1. INDIANAPOLIS PAYROLL OFFICE 2016 Charlotte Wickliff Kathy Barras
Debt Module
INDIANAPOLIS PAYROLL OFFICE
2016
Charlotte Wickliff
Kathy Barras
Integrity - Service - Innovation

2. How Debts show on Pay History Debt Offset Requests
Topics
Debt Reasons
Full Due Process Debts
Routine (DCIA) Debts
Debt Module Screens
Current Year Debts
Prior Year Debts
How Debts show on Pay History
Debt Offset Requests
IDENTIFY THE 3 COMMON DEBT REASONS
DEFINE DIFFERENCE B/T FULL DUE PROCESS & ROUTINE DEBTS
EXPLAIN THE FOUR DEBT MODULE SCREENS
DIFFERENTIATE B/T CURRENT & PRIOR YEAR DEBTS
POINT OUT HOW A DEBT SHOWS in PAY HISTORY
LOOK AT A DEBT OFFSET REQUEST
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3. Integrity - Service - Innovation
Debt Reasons T P A
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4. Debt Type Q ROUTINE DEBT (DCIA) EITHER….GROSS IS LESS THAN $50
OR….DEBT CREATES within 4 PPE’S of ORIGINAL PAYMENT
…NO LETTER….NOTIFICATION is on LES ONLY
IF EMPLOYEE SEPARATES…ROUTINE DEBT CHANGES
to FULL DUE PROCESS DEBT
?? WHAT DEBT TYPE IS A DEBT with a GROSS AMOUNT OF $35?
(DCIA or ROUTINE)
AFTER LAST PPE of YEAR QA/QB changes to QC
Q1/Q2 changes to Q3
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5. Accessing a Debt Case in DCPS
From Main Menu Select
Debt Collection Menu
Enter Option 2 to View
Employee Debt Case Information
Payroll User Manual - dfas4dod.dfas.mil
Systems/DCPS/Manuals
Debt Module information can be found in
SECTION D…..Chapter 9 of the CSR USER MANUAL
YOU ONLY HAVE VIEW ACCESS TO THE DEBT MODULE
PRO DEBT TECHNICIANS & PRO SUPERVISORS
CAN UPDATE…or…TRANSFER DEBT SCREENS
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6. Debt Module – Debt Case Screen 1
EACH DEBT CASE HAS 4 SCREENS….THIS IS SCREEN #1
SEQ NO: UNIQUE # for each DEBT. 5 DIGITS PRECEDED by ZEROES….00001
DED CD: 2 DIGITS….ALREADY TALKED ABOUT… QA, B, C, D..Q1,2, 3, 4
DEBT RSN: T…P…A IF MORE THAN … SEPARATED by SLASHES T/P/A
SYS GEN: Y=YES N = NO PY/CY IDC: P=PRIOR YR DEBT C= CURRENT YR DEBT
SYSTEM GENERATED DEBTS SPAN MULTIPLE CALENDAR YEARS
OFFLINE MANUAL DEBTS DO NOT SPAN MULTIPLE CALENDAR YEARS
SEQ NO …INCLUDES… A = CURRENT YR…….1A B = PRIOR YR…….1B
LTR DT s/b 1 PPE after CREATE DT… DRIVES COLLECTION START DATE
LTR DT 4th Field 1=ACTIVE 2=INACTIVE + A=30, B=45, C=70….. NN
PP WAIVER, TOTAL WAIVER, INTEREST PAID, UNPAID INTEREST ACCRUED – FOR FUTURE USE
REVIEW TAX CERT
REVIEW NAVIGATION FUNCTION KEYS F7, F8 & F5, F10, F12 3 4
Main Debt Case Screen
Shows Relevant Debt information
To Navigate
Screens
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7. Debt Module – Debt Case Screen 2
FROM DEBT 1 SCREEN …HIT F5
INFORMATION ON THIS SCREEN IS ENTERED BY PRO
INFORMATION RELEVANT TO DEBT CAN BE VIEWED BY YOU
& ALL sections of PRO
SHOWS WAIVER, HEARING, APPEAL INFORMATION
REMARKS ARE TYPED IN BY PRO FOR DEBTS WE CREATED
VOLUNTARY REPAYMENTS (VRA), VOUCHER # for PAYMENT
REMEDY TICKET #
HIT F10 TO GO TO SCREEN 3 3
Remarks are added by PRO
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8. Debt Module – Debt Case Screen 3
LINE OF ACCOUNTING IS RECORDED BY FISCAL YEAR (OCT – SEPT)
DEBT COULD BE FOR 1 CALENDAR YR & 2 FISCAL YRS
EXPLAIN THIS….AUGUST thru OCTOBER EXAMPLE
IF A DEBT IS FOR ….RA , OVERTIME, NITE DIFF IN SAME FISCAL YEAR
THERE WOULD BE 3 LOA SCREENS …RA, OU, ND….
