“CS”). These transactions provide non-financial information and comments relevant to cross-servicing events that are not otherwise documented in the system. Figure 4: Brief Account Profile – Bill Subscreen – CS Referred Date Full Account Profile Screen From the Full Account Profile screen, a user is able to identify which bills on a debtor’s account have been referred to Cross-Servicing by the same displays as the Brief Account Profile screen (refer to Section 3.1.1 Brief Account Profile Screen). After a REJECT, the “X” indicator is removed from the bill on the Full Account Profile Screen, Brief Account Profile Screen, and any other screen as appropriate. Account Profile – Agent Cashiers Menu On the Account Profile (AP) screen, accessed from the Agent Cashiers Menu, if a debtor has one or more bills referred to Cross-Servicing, Debt Referred to Cross-Servicing and Total CS Debt will display immediately after the TOTAL BALANCE OWED FOR ALL BILLS DISPLAYED line of the profile indicating that one or more debts has been forwarded to (Figure 5). NOTE: The Total CS Debt amount refers to the total amount of debt that has been referred to Cross-Servicing, not the total balance owed for all bills. Figure 5: Account Profile (AP) – Debt Referred to Cross-Servicing Bill Profile On the Bill Profile (BP) screen, the Debt Referred to Cross-Servicing text displays before the listing of the charges on the bill. Below is an example of a Bill Profile screen using the last bill (K000MJD) listed on the Account Profile screen in Figure 5. Figure 6: Bill Profile (BP) – Debt Referred to Cross-Servicing Profile of Accounts Receivable On the Profile of Accounts Receivable screen, Debt Referred to Cross-Servicing will display in the header when one or more bills have been referred to Cross-Servicing. Figure 7: Profile of Accounts Receivable – Debt Referred to Cross-Servicing If the selected bill has been referred to Cross-Servicing, the CS Referred Date will display below the CURRENT balance of the bill and above the TRANSACTIONS.
Brief Account Profile Screen Once a debt has been rejected, the Cross-Servicing referred information is deleted from the debt. The following information will display below the header on the Brief Account Profile screen: “CS Rejects” with the Reject Date, Reject Code, Source, (Source Codes: A=AITC; D=DMC; T=Treasury), and Reject Reason(s). Figure 13: Brief Account Profile – Debt Rejected by Cross-Servicing Full Account Profile Screen From the Full Account Profile screen, a user is able to identify which bills on a debtor’s account have been rejected by Cross-Servicing by the same displays as the Brief Account Profile screen (refer to the previous section). The “x” indicator is removed from the bill. Bill Profile On the Bill Profile (BP) screen, the reject information displays on Page 2 after the Collection Follow up Data on the bill (Figure 14). Figure 14: Bill Profile (BP) – Debt Rejected by Cross-Servicing Profile of Accounts Receivable On the Profile of Accounts Receivable screen, the reject information displays below the header. Figure 15: Profile of Accounts Receivable – Debt Rejected by Cross-Servicing (This page left intentionally blank for two-sided printing / copying.) Cross-Servicing Options There are a number of VistA options that users can utilize related to Cross-Servicing activities, including seven reports, the ability to recall a bill or debtor and to place a stop on a bill. Each option is listed below. All of the options are accessed from the Cross-Servicing Menu [RCTCSP MENU]. For each option, detailed VistA steps are provided in this section. Bill Recall/Reactivate TCSP Referral [RCTCSP RECALLB]: Recall a bill from being referred to Cross-Servicing or reactivate a bill (remove the recall flag) that has been recalled (before the Recall Batch Job runs). Cross-Servicing Bill Report [RCTCSP BILL REPORT]: For a selected debtor, all bills that have been referred to Cross-Servicing, and the date that each bill was referred.
