Actioning an undetermined debt on the Debt Management and Information System (DMIS) 107-04010040

List of DMIS debt reason types - A to Z

Table 1

Letter

Description

Advance/Loan, Assurance of Support, Automatic, Childcare, Compensation, Converted, Dependants, Income, Income Management.

L - Z

Miscellaneous, Obligation, Obsolete, Prosecution and Court, Qualification, Studies, Victims of Terrorism.

A to K debt reason types and the codes used to explain why the debt occurred

Table 2: * = code is not active for new debts. Note: staff cannot manually input debt reason codes showing as ‘Auto Only’.

Item	Description
1	Advance/Loan ADV - Advance payment ARU - Advance repayment period unreasonable CRP - Crisis Payment PLS - Home Equity Access Scheme (HEAS) formerly known as Pensions Loans Scheme SEA - Special Employment SFH - Severe Financial Hardship
2	Assurance of Support ASO - Assurance of Support Recovery (old) ASP - Assurance of Support
3	Automatic ASB - AoS bank guarantee recovery ASN - Assurance of Support (AoS) recovery ECA - Earnings Digital Intervention (combined) EPA - Earnings Digital Intervention (partner) ESA - Earnings Digital Intervention (self) ICA - Income: Combined Assessment (Cust/Ptnr) FRA - Australian Taxation Office (ATO) reconciliation FRC - families reconciliation FRR - families re-reconciliation IEA - Income earnings automatic IPA - Income: Incorrect Earnings (ptnr) ISA - Income: Income Earnings (self) IAS - Income Stream Auto Update Self Auto IAO - Income Stream Auto Update Partner Auto ISS - Income Stream Rev Compliance Self (Auto Only) ISP - Income Stream Rev Compliance Partner (Auto Only) ITD - Internal transfer adjustment ITR - Internal transfer MIR - AIC Maintenance Reconciliation MRR - AIC Maintenance Re-reconciliation NLD - families non lodger ODR - Agency recovery SIN - Schoolkids Bonus income greater than $100,000 SNE - Schoolkids Bonus not eligible for payment SNI - Security notice issued SNL - Schoolkids Bonus non-lodger debt
4	Childcare USC - Incorrect childcare usage claim
5	Compensation CMA - Charge income CMB - Failed to comply with compensation preliminary notice CMC - Charge customer CMM - Charge insurer CMP - Compensation partner income
6	Converted ADI - Admin error duplicate instalments APC - Allowance period change AWW - Average weekly workload HEC - Student Contribution (previously HECS) HPW - Hours per week LTW - Failure to start course (first two weeks) MAD - Mobility Allowance advance NAD - Newstart advance payment PAV - Pensions advance payment RFR - Duplicate payment (manual only) UPS - Units per semester University
7	Dependants DCS - Children students LOC - Loss of care NFC - No longer FTB child SPR - Shared care percentage reduction
8	Income AMT - Family Actual Means Test (FAMT) AIR - ATO Income Reconciliation BEA - Not entitled to PBV/LVP due to earnings CDP - Receipt of Community Development Employment Projects (CDEP) wages CFP - Comparable foreign payment recovery ECM - Earnings Digital Intervention (combined) EPM - Earnings Digital Intervention (partner) ESM - Earnings Digital Intervention (self) FAA - Taxable income amended by ATO FPE - Incorrect estimate FPN - Family Allowance failed to notify IMS - Income Stream – self. To manually key this code when using Debt Scripts in Customer Record, go to the Modify/Assess Debt (OPMA) screen > Reason field > select debt reason ‘No Suitable Choice’ IDP - Income: Dad and Partner Pay IEP - Partner earnings wrongly declared/ coded IES - Own earnings undeclared/ not coded IMO - Income Stream - partner. To manually key this code when using Debt Scripts in Customer Record, go to the Modify/Assess Debt (OPMA) screen > Reason field > select debt reason ‘No Suitable Choice’ INP - Investments - partner INV - Investments - self IOL - Student income over limit IPL - Income: Parental Leave Pay IPM - Partner incorrect earnings - manual IPN - Partner earnings undeclared/ not coded ISI - Own earnings wrongly declared/ coded ISM - Own incorrect earnings - manual LBE - Low business income (FHA) OIS - Non earnings or investment - self OIP - Non earnings or investment - partner OMR - Third party maintenance re-reconciliation OMT - Third party maintenance reconciliation OSP - Overseas pension PAI - Parental income RIC - Review of income and circumstances (FHA) RCN - Reconciliation debt (FHA) UCE - Undeclared cash earnings - self UCP - Undeclared cash earnings - partner YMR - Maintenance re-reconciliation YMT - Maintenance reconciliation
9	Income Management IAP - Incorrect amount paid IFO - Income management payment fraudulently obtained IIO - Incorrect organisation paid IIU - Incorrect use of income management funds IME - Income management payment overdraw IUR - Income management refund

