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.


​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

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 OAM 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.

​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.
​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.

DAS created OAM 35.30.90 to guide state agencies in their efforts to recover liquidated and delinquent debts from entities to which state agencies are remitting significant payments. 

**Updated 12/10/2018**

Following are frequently asked questions associated with implementing the coordination of vendor payment process in the Statewide Financial Management Application:

1. Is the agency responsible for tracking the garnishment  until the debt is paid in full? 

No, the EO 17-09 coordination of vendor payment process assumes a one-time garnishment of the pending vendor payment even if the amount of the garnishment is more than the pending vendor payment. DOR is responsible for monitoring collection of the total debt.

Example: Agency ABC notifies DOR of a pending vendor payment in the amount of $500. DOR sends a garnishment to agency ABC in the amount $6,000. Agency ABC remits the $500 vendor payment to DOR (refer to training instructions) and files the garnishment paperwork in the agency files with the payment paperwork. This transaction is completed. 

If agency ABC receives another invoice from the vendor and the vendor profile is still inactive in SFMA, the agency notifies DOR of the new pending payment (refer to training instructions) and DOR will provide a new garnishment (if necessary). 

If agency ABC receives another invoice from the vendor and the vendor profile is active in SFMA, the agency should proceed with issuing payment directly to the vendor.

2. I notified DOR of my pending vendor payment on 6/8, received the garnishment on 6/8 and when I tried to process the payment on 6/11 the vendor was active in SFMA. What do I do?

Garnish the payment as directed by DOR (refer to training instructions). 

Once an agency notifies DOR of a pending payment amount and DOR issues a garnishment, DOR is expecting to receive the pending payment amount. 

3. How are vendor profiles being activated so soon?

DOR provides a debtor list daily to SFMA. DOR does factor in any pending payment amounts expected to be received from agencies when determining if a vendor/debtor will remain on the list. If the vendor/debtor is no longer subject to be on the debtor list, DOR will remove the vendor/debtor from the debtor list, then SFMA will activate the respective vendor profile during the nightly batch processing cycle. 

Please note: The EO 17-09 coordination of vendor payment process is not the only method used to collect these debts. Additionally, a vendor/debtor may be removed from the debtor list for reasons other than payment in full (e.g. garnishment appeal, payment plan).

4. I notified DOR on 6/12 of my pending payment; as of 6/15 I haven’t received a response from DOR but the vendor is active. Can I pay the vendor?

No, do not pay the vendor directly until you receive a response from DOR (unless it has been more than 5 business days since you notified DOR). 

DOR has been responding within 2 business days (or less); therefore, if you haven’t received a response, double check your Revenue Online messages (refer to training instructions) to verify a response was not missed.

5. Why doesn’t DOR issue a garnishment only for the amount of the pending vendor payment?

DOR must issue the garnishment for the total amount of the vendor’s garnishable debt.

6. Why is mail code 444 active when the rest of the vendor profile is active?

SFMS staff are working on program changes to inactivate mail code 444 when the vendor is no longer on the debtor list and the rest of the vendor profile is active.

7. The garnishment issued by DOR has a generic phone number listed for the Revenue Agent; where do I find the Revenue Agent’s direct line so that I can ask questions about the specific garnishment?

If you have questions regarding the garnishment you received from DOR, the Revenue Agent’s direct line can be found in the body of the Revenue Online web message where the garnishment was attached. If you are unable to reach the Revenue Agent via the direct line listed in the Revenue Online web message please send an email to

8. An email address was not provided for the Revenue Agent that issued the garnishment. Will DOR add the Revenue Agent’s direct email address in the Revenue Online web message?

No, please send email correspondence to statevendor.matching@oregon.gov to ensure a timely response.

9. Am I required to complete the "Garnishee Response" and send a copy to DOR and the debtor?

Yes, when a state agency receives a “Notice of Garnishment” from DOR, the state agency is the “garnishee” and must complete the “Garnishee Response” as per the “Instructions to Garnishee” provided in the “Notice of Garnishment”. The attachment provided in the Revenue Online message includes the “Notice of Garnishment” (~pages 1-2), “Garnishee Response” (~pages 3-5), “Instructions to Garnishee” (~pages 6-10), “Special Instructions for Banks” (~pages 11-12), “Supplemental Garnishee Response” (~page 13), and “Wage Exemption Calculation” (~pages 13-15). State agencies must review the “Instructions to Garnishee” to determine how to complete the “Garnishee Response” and who to mail it to.

10. I received a garnishment issued to the wrong organization, what do I do?

If a garnishment was issued incorrectly please send an email to statevendor.matching@oregon.gov to correct the issue.

11. I received two separate garnishments for one vendor for similar amounts. How does DOR prevent a debtor from being over garnished if the garnishment amounts are similar?

DOR must issue a garnishment for the total value of the outstanding debt. The Revenue Agent who sends the garnishment to the paying agency will include in the secure ROL web message if a lower amount is to be garnished. For example, the garnishment amount is $10,000 but the secure ROL web message says "do not garnish more than $5,000". It is imperative that agency's review the secure ROL web message in totality to ensure the vendor/debtor is not over garnished.

12. What do I do if the vendor payment is more than the garnishment?

Two payments will need to be processed. Remit the garnishment amount to DOR using vendor mail code 444 and remit the remaining amount to the vendor using the appropriate mail code for that vendor.

For example, agency ABC notifies DOR of a pending vendor payment in the amount of $1,000. DOR sends a garnishment to agency ABC in the amount of $700.  Agency ABC prepares voucher payable VP123456 with multiple suffices to vendor number 1234567890. On VP123456 suffix 001, agency ABC remits $700 of the vendor payment to DOR using mail code 444 (refer to training instructions) and files the garnishment paperwork in the agency files with the payment paperwork. On VP123456 suffix 002, agency ABC remits the remaining $300 to the vendor using mail code 001 following the agency’s regular vendor payment process.  

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​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.
​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.





For more information, contact SWARM: swarm@oregon.gov.