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Reporting Debtor Records

Agencies must maintain accurate and up-to-date records for debtors in TINS, including interest owed when applicable.

Agencies can report hold records via TINS online entry or via batch to process during the nightly processing cycle.

Note: The procedures are different for Bankruptcy and Hold Special Circumstances.

Online Entry

Agencies may set up, change and release hold records directly in TINS online on the screens described in this section. Once online entry is complete, TINS is updated immediately.

Batch

Agencies may also set up, change and release hold records via batch using the TINS batch cycle that processes transactions overnight. For more information, see Batch Processing.

Hold Source Agencies’ Internal Systems

Agencies that also maintain their TINS hold records in an internal system must update their internal systems accordingly whenever hold transactions are reported, updated and released in TINS. In addition, any updates the agencies make to their hold records in their internal systems must also be updated in TINS. For example, if a debtor makes a payment or pays off its debt with the hold source agency, the agency makes the appropriate updates to its internal system and must also update TINS with a liability amount change or a release of the hold record.

It is critical that agencies maintain a cross reference in their internal systems between the SSNs of individuals who are set up on hold and their TINS system-assigned 7 TINs. When held warrants are offset against the hold source agency’s debts, the AOP Agency Deposit Report lists the system-assigned 7 TINs and does not include the payees’ (debtors’) SSNs. Agencies must be able to match the 7 TINs on this report to their debtors’ SSNs in their internal systems to credit those records with offset funds and delete those records if the offset funds paid off the debt.

The following TINS resources may be used by the hold source agencies to develop and maintain a cross-reference between their SSN-based hold records and their system-assigned 7 TINs:

  • The agencies’ daily CSV File: Processed, Non-Processed and Dropped Transactions. Each day a hold source agency sets up a hold record in TINS with an SSN-based 2 TIN, the CSV file returns the system-assigned 7 TIN with the submitted SSN-based 2 TIN. For additional information on the TINS CSV file, see ACR 60105.
  • The Mid-day Validation Process. If an agency has not been storing the system-assigned 7 TINs in its internal system, the agency may submit its SSN-based 2 TINS for its hold records using the Mid-Day Validation File to receive the system-assigned 7 TINs. Both the submitted SSN-based 2 TINs and their system-assigned 7 TINs are returned on the output file which can be used to upload to the agency’s internal system.

  • The daily Debtor Hold Extract File. A daily file is automatically generated for each agency that subscribed to receive a copy of this file, which contains all hold records set up by all hold source agencies. The file incudes the system-assigned 7 TINs and the agencies’ submitted SSN-based 2 TINs. Each hold source agency may use this file to extract its own hold records to obtain the 7 TINs. If a hold record has been released in TINS but not in the agency’s internal system, that record will not be on this file.

    If an agency has not subscribed to receive a copy of this file, complete and submit the Debtor Hold File Extract Request form.