CHAPTER 6. PORTFOLIO LOAN COLLECTION PROCESSING (PLACE)
SECTION A. ADMINISTRATIVE FISCAL POLICY
6A.01 SCOPE
This chapter provides centralized collection procedures for processing portfolio loan remittances received by the Collection activity located at the DPC (Data Processing Center), Austin, Texas, and also provides procedures for processing collections received at the field station applicable to loans maintained by computer equipment at the DPC.
6A.02 PURPOSE
The purpose of this chapter is to assure that uniform procedures are followed in processing remittances relating to the loan accounting programs (Loan Guaranty and Direct Loan Revolving Funds). The procedures set forth herein constitute the basic procedures to be used in processing centralized portfolio loan collections.
6A.03 DUTIES OF COLLECTION ACTIVITY
a. Receipts. The primary duty of the Collection activity is to receive and process for deposit, and credit to the borrowers' account, portfolio loan remittances received from the following sources:
(1) Direct from borrowers.
(2) [(Deleted by change 4.)]
(3) Deductions from VA benefit payments. (Forwarded by VA Form 4-4564, Transfer of Disbursing Authority, and ARS digitronics.)
(4) Deductions from military allotments received direct from military Finance centers.
(5) Loan Guaranty representatives servicing outlying areas.
(6) Transfers from other VA offices. (Forwarded by VA Form 4-4564.)
(7) Transfers from other Government agencies.
b. Transfer of Disbursing Authority. Disbursing authority for collections deposited at the DPC will be transferred daily to the applicable office of jurisdiction which has accounting responsibility for the portfolio loan account(s).
c. Unacceptable Remittances. The Collection activity will remove unacceptable remittances from further deposit processing. These remittances will be processed in accordance with instructions prescribed in section C.
d. Uncollectible Remittances. The Accounting Section at the DPC will process uncollectible remittances (sec. E) involving their portfolio loan deposits and will:
(1) Prepare input to downdate the loan account (TT 042).
(2) Transfer disbursing authority from the office of jurisdiction (via GLTJL).
(3) Notify maker.
(4) Maintain holding file if amount of uncollectible is $300 or more.
6A.04 RESPONSIBILITY OF COLLECTION ACTIVITY
a. [Expeditious] Deposit. It is the responsibility of the Collection activity to process portfolio loan remittances [expeditiously.] Work level controls will be established to insure [that] the maximum number of remittances are deposited daily.
b. Prescribed Accounting Methods. The preparation and maintenance of loan accounting collection records will be in strict conformity with prescribed accounting methods. Employees must not erase, strikeover, or obliterate the original amount, postmark date, date of receipt, etc., on forms or records maintained in connection with processing of such remittances. Should correction be necessary of original entries appearing on forms, schedules, cash books, ledgers, etc., the original entry will be deleted by a single line through the entry and the correction entry noted above, with the initials of the employee making the correction also being entered. If necessary, provide marginal explanation. In such cases, it is essential that the correction be correspondingly and accurately reflected on all supporting and/or associated documents.
6A.05 SECURITY AGAINST LOSS [ ]
The physical layout of equipment in the various work units and groups should be neatly arranged to permit a continuous flow of the work. Inflammable materials, wastepaper containers, supplies, etc., if stored, must be stored in a manner that does not constitute a fire hazard. Fire extinguishers should be placed at strategic points to be easily accessible in case of fire. To minimize the possibility of fire, smoking will be prohibited the last 30minute period previous to the closing hour throughout the Collections activity. Wastepaper containers (made of fireresistant material) should be kept to a minimum number, and the contents examined at the close of business each workday to make certain no remittances and/or pertinent materials were accidentally disposed of.
6A.06 DPC FINANCE OPERATING [MEMORANDA]
DPC Finance Division instructions which would affect this operating procedure will be submitted to Central Office Finance Service (047D3) for approval.
SECTION B. PROCESSING REMITTANCES RECEIVED BY REGULAR MAIL
6B.01 GENERAL
a. Mail Delivery. Portfolio loan collections will be initially received at the DPC by the Mail Unit (Administrative Division). The Mail Unit will deliver the distinctive type envelopes to the Collection activity unopened. Other types of envelopes containing remittances inadvertently opened by the Mail Unit will be handcarried to the Collection activity for further processing. The Mail Unit will retain such opened mail intact, and maintain control of currency and coin coming into their possession. Also, field station transmittals will be delivered unopened to the Collection activity. Once received in the Collection activity however, there is no difference in the processing cycle in that all collections regardless of point of original receipt, or point of first opening, are combined for further processing.
[(1) Collection Cards. Specific collection cards will be used in the system as card input to capture collection data for update of master records, as follows: (l) VA Form 4-242A, Mortgage Loan Payment Notice, (figs. 2 and 3) and (2) VA Form 45218, Mortgage Loan Collection Card (PLACE) (fig. 3.1).
(2) VA Form 4-242A will be prepunched during the billing operation for loan identification, name code, total due, and TT 400 series. The prepunched card and DPC return envelope will be mailed to the borrower as a payment request l 1 to 18 days prior to date due. Upon receipt of borrowers' VA Form 4242A and applicable remittance the VA Form 4-242A will be punched for additional pertinent data: receipt date, batch number, amount received, PDN, RPO code, etc.; batched; and the collection data, if collection is acceptable for deposit, converted to magnetic tape for update of the master record in LGY Run 063.
(3) VA Form 4-5218 will be used to facilitate proper identification of portfolio loan collections that are not accompanied by systemproduced VA Form 4242A discussed in subparagraph (2) above. At the time of closing a direct loan or vendee account, the borrower will be given a manually prepared VA Form 45218 and DPC return envelope for use in the event the first regular systemproduced VA Form 4242A is delayed. This card will also be used in any other circumstances requiring a special collection card to be given borrowers to help identify collections sent to DPC, such as lumpsum T&I deposit, etc.
(4) Processing of VA Form 4-242A. Processing of system-generated VA Form 4242A and applicable remittances is covered in Sections A through I herein.
(5) Coding of VA Form 4-5218. Processing of VA Form 4-5218 requires initiation of coding action by the office of jurisdiction for new loans or special collection requests directed to the borrower. Card columns l through 26 will be coded by the office of jurisdiction, and after receipt at the DPC, the Collection activity will complete coding for card columns 27 through 80 as follows:
Card Columns Description Comments
2728 RPO Code Code 06 for DPC RPO, 09 for field
station RPO, or leave blank if
appropriate.
2934 Receipt date Code 6 digits for monthdayyear,
representing date collection first
came under VA control.
3537 Julian day for Code 3 digits for Julian Day. (001
current PDN. through 365, or 366 for leap year).
3839 Year for current Code 2 digits for PDN year, as 76 for
PDN 1976.
6264 Batch No. Code 3 digits representing batch
number used to process the collection
cards.
80 Freeze Override Leave blank or code 0 to override
record condition freeze.
(6) Keypunching of VA Form 4-5218. After coding action on VA Form 45218 is completed, the collection card will be batched and transmitted to Keypunch where card columns l through 80 will be punched as coded. NOTE: "Date Due" and "Name and address of borrower" will not be keypunched. Applicable remittances will be batched, encoded and endorsed in the same manner as for collections received with VA Form 4-242A.]
b. Receipt Date. The borrower will be given credit for the remittance on the date it first comes under VA control, except for paidinfull remittances. Receipt date for paidinfull remittances will be determined as follows:
(1) Received Other Than by Mail. Receipt date will be the date the remittance first comes under VA control.
(2) Received by Mail. Receipt date will be no later than 2 calendar days after the postmark date. Examples of paidinfull remittances are as follows:
Postmark Date Date Received in VA Receipt Date Used for
Processing
April 4 April 4 April 4
April 4 April 5 April 5
April 4 April 6 April 6
April 4 April 7 April 6
April 4 April 14 April 6
Therefore, it is imperative that the date of receipt, either at the DPC or at the field station, be retained and available. A 3 x 5 card or label containing this date will be filed with each batch of mail as it is stored in the safe pending processing, in order that pending mail will be processed by order of date received.
NOTE: In view of the importance of the postmark date in determining the receipt date of paid infull remittances, envelopes containing paidinfull remittances will be forwarded for field station file.
