Accounting and reporting

Below are resources and reference material related to Executive Order 17-09 signed May 5, 2017 related to promoting fiscal responsibility by recovering monies owed to the state.


Executive Order (EO) 17-09

EO 17-09 applies to any agency within the Executive Department as defined in Oregon Revised Statute 174.112, other than the Oregon Secretary of State, Oregon State Treasury, Oregon Department of Justice and Oregon Bureau of Labor and Industries (hereafter referred to as state agencies).

Governor Kate Brown encourages the Secretary of State, the State Treasurer, the Attorney General and the Commissioner of the Bureau of Labor and Industries, as well as the Legislative Assembly and the Judicial Department, to adopt policies and practices to recover liquidated and delinquent debt consistent with the measures adopted by the Executive Order.

Executive Order 17-09

 

Reporting requirement

State agencies must submit a report to the Department of Administrative Services (DAS) Chief Operating Officer (COO) by June 30, 2017. Below is the form for agencies to use to comply with the reporting requirement. Please submit the completed form to: swarm@oregon.gov.

EO 17-09 agency reporting form

Assignment provisions

State agencies are required to assign liquidated and delinquent accounts to the Department of Revenue Other Agency Accounts Unit no later than 60-days after the debt is declared liquidated and delinquent. Accounts may be exempted from the 60-day assignment provision per Oregon Accounting Manual (OAM) policy number 35.40.10.

**Note: EO 17-09 temporarily supercedes the assignment timelines referenced in the OAM. Since the OAM applies to agencies not subject to the Executive Order, the policies have not been amended to reflect the 60-day assignment timeline.

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Quarterly tracking

DAS will develop a quarterly reporting measurement that tracks debt collection activities. The Governor will set a debt collection benchmark to measure performance of state agencies by January 1, 2018.

Procurement

State agencies shall modify their procurement and contracting practices to facilitiate debt collection and shall consider liquidated and delinquent debt owed to the state when evaluating vendors on state price agreements, when issuing purchase orders or similar ordering documents, or when entering into new contracts with vendors.

The State Chief Procurement Officer (CPO) will revise public contract templates to include a model provision that would allow state agencies to recoup liquidated and delinquent debt owed by vendors to any state agency by means of reducing state agency payments to such vendors. The CPO will revise procurement instructions to enable state agencies to consider liquidated and delinquent debt owed to the state when evaluating vendors on state price agreements, when issuing purchase orders or similar ordering documents, or when entering into new contracts with vendors when the contract value exceeds $150,000.

Coordination of vendor payments and collection efforts

DAS will establish policies to guide state agencies in their efforts to recover liquidated and delinquent debts from entities to which state agencies are remitting significant payments. State agencies will receive notification when the policies are published.

 
 

Publicize debtors

The Department of Revenue (DOR) will assess the feasibility of creating a website listing entities and individuals that owe the state liquidated and delinquent debt and shall report such feasibility to the DAS COO by December 31, 2017.

Electronic garnishments

DOR will make efforts to recover liquidated and delinquent debt by issuing garnishments using electronic means. DOR shall report to the DAS COO on the results of these efforts by September 1, 2017.