External
  1.    Procedures for state offices may be summarised by the following table:

Claims Manager

Notification of overpayment;

Negotiation on recovery;

Investigation;

Submission preparation;

Notification to debtor;

Comments on PRACSYS.

State Manager

Case discussion;

Review of submission;

Alteration to PRACSYS recovery record.

Operations Group

Referral of all waiver requests.

Chief Executive Officer

Approval of waiver.
  1.    It is preferable that a written request for waiver (including supporting documentation), be provided for the CEO by the debtor.  However, a request for waiver in oral form may also be considered.
  1. Any case where waiver is requested must initially be discussed with the state manager prior to any submission being prepared.
  1. The submission format is at Attachment A.  This format should be used for all waiver recommendations.  Its use will ensure clear outline of:

  • the background to the overpayment;

  • all consultation undertaken with the debtor;

  • outcomes of negotiations for recovery;

  • what information was provided by the debtor supporting waiver of the debt; and

  • the recommendation, based on the necessary criteria, for waiver of part, or all, of the debt.

  1. Additionally, an Instrument of Waiver must be prepared.  While the submission provides the basis for why the waiver should be effected, the Instrument is the actual document signed by the CEO waiving repayment (at Attachment B).
  1. Where the CEO determines that waiver applies, the state manager will be required to record details of any overpayment which has been waived.  He or she should ensure that this is completed as soon as the submission is agreed, otherwise this critical part in the process may be overlooked.  The 'WORA.RC' function on PRACSYS is used to waive the overpayment record.
  1. More detailed procedures relating to the waiver process are provided in volume 12, part 7 of the Operations Manual. Any queries on the application of the procedures are to be referred to the PRACSYS/Operations Help Desk.