[(3) If postmark date for paid in full remittance is not available, compute receipt date as 2 days prior to actual receipt at DPC. For example, remittance is received at DPC July 10: TT 410 receipt date would be July 8.]
c. Processing Day Number. The PDN (processing day number) is the computer processing day used to update the master record and consists of threedigits for the calendar day and two digits for the calendar year. For example January 1, 1974 would appear as 00174 and July 8, 1974, as 18974.
d. Opening Envelopes. The unopened envelopes will be mechanically joggled so the contents will be shaken towards the bottom of the envelope. Wherever possible, the envelopes will be slit open by using an automatic letter opener. If the envelope is bulky, the manual method will be used.
e. Removing Contents and Annotating Enclosures. The contents will be removed from the envelope and examined. Contents will be annotated as follows:
(1) Annotation on Remittances. The loan number identification, if not already entered by the remitter, will be annotated on the upper portion of the face of the remittance for the following categories only:
(a) Collection card is prepared by the Collection activity.
(b) Remittance consists of cashier's check and/or money order.
NOTE: Do not use upper portion of the U.S. Postal Money Orders to annotate loan identification, if necessary. Rather, use front right edge, writing vertically to annotate loan identification. (Writing in upper portion may negate OCR capabilities.)
(c) Remittance is paidasbilled and shows a signature other than the borrower's.
(2) Annotation on Other Enclosures. The following information will be annotated on all other enclosures except the remittance:
(a) Loan identification.
(b) PDN on which the remittance will be processed.
(c) Date of receipt if no remittance is involved.
(d) Amount of remittance .
(3) PaidinFull Remittances. Annotate additional data in accordance with paragraph 6B.02[d] and retain the envelope for postmark date.
Contents and envelope will be retained together for further processing.
f. Examining for Negotiability. If the remittance is considered negotiable, continue the processing cycle. However, if the remittance falls within one or more of the following nonnegotiable classifications, the remittance and contents will be returned to the remitter as an attachment to FL [4342] (fig. 1):
(1) Remittance is not signed.
(2) Remittance is not endorsed, if required.
(3) Remittance is made payable to wrong payee.
(4) Remittance is postdated.
(5) Remittance is mutilated or illegible.
(6) Remittance consists of U.S. postage stamps.
(7) Other.
NOTE: Enclose preaddressed Austin DPC Envelope.
g. Foreign Remittances. Foreign remittances drawn on banks other than those located in the United States will require special processing. These will be removed for special handling in accordance with section H.
h. Currency and Coin Remittances. Currency and coin remittances will be immediately handcarried with accompanying material to the Deposit Control Unit where the cash collection clerk will verify the amount and log the collection in a cashbook. The cash collection clerk will prepare VA Form 4-1027, Field Service Receipt-General (fig. 39) and provide duplicate copy of this form to the collection clerk who will process the remittance in the normal manner. Detailed procedures for processing and control of such collections are provided in par. 6B.09.
i. Unidentified Remittances. Unidentified remittances will be screened against the numeric/alphabetic files in an attempt to determine loan identification data. When remittances are identified they will be processed in the normal manner. Remittances which cannot be identified will be processed in accordance with instructions found in paragraph 6B.10.
j. Miscellaneous Remittances. Remittances such as credit report fees, insurance loss proceeds, etc. will be removed for special handling. These remittances will not be deposited by the DPC but transferred daily to the applicable field station for appropriate action.
k. Comparing Remittance Amount and Total Amount Due
(1) When a remittance is accompanied by a portfolio loan payment notice card, the numeric amount on the remittance will be compared with the total amount due shown on the payment notice card. If the two agree, the remittance will be deposited without comparison with the script amount. Where they disagree, or if the numeric amount is questionable or illegible, process as follows:
(a) If the script amount agrees with the total amount due shown on the notice card, the remittance will be deposited for that amount. The face of the remittance will be stamped with an endorsement as follows:
"Deposit for $______________________
(Name of clerk or supervisor Collection Unit)"
The exact amount selected for deposit will be entered in the endorsement and FL [4324] (fig. 1), with item 1 D checked, prepared to notify the remitter of deposit amount.
(b) If the script amount disagrees with the total amount due shown on the payment notice card but agrees with the numeric amount, the remittance will be processed for the script amount as not paid as billed.
