Cost Collections Using DOS CC Interface

Setup Required Recommended that only certain users have permissions to be able to run the DOS Interface. Clerks will need to meet with their Judges to come up with a plan on how to handle these suspensions. It’s the Clerk’s choice whether to include restitutions in with the court costs.

Criteria for Suspension of Non Payment of Criminal Cost Violation date must be 7/02/2011 or later. 365 days from the date of disposition. No payment agreement on case. Payment agreement in which no payment has been made in the last 90 days. Offense must be a revocable traffic offense to be suspended. Example: DUI’s Must have Driver License Number, Social Security, Date of Birth or Mailing Address. If there are none of these, it will be kicked out. Only need to have one of these.

Defendants can have multiple cases that eligible for suspension Defendants can have multiple cases that eligible for suspension. Each office should decide how they want to handle this. They can require a payment be made on all the cases or setting up a current payment agreement on the oldest case and setting a payment agreements on additional cases with future year dates. When one is paid off, start working on the next one. You may add the case numbers in the “Clerk’s Eyes Only” comment field on the case currently being paid on. These comments will show on the receipting screen so you will know when paid in full to modify the payment due dates on the next case so it will be picked up. Only TCA codes have been marked for Criminal Cost. No traffic offenses will be picked up since they should have already been picked up by the regular DOS interface for Failure to Pay or revocable offenses. Probation Violations will be picked up. There should be payment plans set up for these. TnCIS looks at the disposition of the PV for suspension dates. So you may see older cases prior to 7- 2-2011. The probation fees and disposition date will trigger this. Old Costs (any case with a violation date after 7/2/11and 365 days from disposition) will not suspend as long as there is a payment agreement set up. If partial payments are being made and a payment agreement is set up, the license will not be suspended as long as any amount has been paid in the last 90 days. (System doesn’t look at whether they are paying weekly, bi-weekly, monthly-just that an amount as been paid in the last 90 days.

If payment plan is added to case a withdrawal will be sent in If payment plan is added to case a withdrawal will be sent in. If there are no payments made in 90 days, another suspension will be sent in Amount owed must exceed the Minimum Cost Liability field when you created the batch. There has been no Court Ordered Stay, Over-ride Suspension entered on the case. Check DOS CC Interface on defendant hyperlink. When the Suspensions are sent, DOS will send out a letter to the defendants telling them their licenses have been suspended. There is $65.00 Reinstatement Fee that has to be paid by the defendant to DOS to get their license reinstated. This is per disposition sent. If multiple cases are sent this reinstatement applies for each case sent in for suspension. This Photo by Unknown Author is licensed under CC BY-ND

Running the interface: From Main Menu Select: Interfaces DOS Process DOS CC File

There can only be one batch There can only be one batch. If there is already a file, you will get a warning. Select the existing file and use “Re-Select.” You can keep doing this until the records are verified as should be sent. You can also delete that file by clicking on the DOS Batch hyperlink Minimum Cost Liability should be established with the Clerk. The Suspension and a Withdrawal Process can be run at one time. Some clerks run Suspensions once a month and withdrawals at least once a week. Some clerks run the withdrawals each time a defendant pays (smaller courts). To Delete Batch:

A Bulk Print option is available that will allow the user to print all available reports. Check this option and the system will display an information section and select the View Records or Error Records from the dropdown and select your Print To. User will be able to print and export as needed. (Print these reports and hold for your records). From the below screen you will want to click on View Records. You can print from the view records or check the Bulk Print Option to print. Bulk Print Option

This is the list that you will check closely This is the list that you will check closely. It shows if they are in default of a payment plan. If it shows outstanding costs, these are cases that have just met the criteria. These are the cases that are going in for suspension.

Errors and correction: Double Click on the error to display the error correction form. Hyperlink to print at bottom will print error records report or View Records Report.

Once Corrections are made click OK. Double Click on the error. This Will give you the opportunity to make correction at this point. Once Corrections are made click OK.

The Next screen is for DOS File Information Notes The Next screen is for DOS File Information Notes. Add notes if needed for any case on that file. Uncheck the checkbox at the bottom of the screen if you wish not to send the DOS file at this time. A copy of the file will be saved on the server, in the location on the Interface type setup.

