Debt Set-Off

Debt Set-Off is an optional module designed for use by the state of Virginia only. This module facilitates the collection of funds the State of Virginia may owe to debtors for tax refunds or lottery winnings. Debt Set-Off creates a file of debtors to send to the state for processing. The state attempts to locate a tax return or lottery winning owed to the debtor and intercept it to pay off the debt. Usually this intercept is then sent to your department as a payment.

Using the Debt Set-Off module involves several steps:

Setting up Debt Set-Off

When you set up Debt Set-Off, you configure the account types, statuses, and settings that qualify a debtor for submission to Debt Set-Off.

To setup Debt Set-Off:

Step 1: Navigate to Administration > Debt Set-Off Setup.

 

Step 2: Click the Types tab, then do the following:

  • In the Account types to be included in Debt Set-Off area, select the account types that are eligible for Debt Set-Off.
    Note: To include all account types for Debt Set-Off, click All.
     
  • In the Line Item types to be included in Debt Set-Off area, select the line items that are eligible for Debt Set-Off.
    Note: To include all account types for Debt Set-Off, click All.

 

Step 3: Click the Statuses tab, and do the following:

  • In the Debtor statuses to be included in Debt Set-Off area, select the debtor status types that are eligible for Debt Set-Off.
    Note: To include all status types for Debt Set-Off, click All.
     
  • In the Account statuses to be included in Debt Set-Off area, select the account status types that are eligible for Debt Set-Off.
    Note: To include all account statuses for Debt Set-Off, click All.

 

Step 4: Click the Options tab, and do the following:

  • In the Agency number field, type the agency number assigned to you by the State of Virginia.
  • In the Minimum Restrictions area, do the following:
    1. In the Minimum SSN balance field, type or select the minimum SSN balance.

Note: The Minimum SSN balance cannot be less than $5.00.

  1. In the Minimum since debtor entry date field, type or select the minimum number of days the debtor must be in the system, before qualifying for Debt Set-Off. This is an optional step.
  2. In the Minimum since account entry date field, type or select the minimum number of days for the account must be in the system before qualifying for Debt Set-Off. This is an optional step.
  3. In the Minimum since last payment on qualifying account field, type or select the minimum number of days required to pass since the last payment was made on a qualifying account, before the account qualifies for Debt Set-Off. This is an optional step.
  4. In the Minimum since last debtor payments field, type or select the minimum number of days required to pass since the last payment was received from the debtor, before the debtor qualifies for Debt Set-Off. This is an optional step.
  5. In the If payment plan, number of days delinquent field, type or select the minimum number of days delinquent a payment plan needs to be before an account qualifies for Debt Set-Off. This is an optional step.
  • In the Projected Fee area, to add a projected fee to the total claim amount, select Add projected fee to claim and do one of the following:
    • From the Type drop-down list, select Flat, and type in the amount of the claim fee.
    • From the Type drop-down list, select Percentage, and type in the percentage for the claim fee.

Note:The fee percentage calculates on the sum of the current balance plus the estimated interest.

  • In the Notification Letter area, from the Letter drop-down list, select a letter to send to an account’s responsible party, notifying them of inclusion in the Debt Set-Off program.
  •  

 

Step 5: Click the File Settings tab, do the following:

  • In the Directory field of the New Claim Update Claim File area, type the system location of the new claim update file, or click the Browse  button to browse to the system location.
  • In the Directory field of the Match Update File area, type the system location of the match update file, or click the Browse  button to browse to the system location.

 

Step 6: Click Save Changes.

 

 

Creating a new Debt Set-Off claim

After you configure your system to use Debt Set-Off, you can create the claim file to send to the state for processing. An annual Debt Set-Off claim is made at the beginning of a fiscal period, and resets all previous Debt Set-Off claim statuses.

To create a new Debt Set-Off claim:

Step 1: Navigate to Operations > Debt Set-Off > Create New/Update Claim File > Annual.

 

Step 2: Select Add projected interest to claim to add interest to a claim.

 

Step 3: In the Calculate to field, type or select the date to add the projected interest through.

 

Step 4: Click Qualify. Revenue Results looks for eligible accounts on your system, and displays them in a list.

 

Step 5: In the Debt Set-Off Create New/Update Claim File – Step 2 (Annual) window, do one of the following:

  • To cancel the claim file creation, click Cancel.
  • To return to the previous screen, click Previous (to reconfigure interest, possibly).
  • To create the claim file, click Create File.
  • After clicking Create File, Revenue Results generates the file. This may take a while, depending on the number of accounts on the system.

