Md. Code Regs. 17.01.01.05

Current through Register Vol. 51, No. 22, November 1, 2024

Section 17.01.01.05 - Transfer Procedure

A. All delinquent accounts shall be transferred to CCU for collection or abatement. Transfer shall take place within 15 days after the account is declared delinquent.

B. Agencies shall notify CCU of all disputed claims over $5,000 that are not resolved within 180 days after notice of the claim to the debtor.

C. Agencies shall report to CCU semiannually the status of all accounts or claims over $5,000 that have open audit findings.

D. Agency records of accounts transferred to CCU shall be maintained in accordance with generally accepted accounting principles and practices specified by the Comptroller of the Treasury.

E. On those accounts with a value of less than $30, the agency should, monthly, prepare a list of these accounts showing name, amount, and reason for noncollection, and forward two copies of the list to the Central Collection Unit requesting Abatement Committee approval to write off these accounts. When the Committee approves the write-off, it shall return a copy of the transmittal letter authorizing the agency to close the account.

F. Accounts with a value of $30 or more may be transferred manually or by computer tape.

G. Accounts Transferred Manually.

(1) Each account shall be forwarded in a file folder. Any accounts not submitted in file folders are subject to return to the agency. This file shall contain:

(a) Name of debtor;

(b) Original copies or photocopies of all documents supporting the State's claim against the debtor, to enable CCU to respond to telephone inquiries, and, if necessary, prove with litigation;

(c) All available documentation of the collection effort expended by the agency before declaring the account delinquent (see Regulation .04J of this chapter);

(d) The debtor's telephone number, Social Security number, date of birth, and driver's license number, if available;

(e) The names of financial institutions used by the debtor and the debtor's account numbers with these institutions, if available;

(f) Date of admission and date of discharge, if hospital charges are involved.

(2) Original copies of all supporting documentation shall be furnished within 1 week after request by CCU. CCU also may request the agency to furnish the debtor's complete file.

(3) Transmittal Letter.

(a) Each group of accounts forwarded to CCU shall be accompanied by two copies of a transmittal letter listing all the accounts transferred. The following information shall be included for each account:

(i) Name of debtor;

(ii) Agency account number;

(iii) Amount of each account (when applicable, this amount shall be apportioned by principal, collection fee, accrued interest, and other charges);

(iv) Fund to be credited (general, special, federal); and

(v) Certificate of deposit coding for general, special, federal, current restricted, and current unrestricted funds.

(b) The transmittal letter shall specify the total number of accounts and the total dollar value of receivables being transferred to CCU.

H. Accounts Transferred by Computer Tape.

(1) A hard copy print-out or microfiche of the data contained on the transfer tape shall accompany the tape at the time of transfer to CCU.

(2) The transfer tape shall be in the format prescribed by CCU.

(3) The following minimum data shall be recorded on the transfer tape for each account listed on the transfer tape:

(a) Agency account number;

(b) Name and last known address of debtor, cosigner, or other person or entity responsible for paying the amounts due on the listed account;

(c) Total amount due for each listed account (when applicable, this amount shall be apportioned by principal, collection fee, accrued interest, and other charges);

(d) Date of admission and date of discharge, if hospital charges are involved;

(e) Debtor's Social Security number, date of birth, telephone number, and driver's license number, if available; and

(f) The names of financial institutions used by the debtor and the debtor's account numbers with these institutions, if available.

(4) Original copies of all supporting documentation shall be furnished within 1 week after request by CCU (see Regulation .04J of this chapter). CCU also may request the agency to furnish the debtor's complete file.

(5) Accounts Forwarded by Computer Tape.

(a) Each group of accounts forwarded to CCU by computer tape shall be accompanied by two copies of a transmittal letter listing all the accounts transferred. The following information shall be included for each account:

(i) Fund to be credited (general, special, federal); and

(ii) Certificate of deposit coding for general, special, federal, current restricted, and current unrestricted funds, as applicable.

(b) The transmittal letter shall specify the total number of accounts and the total dollar value of receivables being transferred to CCU. If this information is included on the hard copy print-out of the data contained on the transfer tape, then extra copies of the print-out can be used as the transmittal letter listing.

(6) Computer tape transfer of delinquent accounts may not occur more than twice per month so as to be received by CCU by either the 10th of the month or the 25th of the month.

Md. Code Regs. 17.01.01.05

Regulation .05 amended effective December 28, 1987 (14:26 Md. R. 2748)