Applicable Procurement Law:

MGL c. 7 § 22; c. 30, §51, §52; 801 CMR 21.00

In accordance with 815 CMR 9.00: Debt Collection and Intercept  doc format of 815 CMR 9.00: Debt Collection and Intercept
Departments are responsible for making diligent efforts to collect accounts receivable.  Departments should be in compliance with the Accounts Receivable policy that pertains to a debt that is less than 120 days overdue. 

The Office of the Comptroller, with designation from the Operational Services Division, administers Statewide Contract (SWC) PRF55Designated OSC – Debt Collector Services. There are six awarded Debt Collection Agencies (DCAs) on the SWC for Debt Collector Services.  The duration of the current SWC is February 1, 2013 through January 31, 2017.

DCAs are private sector companies that specialize in the collection of delinquent debt.  A DCA will attempt to find and contact a debtor by utilizing various tactics, such as skip tracing activities, sending collection letters, and making telephone calls, etc.  Once a debtor is located and contacted, the DCA will encourage the debtor to satisfy the debt.  A DCA may help a Billing Entity resolve the debt through negotiating a payment in full, a payment agreement etc.

SWC PRF55DesignatedOSC – Debt Collector Services aligns the Commonwealth debt collection services with industry standards and best practices including:

  1. Accepting electronic payments of debts
  2. Mandating the SWC DCAs are Payment Card Industry (PCI) compliant in order to receive electronic payments from Debtors
  3. Limiting the time periods for debt collection turn around and collection efforts
  4. Allowing authorized Statewide Contract Debt Collection Agencies to net fees from collected amounts providing more competitive rates
  5. Mandating access to reporting to ensure accuracy of collections and netted fees
  6. Extending access to Debt Collection Services under the Statewide Contract to any public Billing Entity including any city, town, housing or other authority.

Related Policies and Compliance Documents:

815 CMR 9:00 Collection of Debts doc format of 815 CMR 9.00: Debt Collection and Intercept
pdf format of                             815 CMR 9.00: Debt Collection and Intercept

Write-Off Approval Procedure Job Aid (available inside state government only)

NT1 Document Approval Request Form doc format of NT1 Document Approval Request Form

NT1 Procedure Job Aid (available inside state government only)

Debt Collection Services User Guide docx format of Debt Collection Services User Guide

For more detailed information on the Statewide Contract for Debt Collector Services, go to COMMBUYS and enter a contract search on PRF55DesignatedOSC. Here you can find reference material such as, vendor information and a Contract User Guide.

For any questions regarding the Statewide Debt Collector Contract, please contact: