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Offset Process
AOP Agency Deposit Report

Overview

The Automated Offset Process (AOP) Agency Deposit Report, TINS Report HLD6102A is a control report that provides a hold source agency with an itemized list of its debtors’ held warrants that are offset against the agency’s state debts. The report is generated after every offset process, currently performed on a weekly basis, and available to the agencies via remote print. See Remote Printing for requirements to download reports.

Not every hold source agency receives offset funds each week. Each agency must establish internal procedures and/or processes to monitor for this report on a weekly basis.

Purpose

This report is generated for each hold source agency that receives credited funds from the warrant hold offset process. The purpose of the report is to notify agencies that:

  • Offset funds were deposited into their treasury account via a referenced deposit voucher.
  • A journal voucher must be processed by the agency to transfer the offset funds into the appropriate agency funds.
  • Updates to their debtors’ records must be made in their internal systems to ensure appropriate and timely credit to the debtors’ accounts.

Agencies must review the report to determine the appropriate updates to their internal systems.

Frequency

Weekly

Sample

HLD6102A                                  STATE COMPTROLLER’S OFFICE                               123      HLD6102A
DATE MM/DD/YYYY                           AOP AGENCY DEPOSIT REPORT           
                                     AGENCY: 123 – STATE STORES COMMISSION                                    
                                                                                                 PAGE 1
--------------------------------------------------------------------------------------------------------------------
DOCUMENT NUMBER: D1234567
--------------------------------------------------------------------------------------------------------------------    
TIN               WARRANT    ISSUE      ISS  HOLD        HLD      WARRANT        CURRENT    DEPOSIT     ADJUSTED  C
             MC   NUMBER     DATE       AGY  NUMBER      RSN       AMOUNT      LIABILITY     AMOUNT    LIABILITY  I
--------------------------------------------------------------------------------------------------------------------
12345678901  U00  123444555  MM/DD/YYYY 123  12345678901 300         6.17       7,722.93       6.17     7,716.76  S

12345688899  000  123444666  MM/DD/YYYY 200  12345688899 454       987.93         843.00     843.00         0.00  N

70000000001  000  123555661  MM/DD/YYYY 500  70000000001 459        30.00         284.59      30.00               Y
             000  123555662  MM/DD/YYYY 500  70000000001 459        30.00                     30.00               Y
             000  123555663  MM/DD/YYYY 500  70000000001 459        30.00                     30.00       194.59  Y
                                             70000000001 639                    1,275.64       0.00     1,275.64
                                                                                           --------
                                                                                              90.00

70001111119  U00  123555999  MM/DD/YYYY 200  17500012345 454        514.82      1,162.74     514.82       647.92  S


TOTAL WARRANTS:             6                                      TOTAL DEPOSIT:          1,453.99

Field Descriptions

REPORT NUMBER
Displays the unique report number, HLD6102A.

AGENCY NUMBER
Displays the three-digit agency number for remote print distribution.

RUN DATE
Displays the date (MM/DD/YYYY) the report was processed.

REPORT TITLE
Displays the name of the register.

AGENCY NUMBER – AGENCY NAME
Displays the three-digit hold source agency number and name receiving offset funds.

PAGE
Displays the sequential number for each page.

DOCUMENT NUMBER
Displays the D document number of the deposit voucher associated with the offset funds.

TIN
Displays the payee’s 11-digit TIN for the offset held warrant.

MC
Displays the mail code that was paid on the held warrant.

WARRANT NUMBER
Displays the nine-digit number of the held warrant that was offset.

ISSUE DATE
Displays the MM/DD/YYYY issue date of the held warrant.

ISS AGY
Displays the three-digit number of the paying agency that issued the held warrant.

HOLD NUMBER
Displays the 11-digit hold number which may be the same or different from the TIN that was paid.

HLD RSN
Displays the three-digit hold reason code where the offset funds were applied.

WARRANT AMOUNT
Displays the amount of the held warrant that was offset.

CURRENT LIABILITY
Displays the debtor’s liability amount at the time the offset was processed.

DEPOSIT AMOUNT
Displays the amount of the held warrant that was offset against the debtor’s liability amount.

ADJUSTED LILABILITY
Displays the debtor’s adjusted liability amount after the offset.

C I
Displays the confidential indicator of the original held warrant.

TOTAL WARRANTS
Displays the total number of held warrants that were included in the offset process for the hold agency.

TOTAL DEPOSIT
Displays the total offset amount deposited to the hold source agency.