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In pay period (PP) 2021-26, the Debt Management Branch (DMB) was notified by a client agency of a rare situation that occurred on their Labor Cost file in which the two-digit calendar year at the beginning of the Debt ID number was missing. After researching, it appears this only occurs on collections for Social Security and Medicare deductions where the processing PP and effective PP are the same and there are insufficient funds to make the collection. This results in a charge to the agency and a debt to the employee. This can also occur on the Accounting Feeder file (SSA only). Please note: This situation does not impact the Debt IDs reflected on the Debt Management “Open Accounts Receivable Report” in Datamart.
An example of the issue is shown below:
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Pay Period
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Debt ID
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Open Accounts Receivable Reports
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2021-26
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213621111111
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Labor Cost File or Accounting Feeder File
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2021-26
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3621111111
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Unfortunately, there is no systematic way for the Interior Business Center (IBC) to correct and/or change the Labor Cost file or Accounting Feeder file (SSA only). However, we have engaged with the IBC’s Personnel and Payroll Systems Division to look at the system logic within the FPPS, to determine if a system change is needed.
Since there is no impact to the Debt IDs on the Debt Management “Open Accounts Receivable Report” in Datamart, any collections made on these debts will reflect the correct Debt ID that begins with the calendar year. As a workaround, if CAOs need the Debt IDs for accounts receivable purposes, we encourage them to add the missing calendar year in their accounting system to the Debt IDs impacted.
If you have any questions about this process, please contact John Castillo, Chief, DMB, at (303) 969-6340 or by email to John_A_Castillo@ibc.doi.gov.
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