Developmental Services should review and update its process for collecting on delinquent accounts. This update should include a revision to the policies and procedures manual, training for field agents, and regular management review to ensure consistent adherence to the policy. As part of the update, Developmental Services should clarify when to designate an account as uncollectible.
The Department has completed the staff realignment reported in prior updates and has begun to carry out collection activities in conformance with revised policies and procedures provided to the State Auditor. These activities include prescribed timelines for collection letters and phone calls to parents whose accounts remain in a delinquent status. In addition, the Department is currently identifying its full population of delinquent parental fee accounts that meet the criteria for the Franchise Tax Board's offset program to submit those accounts for offset during this calendar year's cycle set for submission in December 2016. Staff newly assigned to the program are being trained on past due collection requirements and expectations to fully implement requirements outlined in the program's policies and procedures. Accounts deemed uncollectable shall be referred for write-off in accordance with requirements by the State Controller's Office if it is determined future collection action will not result in payment or program compliance as outlined in the program's process and procedures. Full implementation of these activities is anticipated by January 1, 2017.
Delinquent account collection policies are outlined in the program revised policy and procedures manual, detailing increased consistency in program's collection process. Additionally, the Department is in process of a staff realignment which will transfer current southern California field analyst to Sacramento HQ offices for the purpose of providing an increased collection presence over delinquent accounts.
Developmental Services has updated its policies and procedures regarding delinquent accounts and is in the process of ensuring they have the proper staff to assist in collecting delinquent accounts.
The CFS Program Manager is continuing the practice of bi-weekly meetings with field agents to ensure timely collection efforts are being made on program's delinquent population as described in the Department's 60 day response. Further, the Department is continuing to explore other viable avenues for delinquent fee recovery through other methods not currently in practice. All program accounts which contain a past due balance will be reviewed for possible submission to the Franchise Tax Board under their tax offset program for delinquent fee recoveries.
60-Day Report Response:
- Program manual revisions are currently underway which will provide more specific direction as to analysts collection efforts on past due Parental Fee accounts.
- CFS Program Manager conducts bi-weekly meetings with field agents to discuss updates on collection activity, and to provide consistent feedback and direction, and to identify training as needed.
Agency responses received are posted verbatim.