TYPE CD: IS DETERMINED BY DED CD ON SCREEN 1
CASH PYMTS & ADJMTS ARE SENT TO SCREEN 4 - PAYMENT HISTORY
WAIVER AMOUNT IS NOT USED
IF ONE LOA - GROSS AMT & REMAINING AMT ARE SAME AS SCREEN 1
IF MULTIPLE LOA – COMBINED LOA GROSS AMTS & REMAIN AMTS = SCREEN 1
F2/F3 TO SCROLL BETWEEN MULTIPLE LOA SCREENS
Line of Accounting (LOA) for Agency owed the money
Press F2 to display more than one LOA
Cash Payments and Adjustments are entered here by PRO.
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9. Deduction Code (Screen#1) vs Type Code (Screen#3)
Letter Sent
Min.30 days until
Starts to Collect
Pay Code
shows on
Debt Screen #3
as Type Code +
DCIA Debt No Letter Sent
Notice on LES
Starts to Collect
FEGLI Code
WH, WI, WJ, WK shows on
Debt Screen #3
as Type Code + +
26 equal $$ payments *
X Deduction Code
shows on
Debt Screen #3
as Type Code
% only * *
$$ or % *
Federal Govt
Treasury Debt
Interfaces w/DCPS
15% *
DEDUCTION CODE GOVERNS HOW DEBT IS PROCESSED
TYPE CODE APPLIES PAYMENT TO PROPER LABOR CODE
VRA’s ARE NOT ALLOWED ON ADVANCE SALARY PAYMENTS (XM)
INVOLUNTARY DEBTS CANNOT BE CHANGED
TREASURY OFFSET PROGRAM (TOPS) CANNOT BE CHANGED
NOTIFICATION OF DEBT IS ON LES
TREASURY PHONE # IS ALSO ON LES
??DOES ANYONE REMEMBER THE CRITERIA FOR A DCIA DEBT?
(DEBT CREATED WITHIN 4 PPE’S OF ORIGINAL PAYMENT) OR
(GROSS AMOUNT OF DEBT IS LESS THAN $50)
Deduction Code – Screen #1
Type Code – Screen #3
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10. Debt Module – Debt Case Screen 4
Shows
Screen #1 Deduction Code
FROM SCREEN 3
YOU MUST GO BACK TO SCREEN 1 & HIT F(10)
WHEN ON SCREEN 1, HIT F12 TO GET TO SCREEN 4
PAYMENT HISTORY SCREEN
SALARY ADVANCE MUST BE REPAID IN 26 EQUAL PAYMENTS
GROSS DEBT $12,791 / 26 PPE’S = $491.97
[PRO HAS ASKED THAT VOUCHER# OF CASH PAYMENTS BE LISTED ALSO]
?? HOW MANY PAY PERIODS DID IT TAKE TO REPAY THIS DEBT?