(c) If the script and numeric amounts disagree and both amounts differ from the total amount due shown on the payment notice card, deposit the remittance for the script amount. The face of the remittance will be stamped with the same endorsement shown in subparagraph k(l)(a) above, and FL [4324] also prepared to notify remitter of deposit amount.
(2) When a remittance is not accompanied by a portfolio loan payment notice card, the numeric and script amounts appearing on the remittance will be compared. If they disagree, deposit for script amount and place the same endorsement shown in subparagraph k(1)(a) above on the face of the remittance. Also prepare FL [4324] to notify the remitter of deposit amount.
(3) In all cases where the amount to be deposited differs from the total amount due shown on the payment notice card, the total amount due shown on the payment notice card will be lined through and the amount to be deposited entered in red.
1. Separating PAB (Paid as Billed) and NPAB (Not Paid as Billed). The collection clerks will separate the collection items into PAB and NPAB in accordance with paragraphs 6B.03 and 6B.04, respectively.
m. Assigning Transaction Codes. The collection clerks will review the remittance and correspondence. and assign transaction type (par. 6B.02) and RPO request code where necessary.
n. Batching Remittance and Collection Cards. The collection clerks will create batches of approximately 200 remittances and assign controlled batch numbers (par. 6B.05). While the remittances and the comparable collection cards are separated at this point, they retain identical batch numbers and are retained in the same order within the batch. Remittances will be forwarded for encoding of amount on the face of the remittance, while the collection cards will be forwarded to Keypunch activity as an attachment to VA Form 303768, TMS Miscellaneous Batch Control Sheet (fig. 37).
o. Encoding/Endorsing the Remittance. Remittance batches will be processed by encoding the amount on the face of the remittance. As the amount is encoded, an adding machine tape and total will automatically be created for the batch, and the remittance endorsed (par. 6B.06).
p. Reconciling Input and Output. The Collection activity will compare batch totals of the encoding add tape with the batch amount totals from the computer, remove rejected items with corresponding adjustment in the tapes.
q. Microfilming Remittances. The depositable remittances and related field service receipts and targets will be microfilmed sequentially in batch number order (par. 6B.07) after the Control activity has balanced batches for the PDN.
r. Preparing the SF 215, Deposit Ticket. A deposit ticket will be prepared for the daily "domestic" deposit and transmitted to the depositary (sec. D).
s. Preparing Borrower's Receipt. Normally a collection will not be acknowledged, however, where the borrower remits coin or currency, or specifically requests a receipt, a VA Form 41027, Field Service Receipt-General, will be prepared and mailed to the borrower.
t. Processing Correspondence. Correspondence received will be date stamped with the receipt date and annotated with the loan identification number, amount of remittance, PDN, RPO request code 09 (if used) and forwarded for action by the appropriate operating element of the office of jurisdiction. Acknowledgment of receipt of correspondence by the VA will be accomplished where the nature of the correspondence indicates that the sender is expecting a reply, or where the Collection activity considers it appropriate. Acknowledgment will be via FL 4-324, prepared in duplicate with original to the sender and duplicate to the field station. Where the communication appears on the portfolio loan payment notice card, the [collection data] will be [transferred to VA Form 4243, Collections Input Code Sheet (PLACE), and the original of the portfolio loan payment notice card containing the communication will be forwarded to the office of jurisdiction (26).] Where the communication appears on the envelope, then the envelope will be annotated as above and mailed to the field station. Where letters or other correspondence are received at the DPC clearly asking for payoff figures for loan accounts, an RPO request code 09 will be processed by the DPC. Correspondence will be forwarded to the office of jurisdiction in the normal manner and annotated, where appropriate, that request for RPO has been processed.
u. Processing Name and Address Change. Correspondence which contains name and/or address changes will be stamped with receipt date and forwarded to the field station for action by Loan Guaranty. Where the name and/or address change is indicated only on the payment notice card, the card will be photocopied and the photocopy mailed to the field station.
v. Processing "No remittance" Envelopes. Envelopes containing no remittance will be stamped "NO REMITTANCE RECEIVED," FL 4-324 prepared in duplicate, and the "no remittance" envelope (and billing card if enclosed) and a new preaddressed envelope mailed to the remitter. The duplicate copy of the FL 4-324 will be mailed to the applicable field station for documentation of the loan file. Correspondence received in a "no remittance" envelope will be removed, dated, annotated "NO REMITTANCE RECEIVED," and forwarded to appropriate field station.
w. Processing Single Remittances for More Than One Loan. Where a single check is received as payment to cover several loan accounts, the collection clerk will assure that appropriate collection input cards are processed. Where the Daytime Analysis run rejects as "unacceptable" the payment on one or more but not all of the accounts, the following action will be taken:
(1) Reject Reason Code 00 (No M/R (Master Record)). Deposit check. Apply proper amounts to the good accounts. Unapplied amounts will be placed into 36F3875 suspense account.