Compromise Offer If the Return Reason Code = ‘P’ and the Compromise Indicator = ‘Y’ is sent in the Reconciliation IAI file, then a Compromise Amount will also be included to identify the amount that is not collected. The Reconciliation Report will display the Return Reason Code as ‘Satisfied PA – Paid in Full or Compromised’, a secondary note stating ‘Compromise, Please write this bill off by the manual process’, and the compromise amount that has not been collected and is to be written off manually. Bankruptcy If the Return Reason Code = ‘B’ is sent, then the Bankruptcy Date will also be included. The Reconciliation Report will display the Return Reason Code as ‘Administrative Resolution Approved for Bankruptcy’ and the Bankruptcy Date. Death If the Return Reason Code = ‘D’ is sent, then the Date of Death will be included. The Reconciliation Report will display the Return Reason Code as ‘Administrative Resolution Approved for Death’ and the Date of Death. Other Returned Reasons The following Return Reason Codes may also be returned in the Reconciliation file from Treasury. Z Uncollectable W Administrative Resolution Approved for Inability to Pay E Administrative Resolution Approved for Entity out of Business T CA Agrees – Complaint – Stop Collection Activity Y CA Agrees – Debt amount is incorrect – Stop Collection Activity C CA Agrees – Congressional Dispute – Stop Collection Activity M CA Agrees – Miscellaneous Dispute – Stop Collection Activity G CA Agrees – Wrong Debtor – Stop Collection Activity V CA Agrees – Previously Paid – Stop Collection Activity H CA Agrees – Previously Resolved – Stop Collection Activity X Dispute Timer Expired F Paid in Full (Outside of a Payment Agreement) S System Compromised (balance below $25) R Recalled (Note: Once a bill is recalled from Cross-Servicing, it cannot be re-referred.) A Manually Returned to Agency N Proof of Debt documentation not provided – Stop Collection Activity Q Proof of Debt Timer Expired Treasury Cross-Servicing IAI Report The Treasury Cross-Servicing IAI Report [RCTCSP IAI REPORT] displays a record of current VHA bills at Treasury. It is a tool that can be used to identify bills erroneously listed in a referral status in VistA when reconciled with the Print Cross-Servicing Report.
Figure 43: TCSP Reconciliation Worklist – Account Profile – Stop TCSP Figure 44: TCSP Reconciliation Worklist – Account Profile – Delete TCSP Stop Figure 45: TCSP Reconciliation Worklist – Account Profile – Suspend Bill Figure 46: TCSP Reconciliation Worklist – Account Profile – Re-Establish Bill Figure 47: TCSP Reconciliation Worklist – Account Profile – Recall Bill Figure 48: TCSP Reconciliation Worklist – Account Profile – Delete Bill Recall Figure 49: TCSP Reconciliation Worklist – Account Profile – Term Fiscal Figure 50: TCSP Reconciliation Worklist – Account Profile – Select Status Figure 51: TCSP Reconciliation Worklist – Account Profile – Recall Debtor Figure : TCSP Reconciliation Worklist – Account Profile – Increase Adj Figure 53: TCSP Reconciliation Worklist – Account Profile – Select New Acct
192 SEND TCSP RECORD 2 Flag set by the unprocessable file to request that a record 2 be sent for this debt. 193 SEND TCSP RECORD 2A Flag set by the unprocessable file to request that a record 2A be sent for this debt. 194 SEND TCSP RECORD 2C Flag set by the unprocessable file to request that a record 2C be sent for this debt. 196 SEND TCSP RECORD 5B Flag set by the unprocessable file to request that a record 5B be sent for this debt. 197 5B PRINCIPLE Principle amount to be set on the 5B record when the request for the 5B record is set. 198 5B INTEREST Interest amount to be set on the 5B record when the request for the 5B record is set. 199 5B ADMIN Admin amount to be set on the 5B record when the request for the 5B record is set. 199.1 5B PENALTY Penalty amount to be set on the 5B record when the request for the 5B record is set. 199.2 STOP INTEREST ADMIN CALC Flag to stop interest and admin calculation for debts referred to Cross-Servicing. 301 RETURNED DATE Returned date field on the reconciliation file for records returned by Treasury from Cross-Servicing. 302 RETURN REASON CODE Returned reason code field on the reconciliation file for records returned by Treasury from 303 COMPROMISED INDICATOR Compromise indicator field on the reconciliation file for records returned by Treasury from 304 COMPROMISE AMOUNT Compromise amount field on the reconciliation file for records returned by Treasury from 305 CLOSED DATE Closed date field on the reconciliation file for records returned by Treasury from Cross-Servicing. 306 BANKRUPTCY DATE Bankruptcy date field on the reconciliation file for records returned by Treasury from Cross-Servicing. 307 DATE OF DEATH Date of death field on the reconciliation file for records returned by Treasury from Cross-Servicing. 308 DATE OF DISSOLUTION Date of dissolution field on the reconciliation file for records returned by Treasury from Cross-Servicing.