(26 PPE’s)
Example Shows Payment History for Salary Advance (XM) Debt
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11. Debt Module – Debt Case Screen 4
Shows
Screen #1 Deduction Code
Debt Screen #4 shows debts that transferred from one DFAS PRO database to another
Debt Screen #3
shows Line of Accounting information for transferred debts
Shows Transfer of Debt from ZFA (Overseas Army) to OMA (Army DOD)
DEBT CASE SCREEN #4 ALSO SHOWS IF A DEBT WAS TRANSFERRED FROM ANOTHER DATABASE
IF THERE ARE 2 OR MORE PAGES OF PAYMENT HISTORY THE TRANSFER WILL ONLY BE DISPLAYED ON THE LAST PAGE
F2/F3 TO SCROLL
MULTIPLE LOA’S WILL SHOW AS , 03, 04, ETC
LOA FOR TRANSFERRED DEBT SHOWS ON SCREEN 3
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12. Current Year Debt – General Information
The Defense Civilian Payroll System (DCPS) automatically reduces current year-to-date payroll record when
A Debt is created for the current year in the current year
Entries will show on Pay History as negative numbers
Taxes and some Deductions are used to offset (reduce) the Gross debt. Employee repays the Net debt
Federal, State, Local Withholding Taxes
Medicare, OASDI, Retirement
TSP, FEHB, FEGLI
Current Year Debt will automatically offset (be reduced) by Lump Sum Leave Pay when an employee separates
OFFSET for CURRENT YEAR DEBTS
FEDERAL/STATE/LOCAL WITHHOLDING TAXES
MEDICARE, OASDI, RETIREMENT, TSP, FEHB, FEGLI
OFFSET = RECOVERABLES
?? HOW DOES A DEBT WITH A DEBT REASON OF ‘P’ [PERSONNEL CHANGE] SHOW ON PAY HISTORY?
NEGATIVE HOURS & NEGATIVE DOLLARS ?
NEGATIVE DOLLARS ?
ANSWER: (B – NEGATIVE DOLLARS ONLY)
[TIMEKEEPER CHANGE WOULD SHOW AS NEGATIVE HOURS & DOLLARS]
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13. Current Year Debt – General Information
Not all deductions can be used to offset debts
Cannot be recouped from providers. Some examples are:
[Sample list is not all inclusive]
PAY HISTORY ON THE PPE THAT THE DEBT CREATED
SHOWS DEDUCTIONS USED TO OFFSET THE DEBT
TO IDENTIFY OTHER DEDUCTIONS NOT USED TO REDUCE THE DEBT
COMPARE THE OFFSET AMOUNTS TO
THE DEDUCTION AMOUNTS SHOWN ON THE ORIGINAL PAYMENT
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14. Current Year Debts – General Information
Employees are due year-to-date reduction on a current year debt only when the net amount of the debt is repaid in the same year
If the net amount of a current year debt is not paid in full by last pay period of the year DCPS recalculates (increases) employee taxable income
Recalculation (Recalc) is computed by DCPS
Recalc = Remaining Amount of Debt x Taxable Percentage (Screen #3)
Recalc shows on Pay History for last PPE of calendar year
Deduction offset is not removed from Debt Case (Screen #1)
Debt stays at net amount in Debt Case (Screen #1)
DCPS LOGIC FOR A CURRENT YEAR DEBT ASSUMES THAT A DEBT WILL BE REPAID WITHIN THE SAME YEAR
LAST PPE OF THE YEAR = LAST PPE OF THE PAYROLL YEAR
NORMALLY, THE MIDDLE OF DECEMBER
EMPLOYEES ARE ENCOURAGED TO USE PAY.GOV
PRO MAKES AN EXTRA EFFORT AT THE END OF THE PAYROLL YEAR
TO POST CASH PAYMENTS BEFORE THE CUTOFF
IF A CASH PAYMENT IS RECEIVED AFTER THE CUTOFF
A W2C IS REQUIRED
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15. THE TAXABLE PERCENTAGE IS SYSTEM GENERATED