L to Z debt reason types and the codes used to explain why the debt occurred

Table 3: * = code is not active for new debts

Item	Description
1	Miscellaneous ARR - Non system error BON - Fraud or misrepresentation bonus payment CPS - Not entitled to Community Development Employment Project Participant Supplement (CPS) CTD - Centrepay debt DUP - Duplicate payment ETR - False or misleading statement (ETR) FAE - Not entitled to Fares Allowance FPI - Failed to provide information FRD - Fraudulent cheque negotiation INF - Internal fraud INR - Incorrect rate IRH - Failed - incorrect rate - rent - home NZL - New Zealand debt NPS - Not entitled to the Pension Supplement (DMIS payment code PSL) PRE - Prepayment/ holiday processing RAA - Not remote resident RAE - Rent incorrectly declared/ coded REA - Rent evaluation auto REM - Rent evaluation manual RFO - Incorrect bank account - third party RRA - Rent evaluation manual RRM - Rent review manual SDT - Special Disability Trust non-compliance SSP - Not entitled to Seniors Supplement SYS - System error TAD - Not entitled to Telephone Allowance TFR - Fraud (TILA) TOT - Other (TILA) UAS* - Not entitled to Utilities Allowance WFD - Not entitled to Work for the Dole supplement WKL* - Weekly payments
2	Obligation AFW - Failed - work availability DPF - DSP participation failure FTR - Failed - tax return not lodged ONL - Failed - form not lodged OWD - Failed Work for the Dole PSF - Participation serious failure
3	Obsolete AST - Administrative Appeals Tribunal (AAT) stay order CPR - Compensation recovery CSC - Community Settlement Services Scheme (CSS) original and replacement cheque CSE - CSS payee CSR - CSS payer FAC - Failure to attend training course (Department of Education, Training and Youth Affairs (DETYA)) LOG - Loss of entitlement after grant MSS – Same-sex Relationship status NEG - No entitlement at grant OAR - Negotiation of original and replacement OPA - Agreement arrears OSS - Other Centrelink (valid prior to 1/10/97) OTH - Other waived UNS - Unknown at STARS conversion
4	Prosecution and Court CAC - Civil action court costs CAF - Civil action court fees CAJ - Civil action judgement interest CLC - Civil appeal court costs CLF - Civil appeal court fees COS - Civil appeal legal costs awarded CRF - Fines criminal court action PCC - Prosecution court costs PCF - Prosecution court fees PJI - Prosecution judgement interest
5	Qualification API - Admitted to prison or other institution APW - Not entitled to Approved Program of Work Supplement ASS - Assets over limit BBR - Second or subsequent child rate assessment (BBY) BNR - Birth not registered (NBS) CDE - Not entitled to CDEP supplement CFS - Commenced full time study CNE - Carer not eligible for payment CNP - Employee not entitled to payment (PPL) DRA* - Not entitled to duplicate payment DVA - Receipt of Department of Veterans' Affairs (DVA) payment DVC - DVA clearance EEP* - Studies - Educational entry payment FAS - Activity Supplement (FHA) FDM - False/ multiple identity FET - FTB child ceased meeting educational/training requirements FFO - Failed farm household obligations (FHA) FPF - Serious participation failure (FHA) GAF* - Green Army Training Allowance notification IDB - Incorrect date of birth IPE - Income precludes entitlement (SBP) LAH* - Receipt of Living Away From Home Allowance (LAFHA) from Department of Social Services (DSS) LLN - Not entitled - Language, Literacy and Numeracy Supplement (LLNS) LOZ - Left Australia MRP - False statement/misrepresentation MAO - Not for Mobility Allowance MST - Relationship status N13 - Not in care for 13 continuous weeks NCS - not entitled to Carer Supplement NDF - Not entitled to Drought Force Supplement NDS - In receipt of NDIS package of support NEP - Not eligible for payment NGC* - Not entitled to Green Corps Supplement NGJ - Not entitled to NGJC Supplement NFE - Notification failure - employer (PPL) NLF - ATO non lodger debt (FHA) NNA* - Not qualified as an Australian apprentice NPC - Not providing care NSD* - Start Up Loan to be repaid at DHS NSW - Not entitled to Start Up Loan - From ATO NSU - Not entitled to Start Up Loan (DHS) PAD - Payment after death PNF - Payment not forwarded (PPL) PPN - Paid Parental Leave paid for child (NBS) PSC - Paid Parental Leave paid for stillborn child (NBS) QFE - Full time employment QMD - Not medically qualified QNR - Non resident RJC - Not entitled to Community Development Program (CDP) Supplement RTF - Returned to farming RTI - Returned to irrigated farming SCA* - Not entitled to Senior Concession Allowance SRA - Second or subsequent stillborn rate assessment (SBP) SSC - Second or subsequent child rate assessment (NBS) TRS* - Not entitled to Training Supplement
6	Studies AUN - Unsatisfactory attendance or workload DIS - Discontinued ESP - Eligibility period/ study change FCS - Failure to start studies/ course FSD - Financial Supplement Loan (FSL) debt NFS - No longer undertaking full time study (Auto SLD) NSC - not entitled to scholarship NSM - No longer undertaking full time study (manual SLD) PAR* - Payee debt UAI - Not enrolled at institution UCI - Unapproved course of institution
7	Victims of Terrorism DDR - Did not die as result of terrorist act (AVTOP) IDR - Injury not direct result of terrorist act (AVTOP) ITA - Involved with the terrorist act (AVTOP) NCF - Not close family member (AVTOP) NLA - Not in location of terrorist act (AVTOP)