Completing the Dos FILE You will need to review information before completing the file. This screen shows the type of DOS you are submitting, number of records for suspensions and withdrawals. Also any notes will show on this screen. If you’ve checked all the reports and corrected errors click Finish. You may still go back at this point or cancel will return you to the menu Option.

DOS CC File has been created DOS CC File has been created. This screen gives you the file ID and name. Click close to return to the main menu.

You also have the option to select cases that are Unsent Only. DOS CC Files that have been created may be viewed and printed at any time by selecting Interfaces, DOS DOS Files. By using the drop down menu for the search field you can select to search by File ID, Date/Time Created, or Date/Time Sent. You also have the option to select cases that are Unsent Only. When the criteria has been selected: Click Find Now. Double Click on the file you want.

This option will allow you to view the DOS file for the day you’ve selected. Tasks available: Print the DOS Report, Resend File, Save File to Floppy, Delete DOS Text File, and Purge DOS File. To see what reported on that file Click the DOS tab at top.

Double Click on any case number the defendant screen will appear Double Click on any case number the defendant screen will appear. This displays defendants personal information.

The Charge Tab will contain the Charge information for the record submitted to the DOS. Note that the TCA Descriptions are for the Request to revoke from court (Criminal Costs) and CC Action Codes will display the 734 and 735 Action Codes. In CC Reporting the Citation fields are not required and the Court fields will report as usual.

Notes: The processing of the Criminal Cost Suspension and Withdrawal is “by Case Party” but reported “by Party Charge.” A “DOS-CC” tab has been added to the Party form (defendant hyperlink) that will contain all processing information as well as user entry fields.

Uncheck the “Only show valid fees for processing” to display on the form “why” a party may not be capable of criminal cost suspension. Information regarding why other cost is not available will appear in the error message. All error messages will provide common reasons why a cost may not be available.

The “Court Ordered Stay” option allows a court to setup a court ordered reason for the individual not being responsible for the cost. A given party can only ever have one processed court ordered stay issued and terminated.

Users will be capable of having a party forcibly to the DOS or override a suspension so that it will not processed. The three checkboxes will be enabled and disabled according to certain rules as follows: Users will be capable of issuing a party forcibly to the DOS for suspension or override a suspension so that it will not be processed. The three checkboxes will be enabled and disabled according to certain rules as follows: • “Force Suspension” checkbox o Select Tab o The party has cost responsible. Users le only if: o The party is currently in a “Withdrawal” state. cannot force a suspension if no costs are responsible o Upon selecting the checkbox the software will require a valid reason to be submitted to DOS chosen from dropdown for “Suspension” (Codes 001 – 003). o Once a suspension is processed for the party the system will automatically uncheck this checkbox allowing future “Force Suspension” records to be submitted.

• “Override Suspension” o Selectable only if: “Force Suspension” is not checked o The record is currently in a “ready to suspend” state. o Enter a valid reason for the “Override Suspension” requirement. o The override suspension check box will never be unchecked automatically by the system, the users are responsible for managing this field. • “Force Withdrawal” o Selectable only if: o The record is currently in a suspended state through whatever means. o Upon selecting the checkbox select a valid reason to be submitted to DOS defined for the “Withdrawal” (Codes 004 – 006). o The system will automatically uncheck this checkbox allowing future “Force Withdrawal” records to be submitted once a withdrawal is processed for the party. • Select/Check the applicable process based upon the above criteria. Select a date and reason from the dropdown. Click Ok to update the record or Click Cancel to return to the charge screen.

If Defendant is going directly to DOS for Reinstatement TnCIS will Print a DOS Withdrawal Request Go to Print Reports: Type in DOS in description Select DOS Withdrawal Request Double Click on DOS Withdrawal Request Enter Case Number and select Print. Clerks should use extreme caution when using this form. The form shows PAID IN FULL. Clerks will need to check the case for full payment before printing this. Because this is report and is not directly tied to case it will let you print regardless to amount owed.

DOS WITHDRAWAL REQUEST