DEBT COLLECTION AND PROPERTY WRITE-OFF

Debt Collection:

The Division of Accounting and Auditing of the Florida Department of Financial  Services, pursuant to Section 17.04, Florida Statutes (F.S.), is responsible for examining, auditing, adjusting, and settling the accounts of anyone who is indebted to the State for any property, funds, or moneys, excluding child support enforcement and taxes collected by the Florida Department of Revenue, certain types of public assistance administered by the Florida Department of  Children and Families, and student loans administered by the Florida Department of Education.  Chapter 69I-21, Florida Administrative Code (F.A.C.), Appendix I, has been adopted by the Division to enumerate its policies and procedures for carrying out this responsibility.  As part of its procedures, the Division attempts collection of those delinquent accounts it deems collectible by assigning them on a contingency basis to a contracted collector.

Accounts Receivable and Property Write-Off:

Each agency is responsible for exercising due diligence in securing full payment of all accounts receivable and other claims due the State in accordance with Chapter 69I-21, Florida Administrative Code.  Agency requests to adjust accounts receivable records are normally submitted after the agency has satisfied the responsibility of exercising due diligence.  Evidence of due diligence should be submitted with the request to adjust accounts receivable records.  Past practice has established that the account should be in collection for a least six months prior to requesting an adjustment, unless otherwise approved.

Each agency is responsible for maintaining proper records and controls over its property in accordance with Chapter 273, Florida Statutes.  Agency requests to adjust property records are normally submitted when property has been stolen or annually after two inventory cycles have shown that property items have been determined to be missing.  The Collection Section of the Bureau of Accounting reviews the request to delete property from the agency inventory records for reasonable procedures and controls prior to approving the adjustment of State property records. 

Each request to adjust property records shall contain the following information:

(a) Name of agency;

(b) The property number (if assigned), description, acquisition date, and carrying value (depreciated value);

(c) The date the item was last observed and the date of the last physical inventories taken;

(d) Description of why the item should be adjusted (lost, stolen, or unaccounted for);

(e) Copy of law enforcement report for stolen equipment;

(f) Description of action taken to recover the item;

(g) Description of efforts taken to prevent future losses.

Florida Statutes and Administrative Code:    Sections 17.04, 17.20, 215.34, F.S.; 69I-21, F.A.C

DFS Contact:                                                                                     GRC Contact:            

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