DCPS Recalc on Last Pay Period of Year
Debt Case Screen #3
Final Pay of 2009
DCPS multiplies Remaining Amount x Taxable % = Recalc Amount
$ x
= $470.26
THE TAXABLE PERCENTAGE IS SYSTEM GENERATED
IT IS NORMALLY 100%

16. DCPS Recalc on Last Pay Period of Year
Final Pay of 2014
RSN IDC ‘X’
Recalc
IF AN EMPLOYEE DOES NOT PAY A CURRENT YEAR DEBT IN FULL
(AS OF THE LAST PPE OF THE PAYROLL YEAR) USUALLY MIDDLE OF DECEMBER
DCPS WILL RECALCULATE THE DEBT & INCREASE
THE EMPLOYEE’S FEDERAL & STATE WAGES SUBJECT TO TAXES
IF THIS EMPLOYEE HAD SENT HIS PAYMENT TO CLEVELAND
POSTMARKED BY DECEMBER 31, 2014
A W2C WOULD HAVE BEEN PROCESSED
TO DECREASE WAGES SUBJECT TO TAX FOR FEDERAL & STATE
?? WHAT WAS THE LAST PPE OF PAYROLL YEAR 2014? (12/13/14)
?? WHAT IS THE RECOMMENDED METHOD TO PAY DEBT? (PAY.GOV)
EMPLOYEES ARE ENTITLED TO A TAX CERTIFICATE IF, DURING THE CURRENT TAX (CALENDAR) YEAR, THEY REPAY ALL, OR ANY PART OF, A PRIOR TAX (CALENDAR) YEAR DEBT THAT WAS FOR TAXABLE EARNINGS ONLY
The Wages Subj. to Federal Tax (VC) and State Tax (VD)
are increased by Recalc amount of $470.26

17. Current Year Debt – Debt Module Screen 1
SEQ# NO OFFSET. . .INVOLUNTARY TO COLLECT AT 15% NET DISPOSABLE
?? WHAT PPE WAS DEBT CREATED? ( PPE 3/12/11) [BUT LETTER SENT 5/21/11]
?? IS IT A CURRENT YR or PRIOR YR DEBT? (CURRENT)
DEBT REASON is ‘A’ ?? WHAT DOES ‘A’ MEAN? (ALLOWANCE)
?? WHAT KEY WOULD YOU PRESS TO GET TO THE LOA SCREEN? (F10)
THIS EMPLOYEE …. MILITARY LEAVE [KG]….NOT RECEIVING PAY
FOR ROUTINE DEBTS OVER $50
IF NO COLLECTIONS are made for 4 PPE AFTER DEBT CREATED
DCPS will CHANGE DEBT from DCIA to FULL DUE PROCESS
A LETTER WILL CREATE 5 PPE AFTER CREATE PPE DATE
START DATE is BASED on the LETTER INDICATOR
? WHAT IS THE LETTER INDICATOR? (1B)
? WHAT DOES IT TELL YOU? (EE ACTIVE, COLLECTION WILL START in 45 DAYS)
Debt Module #1
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18. Current Year Debt – Debt Module Screen 3
?? DOES ANYONE KNOW WHAT TYPE CODE YC IS? (COLA )
?? WILL EMPLOYEE DEBT BE RECALCULATED AT END OF YEAR?
(NO…..because …..TAXABLE % = ZERO)
YC is NOT TAXABLE for FEDERAL or EMPLOYEE’s STATE – VIRGINIA
THERE IS NO OFFSET FOR THIS DEBT
COLA IS TAXABLE IN SOME STATES, SUCH AS HAWAII
Debt Module #1
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19. Current Year Debt – Recap
Debt created for current year COLA (YC) with no offset
Not taxable for Federal
Taxable for some states (e.g. Hawaii)
Letter was sent two months after the debt created
Debt created 03/12/11 and Debt Letter Date 05/21/11
DCIA debt (Q1) over $50 Gross & notification was on LES
Employee received no pay during this time period
Because there were no collections against the debt for 4 pay periods after the PPE the debt created
DCPS changed Deduction Code from Q1 to QA
DCPS automatically sent employee Full Due Process letter
THIS WAS A MANUAL PROCESS PRIOR TO 2005
THIS IS WHY SOME EMPLOYEES ARE RECEIVING OLD DEBTS
THAT OCCURRED IN 2003 & 2004
‘F’ DEBTS
Debt Module #1
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20. Current Year Debt – Debt Module Screen 1
?? WHAT TYPE OF DEBT IS THIS? (Q1 = ROUTINE/DCIA)
?? WHAT IS THE REASON FOR THE DEBT? (TIMECARD CHANGE)
?? DID THE EMPLOYEE RECEIVE A LETTER? WHY NOT?
