| Frequently Asked Questions about OAA |
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Public
I got a letter from you about a bill I owe. How do I pay this account?
Please see our information at "How Do I Pay?"
Why do agencies send their accounts to you for collection?
Legislation sets parameters and requirements for state agencies to collect and have their debt collected. The Oregon Accounting Manual also sets guidelines and provides information on how agencies can facilitate this process. This manual is available on the internet from the State Controllers´ Office. The updated statute governing OAA is 293.250, available online.
Who do I call with questions about my account?
Contact our main line at 503-945-8199 in Salem or toll-free at 877-222-2346.
Agencies
How do I begin sending accounts to OAA for collection?
Before we can receive account assignments from your agency, we require specific information to set up an account for your agency on our system. You can contact the program analyst for alternative file information.
How do I report payments on my agency's accounts?
There is an Adjustment Memo form to fill out. We also accept telephone calls. Contact the program analyst if you want to send payment records in data transfer format.
When does my agency get confirmation of payments you have received on my accounts?
OAA distributes monthly reports at the beginning of each month. These reports will reflect the transactions from the previous month. The reports can be received in different mediums, such as paper, CD, e-mail, FTP, etc.
After receiving a DOR notice of a refund offset, how may a debtor contest the offset because it is based on the combined income of both spouses?
If the debtor is not responsible for the accounts listed in the notice because they are the debts of their spouse, they may ask DOR to divide the refund. DOR divides Oregon income tax refunds based on each spouse's share of the total adjusted gross income. If a spouse had no income, they are not entitled to have the refund divided. If the spouse had income other than wages, a schedule should be provided showing each spouse's income. If the spouses jointly owned real estate, the income should be split evenly between both spouses.
Sometimes when agencies send in paper assignments it takes from 2–4 weeks to show up on DOR's system. Why does this take so long?
Paper assignments require more processing. The forms are sent to a processing unit to key the data, the data is uploaded, rejected or suspended items are corrected by OAA, then the liabilities are loaded to our computer system and an automatic demand letter is mailed to the debtor.
If accounts are sent in electronically, does DOR maintain any paperwork on the debt, or is the collection data all maintained on the computer, including memos, payments, etc.?
All account information is stored electronically.
Is there a way to access current balance and payment information without waiting for the monthly payment report or calling DOR?
On restricted accounts, you would need to call the public service representative 4 or program analyst. For unrestricted accounts, you can call the OAA main line and any agent will provide the current balance. You can find our phone numbers on the following link: contact OAA.
How does the appeal process work if a debtor denies that they have a debt with an agency?
The debtor must send their dispute in writing. After OAA receives the written dispute, collection action is suspended on the specified liability(s), and an OAA Hearing Request (form #150-602-019) is completed and sent to the corresponding agency. The agency will research the liability and make a determination, such as one or more of the following: adjust the liability; cancel and return; amount is correct; or continue collections. The agency must complete the form and return a signed and dated copy to OAA within 30 days. After receiving the OAA Hearing Request, OAA will follow the prescribed instructions.
OAA is bound by Oregon statutes (ORS) and rules (OAR), as well as policies and procedures set out in the Oregon Accounting Manual (OAM). OAM 35.30.30.PO, 35.40.30.PO, and 35.40.30.PR give specific information about OAA's requirements regarding collections. Depending on the criteria, the liquidated status of a liability may change with a debtor's dispute. Though the time specified by an agency to dispute a billing has expired, this does not necessarily extinguish the debtor's right to object; it means that the agency can act on the assumption that the debtor does not dispute the debt. If the debtor thereafter disputes the debt, in certain circumstances, the debt will no longer be considered liquidated.
The Oregon Accounting Manual
Accounts are sometimes sent back by DOR after only 1–2 months with a note “uncollectible no assets, or cannot locate.” Why not keep them for an entire year?
Generally, accounts are kept for one year, unless we have an agreement with an agency to accommodate their collection requirements.
Do you have any questions or
comments about this OAA information?
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