[Accounts-receivable-news] SWARM announcements/reminders

Fri Apr 3 15:51:27 PDT 2020

Greetings, we hope this message finds that you and your family are healthy and safe. Please find some announcements and reminders below for April 2020.

Due to the social distancing mandate, the April 21 Accounts Receivable Core Committee will be a virtual Meeting @ https://das.adobeconnect.com/rky8sy26yq0t/.  An agenda will be sent prior to the meeting and will include the conference line. We hope you will be able to participate.

"April showers bring May flowers", but for many state agencies April also brings the 3rd quarter (January-March) deadline to report on Accounts Receivable Performance Measures (ARPM). The ARPM reports are due by April 30, 2020 in accordance with OAM 35.60.20.

New statewide private collection firm price agreements are now available on the Oregon Procurement Information Network (ORPIN).  SWARM has provided a list of the new contractors and their price agreement numbers on our website: https://www.oregon.gov/das/Financial/Acctng/Pages/Accounts-receivable-resources.aspx.  As a result of the new agreements, the previous price agreements will be canceled effective April 30, 2020.

Does your agency have accounts that were assigned to a PCF under the prior price agreement (note: this does not include accounts forwarded by the Department of Revenue-Other Agency Accounts (DOR-OAA))?

If yes, then those accounts may remain with that PCF until your current purchase order expires (no new purchase orders may be issued under the prior agreements). What happens next depends on your agency and whether it is subject to the assignment requirements of ORS 293.231, also known as Centralization.

If your agency is subject to ORS 293.231, upon the expiration of the purchase order (or prior to that date) your Agency will need to request the vendor to return the assigned account(s). Because of the changes made to ORS 293 during the 2017 session, agencies subject to ORS 293, may no longer assign accounts directly to a PCF. Your agency should then evaluate the accounts returned from the PCF for possible write-off (see OAM 35.50.10) and/or reassign the account(s) to DOR-OAA.

If your agency is not subject to ORS 293.231 (such as, but not limited to, private universities and semi-independent agencies) then determine whether the PCF used prior to April 30, 2020 was awarded a new price agreement (see the link above). If your agency currently uses a PCF that is one of the six PCFs that has been awarded a new price agreement, then your agency can simply issue a new purchase order that references the new price agreement number and the vendor does NOT have to cancel/return the account(s). It is important to note that this step needs to occur before the agency's current purchase order expires.

If the PCF used prior to April 30, 2020 was not awarded the new price agreement, the agency will have two options:

1. Initiate a purchase order with one of the six new price agreement vendors  (Please refer to ORPIN for more information) and recall assigned accounts from the current PCF and evaluate those accounts for possible write-off (see OAM 35.50.10) and/or reassignment, or

2. If authorized (check with your agency procurement staff for more information), issue a separate assignment for collection contract to the PCF your agency currently uses.

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If you have any questions, please email SWARM at oregon.gov<mailto:SWARM at oregon.gov> or call Theresa or Gerold.

Thank you and stay safe,

Theresa Gahagan   &  Gerold Floyd
(503) 373-0711        (503) 378-2709
Statewide Accounts Receivable Coordinators
Statewide Accounts Receivable website<http://www.oregon.gov/das/Financial/Acctng/Pages/AR.aspx>
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Data Classification: Level 1 - Published

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