(NO, ROUTINE DEBTS RECEIVE NOTIFICATION ON LES)
OFFSET AMOUNT IS THE SUM OF ALL THE RECOVERABLES
FEDERAL/STATE/LOCAL WITHHOLDING TAXES
MEDICARE, OASDI, RETIREMENT, TSP, FEHB, FEGLI
?? HOW MUCH IS THE RECOVERABLE AMOUNT? ($557.30)
Debt Module #2
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21. Current Year Debt – Debt Module Screen 3
LOA# WILL SHOW ON PAYMENT HISTORY SCREEN #4
DEBT CASE ACCOUNTING SCREEN #3 CAN STORE 99 LOA’S
Debt Module #2
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22. Current Year Debt – Pay History Debt Creation
Gross Debt is ($ ) + ($557.30) = ($ ) ‘R’ identifies Principal Remaining Balance of Debt ($ ) after offset
DEBT CREATED BECAUSE EMPLOYEE USED LEAVE
BEFORE NOAC 473 (RTN TO DUTY) WAS PROCESSED
THIS CANCELLED EMPLOYEE’S TIME
?? BY JUST LOOKING AT THE PAY HISTORY HOW WOULD YOU KNOW THAT THIS DEBT HAS A DEBT REASON
OF ‘T’ FOR TIMECARD CHANGE?
(DEBT SHOWS ON PAY HISTORY WITH NEGATIVE HOURS & DOLLARS)
64 HRS CHANGED FROM RA TO KG
Debt Module #2
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23. Current Year Debt – Pay History Debt Creation
WB-Medicare; WD-Federal; WE-State; WM-OASDI; WP-Retirement; XV-TSP
Recoverables used to offset (reduce) the Debt
Debt Module #2
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24. HR Request for Debt Offset – Remedy Ticket
Used when a Debt was created in error & a Correction was processed
HR, Timekeeper or CSR must submit ticket as soon as correction is processed
to prevent retroactive monies from paying out to employee
If retroactive monies pay out to the employee, employee will have been paid twice for the same time and will need to repay the debt
PRO cannot offset Debt until retroactive corrections come through in DCPS
5 Day Suspense by PRO
ALLOW ENOUGH TIME FOR PRO TO PROCESS THE OFFSET
IF THE HR ACTION IS CORRECT MULTIPLE TIMES
TIMECARDS WILL ALSO NEED TO BE UPDATED
PRO WANTS TO ENSURE THAT RETRO IS APPLIED TO THE DEBT
IF RETRO IS PAID TO EMPLOYEE
THE DEBT REMAINS AS THE EMPLOYEE WAS PAID TWICE
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25. HR Request for Debt Offset – Remedy Ticket
If a Debt Offset is not requested when corrections are made the employee will be paid twice for the same period of time and money
The monies will be taxed
Employees will have to use the tax certificate they receive from PRO to get credit for payment on taxable income
Debt Offset tickets should not be used for other purposes
Not to Cancel debts that require corrections to be processed
Not to Correct offline debts (Debt Audit)
FOR PRIOR YEAR
OUR INTERFACE IS THE OFFICIAL RECORD
IT MUST BE UPDATED IN ORDER TO
CANCEL OR CORRECT A DEBT
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26. Debt Offset – Debt Module Screen #1 Before Pay Process
PRO CALCULATED NET AMOUNT OF RETRO
& ENTERED THE $ THAT IS EXPECTED TO BE PAID & APPLIED
TO THE DEBT IN THE CURRENT PAY PERIOD
TECHNICIAN CHANGED VOL/INVOL INDICATOR
FROM INVOLUNTARY (I) TO VOLUNTARY (V)
& DELETED 15% & ADDED DEDUCT AMOUNT $
DCPS INITIALLY SETS UP DEBTS AT 15% NET DISPOSABLE INCOME
THIS ALLOWS FOR RECOVERABLES TO FLOW BACK TO OTHER AGENCIES
FEDERAL/STATE TAX/MEDICARE/OASDI, ETC
Debt Module #3
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27. Debt Offset – Debt Module Screen 2
PRESS F5 TO ACCESS THIS SCREEN
NOTES WERE ENTERED BY PRO INDICATING OFFSET WAS ENTERED TO COLLECT AGAINST RETRO
Debt Module #3
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28. Current Year Debt – Retroactive Adjustment
Q1 Debt collection of ($1,174.45) shows as Insufficient (I)
SHOWS COLLECTION IN PAY HISTORY
THERE IS NO CURRENT RA MONEY BEING PAID
Q1 IDENTIFIES THE DCIA DEBT SEQ #01 FOR RA MONIES
PRO REQUESTED COLLECTION OF $1, BUT THERE WAS ONLY $1, NET TO COLLECT.
