana Department of Revenue
PO Box 5805
Helena, MT 59604-5805
Phone: 406-444-5697
Fax: 406-444-0750


August 14, 2013


Good morning,

Revenue Other Agency Debts will be offering a presentation regarding debt collection and the upcoming changes as to how agencies collect debt.

This presentation will review Department of Revenue’s collection services available to agencies and use of the SABHRS Offset System by agencies. We will walk through how and when agencies would use each program and what is required to participate in each.

There will be three opportunities to attend the presentation. Revenue will be available during each to answer any questions.

DPHHS Sanders Auditorium Rm. 148
Tuesday, August 20th; 10:00 to Noon
Tuesday, September 10th; 10:00 to Noon
Wednesday, September 11th; 10:00 to Noon

The presentation and other applicable documents will be posted to that page on August 19th.

Debt Collection Presentation - PDF

Revenue will be available to work with agencies directly to ensure changes are implemented timely. We will be reviewing key dates for everyone to be aware of during the presentation.

Kristin Gutowsky
Management Officer
Citizen Services and Resource Management
Montana Department of Revenue
406-444-5863


August 1, 2013


Greetings!

We are excited to update you on the changes since our initial communication regarding debt collection services at the Department of Revenue. The department's collection unit for other agency debt is currently changing business processes for use of the SABHRS Offset System and collection of bad debts turned over to the department.

In an effort to strengthen these programs and modernize the system, we will be providing presentations to update you on changes that include proposing administrative rules, entering into Memorandums of Understanding with our agency partners, and enacting policy changes. All of these documents will be available for your agency's review after August 15th, 2013. Once these changes have been implemented, we invite you to participate in one or both programs.

We are currently designing a web page which will include progress reports and training materials to help keep you informed. We hope to have this available to you very soon.

Thank you to those who provided updated contact information. The Department of Revenue is looking forward to this opportunity to be of enhanced service to you.

Tammie Chenoweth
Collections Bureau Chief
Montana Department of Revenue
PO Box 5805
Helena, MT 59604-5805
Phone: 406-444-5697
Fax: 406-444-0750


July 8, 2013


IMPORTANT INFORMATION REGARDING DEBT COLLECTION

As you may know, there are two separate programs available to state agencies for debt recovery: SABHRS Offset System and transference of debt to the Department of Revenue (DOR).

In conjunction with the Department of Administration, DOR is currently undergoing system enhancements and ratifying current rules and policies regarding these debt recovery programs.

These enhancements and ratifications could potentially have an impact on:

· information technology
· accounting
· collections
· administration

Over the next several weeks you will receive general communications regarding the use of the two debt recovery programs. Those who are developers in state agencies will also receive technical communications from SABHRS Financials.

To assure timely and accurate updates as we go forward, we need the following information listed below. Please send this information to dorotheragencydebts@mt.gov on or before July 15th, 2013.

1. Contact information for the person(s) in your agency who is your primary contact for this project

2. Updated contact information for individuals responsible for daily interactions with DOR Other Agency Debts

In the near future we will be following up with additional upcoming progress reports and available training material.

Sincerely,

Tammie Chenoweth
Collections Bureau Chief
Montana Department of Revenue
PO Box 5805
Helena, MT 59604-5805
Phone: 406-444-5697
Fax: 406-444-0750

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Online Services


We are proud to introduce our new Debt Recovery Service!

This service is provided by the Other Agency Debt Unit of the Montana Department of Revenue. It allows you to:

  1. Serve your levies electronically.
  2. Transfer your Bad Debt for collection services.
  3. Manage your debts for the SABHRS Offset System if you are outside the state network.

Benefits

  • It's free!
  • It's convenient.  You can access the Debt Recovery Service 24/7.
  • It's simple and accessible. You can easily change and update your debts.
  • It's secure. The Debt Recovery Service protects your business information and provides you with a secure online experience.
  • It's environmentally friendly.
  • It's fast. The Debt Recovery Service is the quickest way to serve your Writs of Execution.

The Debt Recovery Service

Draft MOU