5I Financial Instrument Type 5A Financial Instrument Type is Required. 5J Financial Instrument Num 5A Financial Instrument Num is Required. 5K SIGNED Interest Amount 5B If Financial Type Code = L, the value of the adjustment cannot reduce the Interest Amount below zero. 5N Credit Card Authorization Number 5A Credit Card Authorization Number is Required if Financial Instrument Type Code = C. 5O Credit Card Authorization Number 5A Credit Card Authorization Number must be Null if Financial Instrument Type Code <> C. 5P SIGNED Admin Cost Amount 5B If Financial Type Code = L, the value of the adjustment cannot reduce the Admin Cost Amount below zero. 5Q Agency Debt ID and Agency Debtor ID 5A Payment or Reversal is Unidentified 5R Agency Debt ID 5B Cannot increase adjustment in PA 5S Agency Debt ID 5B Cannot process an adjustment for a closed case 5T Recall Request Reason for Debt 1 Invalid Recall Request Reason for Debt Code. 5U Recall Request Reason for Debtor 2 Invalid Recall Request Reason for Debtor Code. 5V Recall Request Reason for Case 3 Invalid Recall Request Reason for Case Code. 5W Trans Sequence Number 5A,5B Transaction’s Sequence Number duplicates another transaction’s number in the same file. 5X Trans Sequence Number 5A,5B Transaction’s Sequence Number is Required. 5Y Judgment/Non Judgment 1 Invalid Judgment Debt value. 5Z Health Insurance Claim 1 Invalid Health Insurance Claim Code 6A Debtor Last Name Update Reason 2 Invalid Debtor Last Name Update Reason code 6B DUNS Num 2B Invalid DUNS Num code 6C Employer Name 2E Employer Name cannot be blank 6D Employer EIN 2E Employer EIN cannot be blank 6E Agency Match Original Trans ID 5A, 5B Agency Match Original Trans ID does not match Agency Trans ID of the Original Payment 6F SIGNED Trans Amt of Original Payment 5A Trans Amt of Original Payment does not match corresponding payment 6G Transaction Amt of Original Adjustment 5B Trans Amt of Original Adjustment does not match corresponding adjustment 6H Transaction Amt of Original Offset 5B Trans Amt of Original Adjustment does not match corresponding TOP offset 6I Debtor Name First 2 Debtor First Name cannot be blank for individual debtor.
9K Trans Amt does not match the sum of components 5B Trans Amt does not match the sum of components 9L Trans ID has to be 15 chars long 5A, 5B Trans ID has to be 15 chars long 9M Cannot adjust the current case balance below ZERO 5B Cannot adjust the current case balance below ZERO ZZ Manual intervention required H,1,2,2A, 2B,2C,2D, 2E,3,4,5A, 5B,6 A Non-Disclosed error was detected which requires manual intervention to discern the type of error that was encountered. Appendix C. Patient Statement Updates for When debt on a debtor’s account has been referred to Cross-Servicing, the debt will no longer be included on the debtor’s Patient Statement. Also, the debt amount referred to Cross-Servicing will not be included in the total balance due. Additionally, the “Notice of Rights and Responsibilities” section has been updated to include information on the Cross-Servicing Program. Figure 110: Notice of Rights and Responsibilities (Page 1) Figure 111: Notice of Rights and Responsibilities (Page 2) Appendix D. Acronyms Acronym Definition ABAL Agency Balance Adjustment AIO Agency Internal Offset AITC Austin Information Technology Center AWG Administrative Wage Garnishment AR Accounts Receivable C&P Compensation & Pension CCPC Consolidated Co-Payment Processing Center CPAC Consolidated Patient Account Center CS Cross-Servicing DATA Act Digital Accountability and Transparency Act of 2014 DCIA Debt Collection Improvement Act DMC Debt Management Center DMS Debt Management Services
DOJ Department of Justice DPN Due Process Notification IAI Integrated Agency Interface IPAC Intra-governmental Payments and Collections PCA Private Collection Agency SSN Social Security Number TCSP Treasury Cross-Servicing Program TIN Tax Identification Number TOP Treasury Offset Program VA Department of Veterans Affairs VAMC VA Medical Center VistA Veterans Health Information Systems and Technology Architecture VHA Veterans Health Administration Appendix E. Glossary A AR – See Accounts Receivable. Account – A record established for a debtor in the AR Debtor file (#340). The account can contain multiple bills for an individual debtor. Account Profile – A screen display or printout showing an activity summary for an entire account. This profile shows if debt on a debtor’s account has been referred to Cross-Servicing with the message, “Debt Referred to Cross-Servicing”. Accounts Receivable (AR) – (1) In the broadest sense, debts owed to VA are referred as Accounts Receivable. (2) Synonymous with the abbreviation ‘AR’. (3) In this document, AR also refers to VA’s automated system designed to process first party debt. Accounts Receivable Section – The staff responsible, as a group, for the establishment and maintenance of debtor account records. Active Bill – Bills that are in an “Active” status are available for collection. Bills must be in an “Active” status in order to be referred to Cross-Servicing. Address Unknown – This field is set in the AR Debtor file (#340) to indicate that the site has not been able to obtain a correct address for the debtor. If this field is set to YES, the debtor’s account will NOT be forwarded to Cross-Servicing. Adjustment – A transaction that makes an administrative change to the principal balance of a bill or an account.