Municipal Clerk Manual – Courts with JIS - Chapter 4 - Financial Procedures: Appendix A, Debt Collection

Clerk Handbooks

Municipal Clerk Manual – Courts with JIS

		Section/Rule:	4.8a
Subject:	Chapter 4 - Financial Procedures	Publication / Adopted Date:	July 2007
Topic:	Appendix A, Debt Collection - Debt Collection Vendor Website/Portal	Revised / Effective Date:	April 2021

Municipal Clerk Handbook
Courts with JIS
Chapter 4 - Financial Procedures

4.8 – Missouri Debt Collection Program – Appendix A
Debt Collection Vendor Website/Portal

Clerks identified on the Debt Collection Court Information Sheet as needing access to the debt collection vendor’s website will receive an email setting up their user name and password to the vendor’s website from the vendor. Clerks provided access the vendor’s website will need to access the website at least once a month or their password will expire. Contact the Court’s Customer Service Representative if a clerk authorized to access the website has been locked out or cannot remember their password.

Juanita Valdez - Account Executive

(512) 323-4326 or toll free number (800) 616-0166

(866) 283-6484 (fax)

Email: Juanita.Valdez@gilacorp.com and copy: clientservices@gilacorp.com

Access the website by entering: https://www.muniserv.com/ClientPortal/index.aspx

Enter the assigned User Name and Password.

The only part of the website the courts should use will be the Account History tab and Glossary.

From the Account History tab select Submitted Accounts. Search by selecting one of the following:

Account Number (the account number is the court’s circuit number-plan number-case ID)

§ Address

§ Name

§ Driver’s License Number

§ Plate Number

§ Consumer Number – Assigned by vendor

Note: Account Number and Name are the most common searches.

After accessing an Account, the following information will be displayed for the debtor’s account:

Name

§ Consumer Number – Assigned by vendor (A debtor may have been identified as having several debts in different courts. This number is used by the vendor so all accounts can be combined.)

§ DOB – Date of Birth

§ Social – Last 4 digits only display

§ Address

§ City

§ State

§ Postal Code

§ Status – (Account is Active, Recalled, Hold)

§ Partial Payment type – Not used

§ Return Due – Date Recalled

§ Description – Case Description

§ Phone

§ Driver’s License

§ Account Number

§ MSB Placement Date – The date debt collection received the debt

§ Original Balance – Amount of Court Debt sent to the vendor principal

§ Creditor Balance – Amount of Court Debt remaining to be collected

§ MSB Balance – Amount of commissions still owed to the vendor

§ Location Code – Circuit Number (Note: Payment plans are assigned circuit wide, not by court location, so Location Code for debt collection is different from the court location code assigned to an individual court.)

§ Court Code – Payment Plan Number

The website also displays the Payment Information on the account which will display:

Date each payment, credit or adjustment was entered on the account

§ Type of transaction

§ Amount

§ Memo Code or pay type

§ Overpayment amount if applicable

§ NSF indicator

§ Allocation to MSB

§ Allocation due Creditor/Court

§ Payment release date (Note: Checks, with the exception of checks from the court, will be held for 10 days before they are eligible to be released for distribution.)

Transaction Information
The Transaction Information documents all activity on the account. This will include information about:

Payments made on the account

§ Adjustments made on the account

§ Indications that a debtor has disputed the debt

§ Indications that the debtor account information was “scrubbed” for additional information

§ Results of Military scrubs used to determine if the debtor is protected

§ Dates letters were sent

§ Contacts with the debtor

§ Contacts with the court

If a clerk is needing access to the portal, the request should be submitted by the Circuit Clerk to OSCA by updating the Debt Collection Court Information Sheet.

If the court balance does not agree to the vendor’s portal, verify that the difference is not due to a recent payment that has yet to be distributed. If that is not the case, contact the OSCA Help Desk and ask to speak to OSCA’s Debt Collection staff, or email your issue to:

Debt.Collection.OSCA@courts.mo.gov

Note: DO NOT ask the vendor to adjust or write off a balance. If the court balance and the debt collection vendor’s do not agree and the difference is not related to a timing difference, the issue must be resolved through the automated system and the transactions that caused the difference will need to be identified and corrections made to the account.

Although the website has other tabs, most are not used by the courts since the data is sent to the court automatically from the automated case management system. The following are the tabs listed on the portal:

Services – Do not use. All debt is submitted automatically from the SMC system through the daily extracts. Courts should never ask the vendor to recall a debt.

§ Reports – Do not use. Reports will be sent to the individuals identified on the Debt Collection Court Information Sheet. Reports have been developed by OSCA to assist the courts.

§ Submit a request – Do not use. Requests to the system need to be directed to OSCA. Email requests to Debt.Collection.OSCA@courts.mo.gov or call the OSCA Help Desk and ask to speak to the Debt Collection staff.

§ Glossary – Contains Acronyms used by the vendor. Can be useful in understanding the comments made in the Transaction History.

§ Contact Us – Do not use.

Forms
Debt Collection Court Information Sheet

Debt Collection Court Information Sheet Instructions