 

Step 6: Click Finish.

The file is saved on your system at the location listed at the top of the window, and is ready to send to the state.

 

 

Processing a Claim Number Assignment file

After the state receives the claim file, the department matches the Social Security Numbers in the claims with Social Security Numbers in their system. Each match is assigned a claim number. Revenue Results needs to process this claim number assignment file in order to assign a claim number to the claims in the system.

To process a Claim Number Assignment file:

Step 1: Navigate to Operations > Debt Set-Off > Process File > Claim Number Assignment.

 

Step 2: In the Location of the Claim Number Assignment file to be processed field, either type the location of the Claim Number Assignment file, or click the Browse  button to locate the file on your system.

 

Step 3: Click Process.

 

Step 4: When the processing completes, click Close.

 

 

Processing a Debt Set-Off Match file

When the State of Virginia receives a Debt Set-Off match (a notification that a debtor on record has lottery funds or a tax refund available) for a debtor managed by your organization, the record of the match is delivered to your system. Revenue Results needs to process this match file.

To process a Debt Set-Off match file:

Step 1: Navigate to Operations > Debt Set-Off > Process File > Match File.

 

Step 2: In the Location of the Match file to be processed field, either type the location of the match file, or click the Browse  button to locate the file on your system.

 

Step 3: Click Process.

 

Step 4: When the processing completes, click Close.

 

 

Performing a notification mass letter request

After processing a match file, your organization needs to send a letter to each matched account, notifying the recipient of their inclusion in the Debt Set-Off program.

To perform a Debt Set-Off mass letter request:

Step 1: Navigate to Operations > Debt Set-Off > Notification Mass Letter Request.

 

Step 2: In the Notification Mass Letter Request window, do the following:

  1. In the Debtors that qualify for a notification letter area, clear the checkbox next to any debtors who should not receive a notification letter.

Note: Click Unselect All to clear all debtors at one time.

  1. In the Print Options area, do one of the following:
  2. To print the letter immediately, select Print.
  3. To print the letters at a later date, select Print later and select a date from the drop-down calendar.
  4. From the Printer menu, select a printer to print the letters.
  5. To attach a PDF copy of the letter to the debtor’s record, select Create PDF and attach to debtor.

 

Step 3: Click Print.

 

 

Creating a Match Update file

After sending notification letters to the accounts included in Debt Set-Off, your organization then needs to send a match update file to the state, which verifies the claims on your system that are in Debt Set-Off.

To create a Match Update file:

Step 1: Navigate to Operations > Debt Set-Off > Match Update File.

The Match Update File window displays all of the claims on your system with an assigned claim number. The accounts in your system selected for inclusion in Debt Set-Off are listed in color-coded categories:

  • White– Denotes certified records.
  • Green– Denotes finalized records.
  • Yellow – Denotes contested claims.

 

Step 2: To edit any finalized amounts, click a cell in the Finalized Amount column, and type a finalized amount.

 

Step 3: In the Match Update File window, click Create File.

 

Step 4: In the Process Match Update File window, click Close.

 

 

Creating a contested claim

If a debtor contests a claim after receiving a notification letter, you can enter it in Revenue Results.

To create a contest for a claim:

Step 1: Open a debtor currently in Debt Set-Off.

 

Step 2: Navigate to Operations > Debt Set-Off > Contest > Contest Claim.

 

Step 3: In the Update contested claim date field, do one of the following, and then click Update Contest Date:

  • Type the date of the claim contest
  • Click the drop-down calendar, and select the contested claim date

 

 

Processing a Debt Set-Off payment file

The state receives payments for claims in Debt Set-Off, then they send the payment records to your agency in a payment file. In order to record the payments in Revenue Results, you need to process this file.

To process a Debt Set-Off payment file:

Step 1: Navigate to Operations > Debt Set-Off > Process File > Payment.

 

Step 2: In the Location of the Payment file to be processed field, either type the location of the Payment file, or click the Browse  button to locate the file on your system.

 

Step 3: Click Process.

Main Support Line:

          
All Support Team Members (866) 684-7387 RR_Support@revq.com
Chris Stickney (Support) Ext. 5673 Chris.Stickney@revq.com
Angel Davis (Support) Ext. 5756 Angel.Davis@revq.com
Kellie Mendenhall (Trainer)   Ext. 5676 Kellie.Mendenhall@revq.com
Aaron Burge (Installation) Ext. 5710 Aaron.Burge@revq.com

 

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