(2) Reject Reason Code 08 (M/R Contains Record Condition X2 or X4)
(a) M/R of one account contains X2 record condition to require certified funds. Check submitted is not certified. Deposit check. Apply collection amounts to all the accounts, including X2. Notify Loan Guaranty at office of jurisdiction of all details including loan numbers, amount remitted, type of check, and remitter's name, along with RPO generated in Daytime Analysis.
(b) MJR of one account contains X4 record condition indicating loan account in foreclosure status. Deposit check. Apply collection amounts to all accounts except X4. Amount for X4 account will be placed into 36F3875 suspense account. Send teletype to Loan Guaranty at office of jurisdiction advising of amounts not applied to accounts because of existing X4 record condition (fig. 23).
(3) Reject Reason Code 22 (Inactive M/R). Deposit check. Apply proper amounts to the good accounts. Unapplied amounts will be placed into 36F3875 suspense account. Request instructions from Loan Guaranty at office of jurisdiction for disposition of unapplied amounts.
x. Request for RPO and/or Writeout. If the Collection activity requires an RPO and/or Writeout to determine proper application of the collection, VA Form 268385A, Portfolio Loan Miscellaneous Code Sheet (PLACEARS), will be prepared for coding of the TT 900 (fig. 38). The code sheet will be prepared in original only and coded as follows:
Identification Data Code items 15
TT Circle "900"
FieldZA (Request Code) Circle "ZA" and code "1" (RPO) or "7"
(RPO and Writeout)
FieldZB (Correspondence Circle "ZB" and code "363"
Symbol)
FieldZC (Requesting Station) Circle "ZC" and code "200"
If end of page, enter "$" and circle. Forward VA Form 268385A to Keypunch Division for further action.
y. TMS Miscellaneous Batch Control Sheet. After batches have been processed and are ready for keypunching, the collection activity will complete VA Form 30-3768, TMS Miscellaneous Batch Control Sheet, in original only (fig. 37). The threedigit PDN will be entered in the upper left of the form, and the following items completed:
Item No. l Batch No. Enter applicable batch(es) transmitted
Item No 2 Date Enter current date (as 050376)
Item No. 4 Card Count Enter number of collection cards
attached
Item No. 5 Program & Job Enter program and job No. assigned
The original of the VA Form 303768, along with the documents for keypunching will be forwarded to Keypunch for further action.
z. Screening Empty Envelope. Prior to disposal, all envelopes will be processed through a mechanical detecting machine to assure they are empty.
6B.02 TRANSACTION TYPES
a. General
(1) The term TT (transaction type) is used throughout this supplement to refer to the threedigit numeric coding which the computer recognizes in order to properly apply the collection. Also see paragraph 6B.02A for effect of payment codes used to control distribution to satisfy accrued unpaid amounts.
(2) A description of the TT's used in the system for collection items is given below This is for the purpose of assisting employees of the Collection activity in achieving an understanding of the use of the various TT's and the effect of such coding.
(3) All collection transactions will be computer matched on the office of jurisdiction and originating office, type of loan, loan number and name code. If the computer fails to match completely on this data the remittance will be rejected as "unacceptable" in the Daytime Analysis run, LGY 443. [(See par.6C.04)]
(4) See figure 34 for detailed distribution logic used for TT 400 series.
[(5) See figures 2, 3, and 3.1 for punched card input used in this system.]
b. Description of Transaction Types
(1) PAB (Paid as Billed)
TT 400 Amount received equals "Total Due" on VA Form 4242A, Mortgage Loan Payment Notice card. (This TT will also be used for all collections received with no payment card or no instructions as to distribution.)
