Reporting Debtor Records
Maintaining Accurate Information
The Comptroller’s office must rely on the information in TINS when processing offsets and adjusting debt amounts. Agencies must ensure that the information is as accurate as possible.
- Hold Source agencies must update TINS if a debtor makes a payment or interest has been added to the amount owed.
- If the debtor pays in full, the Hold Source agency must release the hold to prevent unlawful withholding of state payments.
- If a warrant is held and offset in error, the paying agency must work with the Hold Source agency to recover offset funds and issue a payment to reimburse the payee.
- Direct deposit account information must be kept current by the custodial agencies to prevent erroneous payments once the payee is released from hold.
In addition, Hold Source agencies are responsible for quality control to correct transaction errors.
- Verify Transaction Entry
- Correct Batch Processing Errors
- Review Held Warrant Reports
- Check the Debtor Hold File Extract
- Keep Records Up to Date
Verify Transaction Entry
Information submitted to TINS establishes a hold record for each debtor stored on Payee Hold Information (PYHOLD).
The Comptroller’s office strongly recommends that agencies verify their hold setups and changes on the PYHOLD screen.
Note: If a debtor has not been set up to receive a state payment, the hold record entered on PHDSUP will be the only record in TINS. Agencies are encouraged to enter complete name and address information for all debtors they set up on hold. Verify this information on the Payee Hold Name and Address sub-screen of PYHOLD.
Agencies should also review Payee Maintenance History (PMTHIS). A row will be recorded on PMTHIS each time:
- A debtor is set up on hold.
- Changes are made to the debt amount.
- Changes are made to the debtor’s name.
- Changes are made to the debtor’s address information.
- The hold effective date is changed.
- The debtor is released from hold.
Note: The three-digit hold reason code is listed in the
MAIL CODE column on PMTHIS because a hold affects all of the mail codes for the payee.
Correct Batch Processing Errors
Hold transactions submitted by batch that do not process successfully in TINS are assigned a three-digit exception code. Hold maintenance exception codes are displayed on the:
Agencies are responsible for monitoring the daily TINS batch transactions that fail to process. Any batch transaction with an exception code should be reviewed, corrected and resubmitted if necessary.
Review Held Warrant Reports
In addition, agencies should regularly review the applicable daily held warrants reports:
- TINS 6206: Held Warrant Report for Hold Source Agency
- TINS 6204: Held Warrant Report for Issuing Agency
Check the Debtor Hold File Extract
The Comptroller’s office makes a daily extract of TINS hold records available to help agencies monitor payees on hold.
Submit the Debtor Hold File Extract Request form (login required) to request a daily extract of all hold records and then use the file to:
- Verify a person’s hold status
- Update internal agency systems
- Research whether payments may be issued out of Local Funds
Note: Agencies are prohibited from sharing the Debtor Hold File Extract with third-party vendors or agents.
Keep Records Up to Date
The Comptroller’s office updates TINS when offsets are processed, but Hold Source agencies must remember to update their records.
- Reduce debts in TINS to reflect the current balance owed. If you are paid more than what is owed, you must refund the difference to the payee.
- Increase debts in TINS to reflect the current balance owed. If the debtor is released from hold prematurely, payments could be issued to the debtor in violation of state law.
- Update any internal systems that maintain hold records reported to TINS.