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Changing account details on debts raised in the Debt Management and Information System (DMIS) 107-04010050

For staff responsible for raising debts.

This document outlines how to modify debts in DMIS.

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Analysing debt within DMIS

Changes to debts, recovery fee and finalisation in DMIS

Analysing debt within DMIS

Table 1

Step	Action
1	Changes to existing debts If changes are required to a debt in DMIS, check the Debt List (OPDL) screen for the current debt status. Non-Debt staff can refer the debt to the appropriate team, go to Debt ownership. If the status of the debt is: undetermined (U), go to Actioning an undetermined debt on the Debt Management and Information System (DMIS). Procedure ends here determined (D), go to Step 2 finalised (F) (Recovered), go to Step 3 Pend Rcvr Actn, recovery must be restarted before being able to action changes, go to Step 10 in Temporary write off of Centrelink debts to: restart recovery, and change debt status to Determined. Once completed, go to Step 2
2	Check the appropriate action for the determined debt If the determined debt: is to be finalised fully recovered, go to Step 3 amount is to be reduced and the remainder waived, see Waiving Centrelink debts. Procedure ends here requires changes to debt amount or other details, go to Step 4
3	Finalised fully recovered debt If a fully recovered debt is reviewed and the outcome is that there was no debt: zero the debt on the Debt Amount (OPDA) screen Use the Debt Action script in Customer Record for zeroing debts (finalised no debts). For manual keying: 'S'elect the debt from the OPDL screen go to the OPDA screen record the new debt amount and the reason for the change on the OPDA screen. Key a reason code of 'NLD'. The Recalculated Amount $ field will default to 0 see Table 2 > Step 5 Once the change is complete, DMIS will generate an over-recovered activity for the repaid amount. These activities are automatically mapped to Payment Assurance Operations (PAO). Do not tell a customer they may get a refund for an over-recovered debt. Over-recovered amounts may be transferred to other Commonwealth debts. PAO determine if a refund is due to the customer.
4	Manual keying for changing debts For a determined debt, most fields on the OPMA screen can be changed. The Authority field is protected and cannot be changed on this screen once the debt is determined. Do not use the Debt Action script for changing debts. Manual keying If the details to be changed are: the authority for the debt, see Table 2 > Step 1 the debt amount, see Table 2 > Step 2 other fields including: reason for the debt section of the Act dates logon ID of the person handling debt recovery prosecution referral See Table 2 > Step 3.

Changes to debts, recovery fee and finalisation in DMIS

Table 2

Step	Action
1	Changing an authority for a debt If changing the Authority for the debt: reduce the debt to zero raise a new debt under the new Authority: 'S'elect the relevant debt from the list on the OPDL screen go to the Debt Amount (OPDA) screen record the new debt amount and the reason for the change on the OPDA screen. Key a zero debt amount for this change finalise the assessment on the Assessment Finalisation (OPAF) screen record details on a DOC raise the debt under the appropriate Authority by creating a debt manually Note: if a temporary write off was in place prior to changes being made, consider if a new temporary write off should be applied. For changes to debts that are managed within Process Direct, see Raising Child Care Subsidy (CCS) debts in Process Direct.
2	Change the calculated amount for the debt To change the calculated amount of the debt: 'S'elect the relevant debt from the list on the OPDL screen go to the Debt amount (OPDA) screen record the new debt amount and the reason for the change on the OPDA screen the OPDA screen allows a change to the debt amount for debts with a Finalised-Recovered (F-Recovered) status. If a debt is reduced and an amount becomes over-recovered: Debt Staff, see Table 2 in Adjusting and adding debt repayments record the new component details on the Component Amount (OPCA) screen If there is an over-recovered amount after making changes to the debt, see Refunding debt repayments. If the amount is increased, this will return the debt to a determined status. No further action is required if there is no entitlement to a refund. For example, the debt amount has changed but not fully recovered. Note: if a temporary write off was in place prior to changes being made, consider if a new temporary write off should be applied. Go to Step 5.
3	Changes to details other than the authority or calculated amount For changes to details other than the Authority or the calculated amount, change the Modify/Assess Debt (OPMA) screen. 'S'elect the relevant debt from the list on the OPDL screen go to the OPMA screen change the details on the OPMA screen. Key these fields, where appropriate: Reason Section of Act Date of Event Date of Notification Start Date End Date Calculated Amount $ Addtnl Reference No NZ Office Was debt solely due to system or clerical error? Position Responsible Refer Prosecution Acknowledgment Date key '?' to receive an explanation of how to fill the field press [Enter] Note: if a temporary write off was in place prior to changes being made, consider if a new temporary write off should be applied. Go to Step 4.
4	Recovery Fee Consideration Consider applying a Recovery Fee, if changing the Debt Reason code to: Own earnings undeclared/coded (IES) Own earnings wrongly declared/coded (ISI), or Undeclared cash earnings (customer portion only) (UCE) DMIS will open the Recovery Fee (OPRF) screen.
5	Finalising the assessment Finalise the assessment on the Assessment Finalisation (OPAF) screen. Record details on a DOC. Was the original debt finalised 'no debt' or waived in full? Yes, go to Step 6 No, go to Step 7
6	Sending letter - debt finalised 'no debt' Before issuing any debt notices, see Table 2 in Safeguarding customer privacy when raising and recovering debts. Take the appropriate actions to protect the customer’s privacy. Is the original debt a result of an online compliance intervention? Yes. For Employment Income Confirmation (EIC) and Check and Update Past Income (CUPI) debts, if the original debt is raised: manually (ONM), send a manual Debt reduced to zero debt waived Q053 letter to the customer with details of the changes with online platform (ONL), the system will send a letter No. Send a manual Debt reduced to zero debt waived Q053 letter to the customer with details of the changes Determine if the customer's tax details require adjustment. Procedure ends here.
7	Send letter - debt changed Before issuing a manual Q417 letter, see Table 2 in Safeguarding customer privacy when raising and recovering debts. Take the appropriate actions to protect the customer’s privacy. Send a manual Q417 Initial Account. Include: a statement of recoverable amount letter to the customer, and details of the changes Determine if the customer's tax details require adjustment. To allow the customer time to respond to the notice or to organise a payment arrangement, staff must temporarily write off the debt Outcome of Review/Appeal (ORA) for 28 days from the date the Q417 is issued. See Temporary write off of Centrelink debts. Record all details on a DOC.