(2) NPAB (Not Paid as Billed-Underpayment).
TT 406 Amount received is less than "Total Due" on VA Form 4-242A.
(3) NPAB (Excess Payment)-Distribution Specified by Borrower. The amount received is more than the "Total Due" on VA Form 4242A and borrower specifies distribution [on reverse of collection card:
Excess Amount for Action Required
(a) Principal Use prepunched card to process "total
billed" as TT 400, and for excess
amount only process separate TT 405.
(b) Tax and insurance escrow Use prepunched card to process "total
billed" as TT 400, and for excess
amount only process separate TT 404.
(c) Future installments Process new collection card as TT 407
for entire amount.
(d) Payoff Process entire amount as TT 410.
NOTE: Where more than one collection card is used, collection clerks will verify that total amounts coded equal collection amount.]
(4) NPAB (Excess Payment)-Distribution Not Specified by Borrower. The amount received is more than the "Total Due" on VA Form 4242A and borrower does not specify distribution.
TT 401 Excess to principal.
NOTE: Excess payments coded as TT401 will apply in the following order.
1. Delinquency (if any).
2. One installment (if enough).
3. If excess above one installment exactly equals another installment, the excess will be applied to another installment. If excess is not exactly equal to the installment, the remainder will be applied to principal.
(5) Miscellaneous Collection Items
(a) TT 403 Apply to suspended credits.
(b) TT 404 Apply to T&l only. [Special assessment or insurance refund.]
(c) TT 405 Apply entire amount to principal, if account is not in default. If in default, apply to delinquency (if any), then to principal.
(d) TT 408 Apply deduction from VA benefits. (Logic same as TT 400.)
(e) [TT 409 Apply entire amount to late charge income.]
[(f)] TT 414 Apply tax refund to T&I.
c. Guidelines for Application of Portfolio Loan Payments. After determining that the collection should be deposited as a portfolio item, the collection clerks will use the [index] below to [determine] threedigit transaction code which the computer will use to distribute the collection amount.
TRANSACTION TYPES
COMPARISON OF REC'D 400 401 403 404
AMT. WITH "TOTAL DUE"
BILLING AMOUNT .
(l)Paid as Billed X
(2)Underpayment
(3)Overpayment- X
Distribution
Unspecified
(4)Overpayment-- Distribution
Specified to pay loan current
&
excess to pay:
(a)T&I X2 X1
(b)Principal X2
(c)Future
Installments
(5)Misc Payments
No bill card X
enclosed
Special Assessment Refund X
Tax Refund
Pay off Loan
Suspended Credits X
Principal Balance
Insurance premium X
refund
Military Deduction X
Late Charge
C&P Deduction
.
1 Excess to Total Due
2Total billed amount only
3Total amount received
TRANSACTION TYPES
COMPARISON OF REC'D 405 406 407 408
AMT WITH "TOTAL DUE"
BILLING AMOUNT .
(l)Paid as Billed
(2)Underpayment X
(3)Overpayment-
Distribution
Unspecified
(4)Overpayment-- Distribution
Specified to pay
loan current &
excess to pay:
(a)T&I
(b)Principal X1
(c)Future X3
Installments
(5)Misc Payments
.
No bill card
enclosed
Special Assessment
Refund
Tax Refund
Pay off Loan
Suspended Credits
Principal Balance X
Insurance premium
refund
Military Deduction
.
Late Charge
C&P Deduction X
.
1 Excess to Total Due
2Total billed amount only
3Total amount received
TRANSACTION TYPES
COMPARISON OF REC'D 409 410 414
AMT WITH "TOTAL DUE"
BILLING AMOUNT .
(l)Paid as Billed
(2)Underpayment
(3)Overpayment-
Distribution
Unspecified
(4)Overpayment-- Distribution .
Specified to pay
loan current &
excess to pay:
(a)T&I
(b)Principal
(c)Future
Installments
(5)Misc Payments
.
No bill card
enclosed
Special Assessment
Refund
Tax Refund X
Pay off Loan X
Suspended Credits
Principal Balance
Insurance premium
refund
Military Deduction
Late Charge X
C&P Deduction .
.