Amalgamation of debt

As all payments are amalgamated down to benefit/qualifier level, there may be cases where 2 or more payment types are combined into one debt in DMIS. For example, Parenting Payment Single (PPS) or JobSeeker Payment (JSP), predominately when inter benefit transfer debts.

The DMIS benefit type will be the payment or allowance comprising the largest portion of the overpayment.

This does not apply for debts that:

include Jobseeker Payment (JSP) and another payment type, and
have a debt start date before 20 March 2020

In these cases, do not use JSP as the DMIS benefit type. The Component Amount (OPCA) screen stores each benefit type in the debt at the component level. This ensures that DMIS passes the correct details for each debt to ESSentials.

Do not separate these debts and raise them individually, except where:

the system generates them separately, or
there is a Schoolkids Bonus component. Raise this as a Schoolkids Bonus debt, not as a component of Family Tax Benefit (FTB)

When a combined debt is determined, tell the customer of all the payment types that have been overpaid for via the:

free text within the account payable section of the script, or
Account Payable (OPAOD) screen

Examples of debt amalgamation

Table 4

Example	Description
1	Debt benefit type JSP Customer has a debt comprised of $15 AUS basic and $120 JSP basic.
2	Debt benefit type AGE Customer has a debt comprised of $100 DSP basic and AGE Rent Assistance $110.
3	Debt benefit type DSP Customer has a debt comprised of JSP basic $10, DSP Rent Ass. $50 and DSP PhA $15.
4	Single component overpaid Customer has been overpaid a component by itself, for example, SCA $40. The benefit debt type is Seniors Concession Allowance.
5	Benefit type does not reflect the debt Change the debt on the Modify/Assess Debt (OPMA) screen. If unable to change the debt on the OPMA screen: zero out the debt shell, and raise a new debt Record all relevant details on the DOC of the new debt, for example, the AMR number and reason for zeroing the system generated debt.

Legally payable arrears

In the example below, the arrears have been determined as legally payable, and will be used to offset the overpayment amount.

Table 5: Example ADEX debt offset calculations.

Date From	Period/Days	Old Fn Rate	New Fn Rate	Adjustment
27 FEB 2021	1/14	$253.69	$0.00	$253.69 DB
13 MAR 2021	1/7	$103.44	$103.44
20 MAR 2021	1/7	$106.19	$137.80	$31.60 CR
27 MAR 2021	1/5	$68.85	$97.43	$28.57 CR
1 APR 2021	1/9	$167.39	$175.37	$7.97 CR
Total		$699.58	$514.03	$185.55 DB

In this example, the information required for the manual Account Payable (Q417) letter, is the:

overpayment period = 27 February 2021 to 12 March 2021
overpayment amount = $253.69
amount paid for the overpayment period = $253.69
amount entitled for the overpayment period = $0
legally payable arrears period = 20 March 2021 to 9 April 2021
the legally payable arrears amount = $68.14
recovery fee = $0.00
outstanding (debt) amount = $185.55

Clean screen policy action

Table 6: This table describes action to be taken for different customer and debt scenarios under the clean screen policy.

Example	Description
Compensation debts	Compensation Recovery staff must action all compensation related debts on the customer’s and/or partner’s record at the same time where: all debts generated are as a result of the compensation assessment activity including debts generated for partners other undetermined debts on the record that cover the same period of time as the compensation debt/s Compensation Recovery staff do not need to complete a full clean screen action of all debts on a customer and/or partner record where not related to the compensation assessment (for example, unrelated debts or other activities).
Multiple debts	Action all debts on the customer's (and partner's) record at the same time. Some quarantined debts or debts requiring specialist action may be out of scope. Seek APS5 Technical support.
Customer and partner debts	Workload Manager (WLM) attempts to bundle the customer and partner's debt/s and allocate the work items to the same person. Where this does not happen, the staff member allocated the debt/s first must transfer any remaining debts from the partner record to their inbox for action. See Step 7 in Workload Management.
Auto debts on hold	Action auto debts on hold because of the debt pause at the same time as raising other debts on the record. Check the accuracy of the debt, then ask the APS5 Technical Support Officer to un-hold or FND the debt.
Quality On Line (QOL) checking	Submit all debts on both customer and partner records at the same time. Do not wait for one debt to be QOL checked before submitting the other debts. The QOL checker needs to look at the case holistically and release all debts at the same time. This also ensures all debt letters generate at the same time. A QOL checker may provide feedback where a debt officer: does not complete all debts on the customer record at the same time does not amalgamate multiple debts on the customer record, where this would have been appropriate However, assessment of each debt must be in accordance with national QOL principles. These principles do not support the return of an activity for correction (critical error determination) on the sole basis of other undetermined debt shells remaining on the record. QOL Checkers will assess the activity selected and release if correct.
Exclusions	There may be times where exclusions from the clean screen policy apply to some debt types. For example, compensation or other debts actioned by specific business areas. Payment Assurance Operations Daily News will also have updates as required. If unsure, talk to an APS5 Technical Support Officer.

System generated duplicate payment debt example

Scenario

Customer contacted Services Australia to advise they had not received their payment for the period 9 to 22 March 2022. The payment was reissued and subsequently delivered to the customer’s account on 25 March 2022, however the original payment was not returned by the financial institution. This resulted in the customer receiving 2 payments for the same entitlement period. The system generates an undetermined duplicate payment debt for the payment that was reissued to the customer.

The customer received a second (reissued) payment to replace the payment not initially received for the entitlement period 9 to 22 March 2022. The event that led to the duplicate payment and the start and end date of the debt, all occur on the same day of 25 March 2022, the date the duplicate payment was delivered to the customer.

Coding this scenario on the Modify/Assess Debt (OPMA) screen would show in the following fields as:

Date of Event (DOV): 25 March 2022 (date of the event that led to the debt)
Start Date: 25 March 2022 (date of the first incorrect payment – as per ADEX activity details)
End Date: 25 March 2022 (date of the last incorrect payment – as per ADEX activity details)

Operational Information