KRS § 45.241 — KY Code / Title VI / Chapter 45 / Section 45.241
45.241 Definitions -- State agencies and Court of Justice to develop inventory of each debt -- Liquidated debts of agency, Court of Justice, or local government submitted to Department of Revenue -- Accounting of uncollected debt -- Treatment of collected debt -- Annual reports
Status: in_force

45.241 Definitions -- State agencies and Court of Justice to develop inventory

of each debt -- Liquidated debts of agency, Court of Justice, or local

government submitted to Department of Revenue -- Accounting of

uncollected debt -- Treatment of collected debt -- Annual reports.

(1) As used in this section:

(a) "Debt" means:

1. For agencies, a sum certain which has been certified by an agency

as due and owing; and

2. For local governments, a sum certain which has been certified by a

local government as due and owing, including but not limited to any

delinquent taxes or fees other than delinquent real and personal

property taxes;

(b) "Liquidated debt" means:

1. For agencies, a legal debt for a sum certain which has been certified

by an agency as final due and owing, all appeals and legal actions

having been exhausted;

2. For local governments, a legal debt for a sum certain which has

been certified by a local government as final due and owing, all

appeals and legal actions having been exhausted, including but not

limited to any delinquent taxes or fees other than delinquent real and

personal property taxes; and

3. For the Court of Justice, a legal debt including any fine, fee, court

costs, or restitution due the Commonwealth, which have been

imposed by a final sentence of a trial court of the Commonwealth

and for which the time permitted for payment pursuant to the

provisions of KRS 534.020 has expired;

(c) "Agency" means an organizational unit or administrative body in the

executive branch of state government, as defined in KRS 12.010;

(d) "Department" means the Department of Revenue;

(e) "Court of Justice" means the Administrative Office of the Courts, all

courts, and all clerks of the courts;

(f) "Forgivable loan agreement" means a loan agreement entered into

between an agency and a borrower that establishes specific conditions,

which, if satisfied by the borrower, allows the agency to forgive a portion

or all of the loan;

(g) "Improper payment" means a payment made to a vendor, provider, or

recipient due to error, fraud, or abuse; and

(h) "Local government" means any city, county, urban-county government,

consolidated local government, charter county, or unified local

government of the Commonwealth.

(2) Each agency and the Court of Justice shall develop, maintain, and update in a

timely manner an ongoing inventory of each debt owed to it, including debts

due to improper payments, and shall make every reasonable effort to collect

each debt. Within sixty (60) days after the identification of a debt, each agency

shall begin administrative action to collect the debt.

(3) The Auditor of Public Accounts shall review each agency's debt identification

and collection procedures as part of the annual audit of state agencies.

(4) An agency shall not forgive any debt owed to it unless that agency has entered

into a forgivable loan agreement with a borrower, or unless otherwise provided

by statute.

(5) For those agencies without statutory procedures for collecting debts, the

Department of Revenue shall promulgate administrative regulations in

accordance with KRS Chapter 13A to prescribe standards and procedures with

which those agencies shall comply regarding collection of debts, notices to

persons owing debt, information to be monitored concerning the debts, and an

appeals process.

(6) (a) Each agency and the Court of Justice shall identify all liquidated debts,

including debts due to improper payments, and shall submit a list of those

liquidated debts in the form and manner prescribed by the department to

the department for review. The department shall review the information

submitted by the agencies and the Court of Justice and shall, within

ninety (90) days of receipt of the information, determine whether it would

be cost-effective for the department to further pursue collection of the

liquidated debts.

(b) A local government, after making reasonable efforts to collect its debts,

may by ordinance, resolution, or otherwise pursuant to law, submit a list

of its liquidated debts that have been due and owing for more than ninety

(90) days to the department for review to determine whether it would be

cost-effective for the department to pursue collection of the liquidated

debts. The department shall review the information submitted by a local

government and shall, within ninety (90) days of receipt of the information,

determine whether it would be cost-effective for the department to further

pursue collection of the liquidated debts.

(c) The department may, after consultation with the agency, Court of Justice,

or a local government, return the liquidated debt to the entity submitting

the liquidated debt if:

1. The request for review contains insufficient information; or

2. The debt is not feasible to collect.

Any return of a liquidated debt shall be in writing, and shall state why the

debt is being returned.

(d) The department shall identify in writing to the submitting agency, Court of

Justice, or local government, the liquidated debts it has determined that it

can pursue in a cost-effective manner, and the agency, Court of Justice,

or local government shall officially refer the identified liquidated debts to

the department for collection.

(e) The agency, Court of Justice, and local government shall retain a

complete record of all liquidated debts referred to the department for

collection until the debt is collected, forgiven, or returned as uncollectible.

(f) Each agency, the Court of Justice, and local government shall make

appropriate accounting of any uncollected debt as prescribed by law.