1 Excess to Total Due
2Total billed amount only
3Total amount received
d. Payments in Full
(1) General. Payments in full will be processed as TT 410 and require expeditious processing. See figure 34 for system processing logic. If any doubt exists as to proper TT to be used, collection clerks should code the transaction as TT 403 which will suspend the collection and allow the office of jurisdiction to make the decision as to proper application and follow up.
(2) Receipt Date as defined in paragraph 6B.01 b above will be used. If received via hand delivered payment at teller's window, use actual date received by VA.
(3) Additional Payment Data for Office of Jurisdiction. An overprinted VA Form 3230 (fig. 33) will be completed by the Collection activity and forwarded to the office of jurisdiction to provide the following data; Loan identification number; amount of remittance, type of remittance and maker's name; TT used; receipt date; PDN. Type of remittance will also be clearly identified as: personal check, uncertified check, certified check, cashier's or teller's check, money order, or cash.]
6B.02A PAYMENT CODES
a. General
(1) The system assigns and uses specific payment codes as collections process to control the horizontal application of collections to accrual segment(s) with the desired priority. The payment codes are designed to assure that Loan Guaranty policy decisions are followed: for example, full installment payments should not be "shorted" to satisfy an unpaid late charge accrual. The system compares and analyzes the applicable master record and the collection amount, using a decision table (subpar. b) to assign the specific payment code. The pay codes do not appear on the transaction lists. (See subpar. c for pay code definitions and usage.)
(2) Certain collection TT's specify mandatory distribution of the collection item and, therefore, do not receive pay codes. These are TT's 403, 404, 410, 414.
b. Decision Table. The system will use the following decision table in assigning a payment code for control of collection distribution where the following TT's are coded: 400, 401, 402, 405, 406, 407, 408, 409. (Y equals yes; N equals no.)
Conditions
1 2 3 4 5
Collection and/or M/R
Status
(1) Equals 1 exact Y N N N N
installment amt.
(2) Less than 1 Y Y N N
installment amt.
(3) Exceeds 1 Y Y
installment amount.
(4) Equals 2 or more
exact
installments. Y Y
(5) Excess over 1 or
more exact
installments equals
late
charge or multiple
thereof.
(6) Delinquent amount
equals 0
or 1 exact Y N Y N
installment.
Pay Code Assigned 4 1 1 2 4
Conditions
6 7 8 9 10
Collection and/or M/R Status
(1) Equals 1 exact installment N N N N N
amt.
(2) Less than 1 installment amt. N N N N Y
(3) Exceeds 1 installment amount. Y Y Y Y N
(4) Equals 2 or more exact
installments. N N N N N
(5) Excess over 1 or more exact Y Y N N Y
installments equals late
charge or multiple thereof.
(6) Delinquent amount equals 0 Y N Y N N
or 1 exact installment.
Pay Code Assigned 3 3 1 1 5
c. Definitions and Usage (TT's 400, 401, 402, 405, 406, 407, 408, 409).
Pay Code Definitions When Used
1 Pay all due amounts a) Collection is less than one
even exact installment;
b) collection is greater than one
or more exact installments and
"excess" is not equal to a late
charge or multiple of the late
charge;
c) collection is DFB (Deduction
from Benefit) and TT 408 is coded.
2 Pay all due amounts except Collection is equal to two or more
late charge. exact installment amounts and only
one installment has been accrued.
3 Pay all due amounts except Collection is greater than one or
advances. more exact installment amounts and
the "excess" is equal to a late
charge or multiple of the late
charge.
4 Pay all due amounts except Collection is equal to one or more
advances and late charges. exact installments.
5 Pay late charges only. Collection is equal to a late
charge payment or multiple thereof,
and TT 409 is coded.
NOTE. In accordance with the assigned pay code, funds will be applied horizontally to satisfy accrued amounts of T&I, interest, principal, advances and late charges in the oldest installment segments in sequence.
