S84 Change Compliance

 

Purposes:

 

This screen allows MIMS users to either increase or decrease the level of compliance recorded for a specific file, or to modify the values of specific parameters used in monitoring files.

 

Prerequisites:

 

1.       MIM user must have applicable security authorization to update files.

            The following groups have ability to update:

·         Call Center Agents

·         Compliance 4 Agents

·         Compliance 5 Agents

·         File Intervention Agents

·          ISO Agents

·         MEP Senior managements

·         MIMS 

·         RGPU Agents

·         Special Investigation Agents

·         Systems Administrators

 

VIEW ONLY

·         All Remaining MEP Staff

·         Provisional Agents

 

Helpful Hints:

 

·         Compliance updates only allowed on ‘Active’ MEP files.

·         File must be on Manual to change the Compliance Level.

·         Compliance History information is available for closed and incomplete as well as active files.

·         If a file is a level 5 or 6 file and on automation the only moods you can select are irritated or concerned.

 

Procedure:

 

1.       Enter a file number and click the ‘Get’ button.

2.       If file number is unknown, click the ‘Search’ button, this will allow a search using other criteria.

3.       The S84 Change Compliance screen will appear ready for updating.  The Compliance History section is available to view.

4.       Complete the fields in the ‘Update’ section as required. 

5.       Click the ‘Save’ button to update the file.  Screen S84 will re-display with a new history record shown under Compliance History if the update was for a new compliance level or if the responsibility changes.

 

 

Screen Label

Description/Instructions

MEP File Number

Enter a file number.

Click the Get button to display the Collection tool information about the file.

If the file number is unknown click the Search button.

File Number

Displays the File number the actor requested

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

Multi 

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.

UPDATE

Level

The Collection Progression defines the compliance level on every file from 0-7.  MIMS automatically assigns these.  This screen is used to manually change the compliance level.

If there is a full Federal License Denial on the file (not just a warning), the level cannot be less than 4.

If there is an active Motor Vehicle Drivers Cancellation on the file including warnings, the compliance level cannot be less than 4.

If arrears exist, compliance level cannot be changed to 1.

Enter the level of compliance between 1 and 7.

If the debtor is associated with more than 1 active file not operating under registration protection then the compliance level changed on this file will change on all files associated with the debtor.

If an active ‘Default hearing’ exists (MIC – MEP Initiated Court), the compliance level must remain either 5 or 6.

If the file is REMO (ISO) Out file will automatically be set to level 0, manual compliance and the only updateable field will be the Compliance Bring Forward Date.

Compliance Level Progression Chart

Level 1 means the file belongs to the good payor unit, as the debtor consistently has no balance outstanding.

 

Level 2 means the file belongs to the good payor unit, as the debtor has arrears but consistently pays his ongoing and something towards the arrears each month

 

Level 3 means the file has arrears for more than 35 days without a valid payment arrangement and tougher collection tools should be placed

 

Level 4 means the file has arrears for more than 63 days without a valid payment arrangement and harsher tools should be placed against the debtor

 

Level 5 means the file has been in arrears in excess of 91+ days and should be assessed for the default hearing process

 

Level 6 means the file has been in arrears for a very long time and the default process has not succeeded and the program has reason to believe that assets are being hidden etc.  These files are under the Responsibility of the Special Investigations Unit, which can post the debtor on the Help us Find Website, file the debtor at the credit bureau and spend more time and effort in trying to find resolution to the outstanding areas.

Level 7 files are essentially uncollectible files or special circumstance file.  Debtor has a documented Medical condition, Debtors on AISH or is a street person with nothing and it has been proven.

Reason Code

Select from the drop down box the reason for changing the compliance level.

 

A Reason Code is mandatory when selecting level 7 as the compliance level.

 

 

Grace Period Adjustment

Field is mandatory and defaults to 0.

Enter a numeric, positive or negative.  The range can be –20 to +25.

If the Grace Period Adjustment is set to 0 then the file operates under the Collection Progression chart.

If the Grace Period Adjustment is set to a – (negative) number auto compliance will ensure that things happen that much soon in accordance to the Collection Progression Chart.

If the Grace Period Adjustment is set to a + (positive) number auto compliance will ensure that things happen that much later in accordance to the Collection Progression Chart.

First Day of Default

First day of default is the first day that the debtor defaulted on his payments.

If a previous date existed this will be displayed.

If responsibility has been set to ‘Manual’ and the compliance mood is not Honeymoon or Satisfied, this field is MANDATORY.

Valid date will be in the past to the maximum of 60 days.  Future dates are not allowed.

No value allowed if compliance moods is ‘Satisfied’ or ‘Honeymoon’.

Enter the date in YYYYMMDD format, where Y = Year, M = Month and D = Day.

Compliance Mood

Select from the drop down table the applicable Compliance Mood

Honeymoon = No opinion yet (Levels 1 and 2 under ‘registration protection’) Only MIMS can select this mood.

Satisfied = Files that are not in a state of default and therefore files that MIMS is happy with

Irritated = Files that have defaulted on payment (arrears in excess of ‘too much’) and are being monitored for period of default (in a state of default for ‘too long’)

Concerned - Files that met the test of ‘too much for too long’ and are in a pre-collection state where warnings can be sent out

 

Foul - Files that have reached the level of formal automated collections procedures

 

Manual – Files that are under manual responsibility for monitoring

** Too much = $100.00

This field is mandatory when selecting automation

When Responsibility is Manual, Compliance Mood will automatically be changed to Manual.

Compliance Bring Forward Date

Field is mandatory if compliance mood is ‘Manual’, otherwise optional.

Date must be in future up to 6 months.

Enter the date in YYYYMMDD format, where Y = Year, M = Month and D = Day.

Responsibility

This field is mandatory.

Automated = MIMS takes on the responsibility of initiating the collection letters and tools in accordance to the collection progression chart.  MIMS will automatically send out Reminder notice, pending collection letter, issuing SOF, FCA, PPR, WCA, NWCA, MVDR, MVDC (warning letter), FLD (warning letter).

Manual = A human is in complete control of the file.  No letters or collection tools will be done automatically.

Select the radio button for either ‘Manual’ or ‘Automated’.

Click the Save button to save the information entered and update the system.

Compliance History

Date

Displays the date a Compliance change was made.

Level

Displays the level of compliance.  See field description in ‘Update’ section above.

Responsibility

Displays either Mandatory or Automated as selected in the ‘Update’ section.

User

Displays the user that updated the compliance information.

Reason Code

If a reason code was selected when the compliance information was updated this will be displayed here.  For a description of the ‘Reason Codes’ see the corresponding field description in the ‘Update’ section above.

 

Automation occurs on these dates if Grace Period Adjustment is set at 0:

 

Day 14   -     Pending Collection Letter

Day 16   -     2nd attempt of Pending Collection Letter if 1st unsuccessful 

Day 28   -     Pending Collection Letter

Day 35   -     Level will change to Level 3 if not already at level 3

-           Work task to place PPR to Collection Support

-         If no valid QB order MIMS puts the file onto Manual Monitoring, sets the Compliance Bring Forward Date to current date and issues work task for level of compliance to review file in the General work list.

-           Work task to place FCA to Interface document that will be pushed to the Feds on a daily basis

-           Initiate SOF if most current SOF is over 1 year old.

-           Initiate WCA if details exist on file

Day 42   -     MIMS initiates FLD warning letter if conditions are met on file (over $3000.00 or 3 missed payments)

-           MIMS initiates NWCA if details are on file

Day 49   -     MIMS initiates work task to place MVDR on Moves to Collections Support

               -     Issues a work task to File Intervention if any of the file details are missing for MIMS to initiate tools (i.e. Date of Birth, MVD ID number, Debtor address details.)

Day 63   -     MIMS initiates the MVDC warning letter and sets bring forward date for the AI letter to be sent

-         MIMS set the Level of Compliance to a level 4

Day 91   -    MIMS sets the file onto Manual Monitoring and sets the Compliance Bring Forward Date to current date with a work task to the General Work list for someone to review what the next step should be.

 

Possible Error Messages/System Warnings:

 

ID

Error Message Description

321 

This file or related file has an active FLD tool, the compliance level cannot be set to a value less than 4.

322 

This file or related file has an active MVDC tool, the compliance level cannot be set to a value less than 4.

323 

Active arrears on this file, level cannot be changed to level 1.

327 

The monitoring responsibility is "Manual", a compliance bring forward date is mandatory.

394 

Reason Code is mandatory.

474 

Manual Compliance Mood and Manual Responsibility are mandatory.

476 

Automated responsibility requires a valid compliance mood.

477 

First Day of default should be blank when compliance mood is Honeymoon or Satisfied.

478 

Compliance level must be lower than 4 to be in foul.

574 

The file should be operating under 'manual' compliance.

721

Honeymoon mood can only be set at Registration

779

This file or related file have an active MIC Default Hearing tool, the compliance level cannot be set to any other value than 5 or 6.

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