THERE IS A PREPAID FEHB (JO) COLLECTION OF $198.48
FOR A PRIOR PAY PERIOD
NOTICE THAT NET PAY (AB) = ZERO
Debt Module #3
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29. Current Year Debt – Retroactive Adjustment
Positive deduction codes are subtracted from Pay Negative deduction codes are added to Pay
FEHB (WG) OF $198.48
ALSO COLLECTED FOR THE CURRENT PPE 6/2/12
Debt Module #3
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30. Current Year Debt – Retroactive Adjustment
Retroactive RA hours/money processed on PPE 6/2/12 for PPE 5/5/12
CURRENT YEAR RA RETRO MONIES
TO BE APPLIED TO CURRENT YEAR DEBT
Debt Module #3
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31. Current Year Debt – Retroactive Adjustment
Gross amount of retro monies less all deductions equals net amount of
Retro monies applied to the debt
$654.45
Total Retro
Deductions
THESE ARE ALL THE DEDUCTIONS
BEING SENT BACK TO THE DIFFERENT AGENCIES
MEDICARE
FEDERAL TAX
STATE TAX
OASDI
RETIREMENT
TSP
Debt Module #3
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32. Current Year Debt Offset – Calculation
SHOWS HOW ALL THE NUMBERS RELATE FOR
ORIGINAL DEBT
AND
RETROACTIVE MONIES TO CORRECT DEBT
Debt Module #3
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33. Debt Offset – Debt Case Screen 1 – After Pay Process
TECHNICIAN CHANGED VOL/INVOL INDICATOR
FROM VOLUNTARY (V) TO INVOLUNTARY (I)
& ADDED15%
& DELETED DED AMOUNT OF $
PRINCIPAL REMAINING BALANCE IS $253.53
THERE WAS A PREVIOUS JO DEDUCTION
ALSO A CURRENT FEHB (WG) DEDUCTION
BALANCE WILL COLLECT AT
15% OF EMPLOYEE’S NET DISPOSABLE INCOME (AI)
Debt Module #3
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34. Prior Year Debt – General Information
Prior Year Debts are created with
No Offset for Taxes
Can have Offset for TSP & FEGLI
IRS Publication 15 regulations (Wage Repayments)
‘Employee Reporting of Repayment. The wages paid in error in the prior year remain taxable to the employee for that year. This is because the employee received and had use of those funds during that year... the employee is entitled to a deduction (or credit in some cases) for the repaid wages on his or her income tax return for the year of repayment.’
Tax Certificate
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35. Prior Year Debt – General Information
Employee is entitled to a Tax Certificate from DFAS for all monies collected by DFAS for payroll debts that are taxable income
This does not include:
Non Payroll Debts
Lost property
Travel Debts
Non Taxable Income
Separate Maintenance Allowance (YH)
COLA (YC)
Living Quarters Allowance (YE)
Temporary Quarters Subsistence Allowance (YJ)
Prior Year Debt will automatically offset with any Lump Sum Leave Payment when an employee separates
CLARIFICATION:
DEBTS WILL AUTOMATICALLY OFFSET WITH ALL PAYMENTS
WHEN AN EMPLOYEE SEPARATES
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36. Prior Year Debt – Debt Module Screen 1
ONLINE TSP/FEGLI CAN BE RECOVERED
TO OFFSET A PRIOR YEAR DEBT
?? HOW DO YOU KNOW THAT THIS IS A PRIOR YEAR DEBT?
(PY/CY IDC is P)
?? WHAT DOES 1A TELL YOU?
(EMPLOYEE IS ACTIVE)
(EMPLOYEE HAS 30 DAYS TO REPAY DEBT BEFORE
COLLECTIONS AUTOMATICALLY START)
Debt Module #4a
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37. Prior Year Debt – Debt Module Screen 1
TAX CERT FIELD
Y or BLANK = YES, TAX CERTIFICATE
USUALLY FOR ‘X’ CODES
N = NO TAX CERTIFICATE
Debt Module #4b
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38. Integrity - Service - Innovation
QUESTIONS?
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