(7) (a) If the agency recovers the debt funds prior to referral to the department,

the agency shall retain the collected funds in accordance with its statutory

authority.

(b) 1. Upon referral of a liquidated debt to the department, the liquidated

debt shall accrue the following amounts:

a. Interest on the total amount of the debt plus legal accruals at

the tax interest rate provided in KRS 131.183, from the time of

referral until paid; and

b. A one (1) time twenty-five percent (25) collection fee on the

total amount of the debt plus legal accruals, as of the time of

referral;

unless the interest and collection fee are waived by the department.

2. The interest and collection fee shall be in addition to any other costs

accrued prior to the time of referral.

3. The department may deduct and retain from the liquidated debt

recovered an amount equal to the lesser of the collection fee or the

actual expenses incurred in the collection of the debt.

4. In the case of agencies and the Court of Justice, any funds

recovered by the department after the deduction of the department's

cost of collection expenses may, at the discretion of the secretary of

the Finance and Administration Cabinet, be returned to the agency

identifying the liquidated debt or to the Court of Justice for allocation

as otherwise provided by law. If the recovered funds and interest are

not returned to the agency or Court of Justice, the amounts shall be

deposited in the general fund, except for Medicaid benefits funds

and funds required by law to be remitted to a federal agency, which

shall be remitted as required by law.

5. In the case of local governments, any funds recovered by the

department after the deduction of the department's cost of collection

expenses shall be returned to the local government referring the

liquidated debt, for allocation as provided by ordinance, resolution,

or as otherwise provided by law.

(c) Nothing in this section shall prohibit the department from entering into a

memorandum of agreement with an agency pursuant to KRS

131.130(11), for collection of debts prior to liquidation. If an agency enters

into an agreement with the department, the agency shall retain funds

collected according to the provisions of the agreement.

(d) This section shall not affect any agreement between the department and

an agency entered into under KRS 131.130(11) that is in effect on July

13, 2004, that provides for the collection of liquidated debts by the

department on behalf of the agency.

(e) This section shall not affect the collection of delinquent taxes by sheriffs

or county attorneys under KRS 91A.070 or 134.504.

(f) This section shall not affect the collection of performance or reclamation

bonds.

(8) Upon receipt of a referred liquidated debt and after its determination that the

debt is feasible and cost-effective to collect, the department shall pursue

collection of the referred debt in accordance with KRS 131.030.

(9) By administrative regulation promulgated under KRS Chapter 13A, the

department shall prescribe the electronic format and form of, and the

information required in, a referral.

(10) (a) The department shall report annually by October 1 to the Interim Joint

Committee on Appropriations and Revenue on the collection of debts,

including debts due to improper payments, referred by agencies and the

Court of Justice. The report shall include the total amount by agency and

fund type of liquidated debt that has been referred to the department; the

amount of each referring agency's liquidated debt, by fund type, that has

been collected by the department; and the total amount of each referring

agency's liquidated debt, by fund type, that the department determined to

be cost-ineffective to collect, including the reasons for the determinations.

(b) Each cabinet shall report annually by October 1 to the Interim Joint

Committee on Appropriations and Revenue on:

1. The amount of previous fiscal year unliquidated debt by agency,

including debts due to improper payments, fund type, category, and

age, the latter to be categorized as less than one (1) year, less than

five (5) years, less than ten (10) years, and over ten (10) years; and

2. The amount, by agency, of liquidated debt, including debts due to

improper payments, not referred to the department; a summary, by

criteria listed in subsection (6)(a) of this section, of reasons the

department provided for not requesting referral of those liquidated

debts; and a summary of the actions each agency is taking to collect

those liquidated debts.

(c) Beginning on October 1, 2005, the Court of Justice shall report annually

by October 1 of each year to the Interim Joint Committee on

Appropriations and Revenue the amount of previous fiscal year

unliquidated debt by county and whether in the Circuit Court or District

Court; and fund type and age, the latter categorized as less than one (1)

year, less than five (5) years, less than ten (10) years, and over ten (10)

years. The first year for which the Court of Justice shall be required to

report is the fiscal year beginning on July 1, 2004 and ending on June 30,

2005. The Court of Justice shall not be required to report unliquidated

debts in existence prior to July 1, 2004.

(d) The Finance and Administration Cabinet shall report annually by October

1 to the Interim Joint Committee on Appropriations and Revenue on the

amount of the General Government Cabinet's unliquidated debt by

agency, fund type, and age, the latter categorized as less than one (1)

year, less than five (5) years, less than ten (10) years, and over ten (10)

years.

(11) At the time of submission of a liquidated debt to the department for review, the

referring agency, the Court of Justice, or, where feasible, the local government

shall provide information about the debt to the State Treasurer for the

Treasurer's action under KRS 44.030(1).