S226 Statement of Finance

Purposes: - Request SOF

This screen allows MIMS users to produce a blank set of Statement of Finances documents for the debtor to fill out to provide the program with his/her current financial situation.

Prerequisites: - Request SOF

MIM user must be an authorized actor to update on this screen.

The following actors have the ability to update:

· Call Center Agents

· Compliance 4 Agents

· Compliance 5 Agents

· File Intervention Agent

· MEP Senior Managements

· MIMS

· ISO Agents

· RGPU Agent

· Special Investigation Unit Agents

· System Administrator

Helpful Hints: - Request SOF

· SOF = Statement of Finances

· SOF is a party-centric tool, which means if the debtor has more than one active file a SOF will be logged as sent on each file that the Party is a Debtor. The correspondence will list all active files where the Party plays the role of Debtor.

1. The File Correspondence Log will only display all letters on the file SOF requested from. The only letter that will appear on the file correspondence log for the other files will be a Statement of account entry.

2. MIMS will only monitor the file that the SOF was launched from – but all files will be updates with the current status of the tool.

· As part of ‘registration with arrears’, a SOF is automatically requested. No action is taken if the file lacks a QB order or the debtor lacks a good mailing address. Any pre-existing, outstanding SOF from a multiple file will have to be ‘abandoned’ by MIMS so the new SOF may be sent to make an arrangement on all active files.

· A file can only have one Active SOF at a time.

· File must have a balance greater than 0 to Initiate SOF

· File must have a valid QB order

· Debtor must have a good mailing address

· If the file is on Automated compliance MIMS will issue a Statement of Finances once a year if the current SOF is older than 1 year old (based on request date)

Letters: - Request SOF

L23 – Request for Statement of Finances (cover letter)

L24 (a) – Statement of Finances (Explanation of Direction & Affidavit for Debtor to swear)

L24 (b) – Statement of Finances Affidavit (actual document)

L25 – Statement of Arrears

Reports – Request SOF

R89 – Debtor Statement of Account (Will include statements for all active files if Debtor has multiple active files)

Navigation

Collections è Initiate Collection Tool è SOF

Procedure: - Request SOF

1. Select Collections Tab

2. Select Initiate Collection Tool from the menu.

3. Select SOF (Statement of Finances). An empty S226 – Statement of Finances screen is displayed.

4. Enter a MEP file number and press the Get button. If file number is unknown, press the Search button, this will allow a search using other criteria. The system fills in the file summary segment and displays the request segment.

5. Select a ‘Reason’ from the drop down box. See Screen Label descriptions for further information.

6. The Bring Forward Date defaults to current date plus 15 days. MIMS user can manually change. This field is Mandatory.

7. Enter any applicable remarks in the available field.

8. Click the ‘REQUEST’ icon.

9. S85 – Collection Tool History screen displays, with the new SOF tool displayed in the history list.

Screen Label Request SOF	Description/Instructions
File Number	Enter the File number you wish to review
	Once the File number has been entered or populated click to retrieve file information
	If File number unknown click Search – a search child window opens up, enter criteria link on file number from results screen to populate the file number.
File Summary
File Number	Displays the file number of the current screen.
File Status	Displays the current status of the File and if the file is an Active ISO In or ISO Out
Primary Creditor	Displays the name of the Primary Creditor related to the MEP File requested
Debtor	Displays the name of the Debtor related to the MEP File request
	Displays if the Party is related to more than 1 file
Alerts	Displays the important Alerts related to the file and actor can hyperlink to view any other alerts that may be related to the file.
Compliance Level	Displays the Current compliance level of the MEP file.
Provisional File	Displays the Provisional file that is related to the file. If field is blank then provisional file is not related.
Request
Reason	Unless a file has a QB order, a ‘Good’ mailing address and arrears greater than zero, the reason selected must be ‘Manual’ or ‘Received’. Registration – This reason is selected when the Statement of Finances goes with the Registration Notice upon registration of a file with an arrears balance. **This option will not display in the drop down list – it will only appear in the Event Log details. Arrears – select if the debtor has arrears. Compromise – Select if negotiating a compromise on crown arrears with the debtor. Arrangement – Select if attempting to make a payment arrangement. Refresh – MIMS selects this reason when it automatically requests a SOF due to the most current being over 12 months old. A MIMS user selects this option if the most current Statement of Finances is to old or it is determined that a new SOF is required. Manual – This option does not produce any paper. Manual can be selected if there is no QB order associated with the file, but follow-up is still required. It can also indicate that a Statement of Finances was either provided in person to the debtor or the debtor downloaded from the Internet. Received – This option does not produce any paper. It indicates to staff the Statement of Finances (SOF) is already in MEP possession. When an SOF tool has already been recorded as abandoned, and the completed documents are subsequently received, a new tool occurrence can be initiated with a reason of ‘Received’. This allows us to track when the last SOF was received.
Bring Forward Date:	The Bring Forward Date defaults to current date plus 15 days. MIMS users can change manually. The date must be in the future up to a maximum of 30 days. Enter the Bring Forward date using the following format '‘YYYYMMDD’. Where Y = Year, M = Month and D = Day. This field is MANDATORY. *This is the date that the reminder letter will be automatically sent by MIMS if a Correspondence In work task does not exist on the file.
Remarks	Enter applicable remarks. Maximum characters = 200.
	Click the “Request” icon to submit the SOF. The MIMS user will be returned to the S85 Collection Tool History screen. If the Reason code is Manual or Received no documents will be generated. If the Reason code is Registration, Arrears, Arrangement or Refresh documents will be generated (See Glossary of Letters for letter samples)

Possible Error Messages/System Warnings

ID	Error Message Description	Action
38	The file is Closed – Invalid Request The file in Incomplete – Invalid Request	File status should be Closed or Incomplete
93	An Outstanding SOF already exists.	Check correspondence to see if SOF is there. Do follow up.
94	A QB order is required for this collection tool.	Review file to see if Order needs to be filed or is some other action-taking place.
95	A ‘Good’ debtor mailing address is required.	Do searches, phone #’s on file, etc.
96	Enforceable arrears are required for this collection tool.
165	Bring Forward date can only be a maximum of 30 days in the future.	Check the Bring Forward Date and reset

Table of Contents Glossary