Create a new debt record manually on the Debt Management and Information System (DMIS) 107-02020040

Search for the customer record:

• key the Customer Reference Number (CRN) in the CRN field
• perform a name search in the Name Search (IN) screen, or
• perform a search using the Reference Number Search (RNS) screen

If the debtor is not already a customer:

• create a new customer record, or
• create a new organisation debt record

Is a debt being created for an income support payment where the customer received Family Tax Benefit (FTB)?

• Yes, and a FTB debt results, go to Step 2
• No, go to Step 3

Investigate and raise if appropriate.

The FTB payment can be reassessed by using the FAO ISP Override (FISPO) screen. Seek advice from the Applications Service Desk.

Go to the Add Debt (OPAD) screen in DMIS. In the OPAD screen, code all the compulsory fields:

• Benefit Type, key payment type at the time the debt occurred)
• Reason, key reason for the debt
• Section of the Act, key relevant debt creation section. Section of the Act will default in some circumstances
• NZ Office, key if the debt is a New Zealand (NZ) debt
• Date of Event, key the date of event that caused the debt. The date cannot be in the future
• Date of Notification, key when the customer did or should have advised
• Start Date, key the commencement date of the debt
• End Date, key end date of debt
• Calculated Amount, key the correct amount of the debt

Go to Step 4.

Other fields on the OPAD screen that are not compulsory but which may need to be coded, are:

• Authority, such as Student Assistance, Social Security Act, etc. This will default automatically and is derived from the benefit type
• Estimated Amount, passed to the DMIS via the interface with the Review Systems or with the Payment system:
• From the Review Systems it is the amount estimated by the Review Officer. The actual amount raised is passed back to Integrated Review System (IRS) when the debt is determined
• For the Payment System it is the amount of the negative adjustment calculated by the reassessment. The Estimated Amount field can also be input manually on this screen. This can be done if the debt was created manually via the OPAD screen. It may be the same or different from the calculated amount
• Additional Reference No, key Education Student Assistance Systems (ESAS) application ID or supplement loan ID
• Project Code, used to identify customers for the purposes of special projects. A Project Code is known as a Review Code within the Integrated Review System (IRS) master file. Project codes are the means of identifying the source and type of review listed. IRS statistical reports analyse the results of certain types of reviews based on project codes. A list of Project codes can be located by inserting '?' beside the Review Code field in screens in IRS
• Undetermined debts status, indicates what type of action, if any, is being undertaken on an undetermined debt
• Error field, key if this debt was solely due to system or clerical error

Once all relevant fields are completed the:

• Account Payable (OPAOD) screen will default, or
• debt record can be submitted for determination

Go to step 5.

The screen flow will go to the OPCA screen. This screen automatically populates for system based calculations. No further action is needed where the system amount matches the calculated amount.

Code the component amounts when manually adding a debt or the calculated amount is different to the system estimate. The component amounts must equal the debt total.

The dates used in the financial year breakdown are based on the whole entitlement periods. That is, the payments that would have been paid in the given financial year. Record the following component types for Education Tax Refund (ETR) payment debts:

• ETP - ETR Payment Statutory
• AEP - ETR Payment Administrative Scheme

See General debt raising information for how to avoid common tax adjustment errors when coding OPCA.

Note: the OPCA screen is used to specify the breakdown of a debt by financial years and payment components. This is mainly used for tax adjustment purposes.

Does the debt require review by a team outside of the Debt and Compensation Program (DCP) Branch or Payment Assurance Operations?

• Yes, go to Step 6
• No, go to Step 7

Go to the Activity List (AL) screen. Select the DMN/NDB activity and go to the Transfer Activity (TA) screen. Update the fields:

• To Regional Office, key region of processing team
• Keyword, key to aid the WLM Classification of the activity

Add keyword 'DQRxxx', where 'xxx' is the region code generating the debt.

Add a further keyword relating to the debt benefit type, for example 'AGE' for Age Pension.

Transfer using Fast Note template. To access the Fast Note template, select Auto Text, use Debts > Debt Raising.

Go to Step 8.

See Safeguarding customer privacy when raising and recovering debts, before issuing the manual advice. Take the appropriate actions to protect the customer's privacy.

If the debt has been raised as part of a Registrar-General's Office (RGO) review, see Finalising Registrar-General's Office Interventions (RGO).

Issue manual advice via the Key Dates (OPKD) screen.

For more information, see Sending Account Payable letters.

Record a DOC for all completed debts and include:

• details of the debt:
• the decision itself
• the Act/Guide reference upon which it is based, and
• the reason for making the decision
• 10% recovery fee (where applicable)
• evidence and calculation sheets used to determine the debt

See Recording reasons for decisions.

Check the cost effectiveness of the debt.

Decide the correct method of recovery or non recovery.