6B.03 PAID AS BILLED
a. Definition. PAB (paid as billed) collections (fig. 2) are those collections where the amount received is the same as the amount shown in the "Total Due" block on the enclosure VA Form 4242A, Mortgage Loan Payment Notice card. Also included in this category are those collections where the VA Form 4242A is not enclosed or no instructions are received as to distribution.
b. Coding the Payment Notice Card. PAB items do not require transaction type coding because TT 400 is prepunched into the card during the billing operation. However, if an RPO (record printout) is desired for Collection activity use, code with RPO request code "06"; or if desired for field station use, code with RPO request code "09". The request code will be entered in red beneath the "Unpaid or Delinquent Amount" block of the VA Form 4242A. Applicable correspondence will be annotated "RPO 09" and mailed to the field station.
c. Batching Procedures. Collections will be batched so that receipt dates are not mixed within the batch. Also, those collection cards which contain RPO request codes will be batched separately to avoid sending all PAB items through keypunch. Remittances and collection cards will be identified with an identical batch number, and the items will be retained in the same order within the batch during the processing cycle. Complete the batch control cards (fig. 19) in accordance with paragraph 6B.05c(2).
d. Forwarding Batches for Further Processing. The collection clerk will forward the batches for further processing, as follows:
(1) Remittance Batches. Remittance batches will be forwarded to the encoding operator for the encoding/endorsing operation (par. 6B.06).
(2) Collection Card Batches. Collection card batches will be forwarded to the deposit control clerk who will log the batch and forward, where necessary, for keypunch action. The cards will be forwarded to the Keypunch activity using VA Form 303768, TMS Miscellaneous Batch Control Sheet (fig. 37), as a transmittal control. Where no keypunching is required, batches will be retained by the control clerk until encoding tape totals are available and then forwarded for Daytime Analysis processing.
e. Forwarding Correspondence. The collection clerk will forward all correspondence to the appropriate office of jurisdiction.
6B.04 NOT PAID AS BILLED
a. Definition. NPAB (not paid as billed) collections are those for which the amount received is not the same as shown in the "Total Due" block on the enclosed VA Form 4242A (fig. 3).
b. Coding Payment Notice Card. The collection clerks will review the remittance, payment notice card, related correspondence, and lake the following action:
(1) Line out "Total Due" amount on the VA Form 4-242A and insert (immediately below the printed amount) the actual amount received.
(2) Insert immediately beneath the "Installment Amount" block the proper TT which the computer will use to distribute the collection (6B.02b).
(3) Where RPO is desired for the collection activity, insert "06" beneath the "Unpaid or Delinquent Amount" block. Similarly, code "09" if RPO is desired for field station use. [If RPO is not desired, do not code.]
c. Payment Notice Card Not Usable. Where the remittance is received without the VA Form 4242A or is received in a mutilated condition so as to preclude use as input media, the collection clerks will prepare a VA Form 24243, Collections Input Code Sheet (PLACE) completing coding for all items (fig. 4).
d. Unidentified Remittances. Unidentified remittances will be screened against the alphabetic and numeric index to determine data to he used for completion of VA Form 24243. If unable to associate with an existing loan, the collection will require special processing in accordance with paragraph 6B.10 below. Where the research is successful in determining loan identification, the clerk will complete the VA Form 24-243. and process as a TT 400.
e. Forwarding Batches for Further Processing. Use same procedures as outlined in paragraph 6B.03d above.
f. Forwarding Correspondence. The collection clerk will forward all correspondence to the appropriate office of jurisdiction.
6B.05 BATCHING
a. Batch Series. During the examination and verification of the envelope and contents, appropriate categories will be created for (1) remittances, (2) collection cards, (3) envelopes and enclosures. During the processing operation the following additional categories will be separately grouped: PAB, PAB with RPO request codes 06 or 09, NPAB, Cash Items, etc. The categories of items will be delivered to a central point(s) where batches of work consisting of about 200 items each, will be assigned batch numbers. The number of items per batch may, however, be more or less than the recommended 200, as the situation may dictate. Batch numbers will be assigned consecutively within each day's work and may be in random sequence: i.e., PAB, NPAB, [PAB], etc. Receipt dates will not be mixed for batches other than those where the VA Form 24243 is prepared. A duplicate prepacked, preinterpreted, batch control card will be placed in front of items (1) and (2) as defined above (see fig. 19). Batch numbers will commence with batch number 001 for each day's processing. Batch number series are established as follows:
Batch Number Type of Item
Series
001-899 PAB and NPAB ("Domestic" receipts). Exclude those
items not endorsed for local deposit.
900925 Uncollectible Checks (TT 042).
926949 Reserve for future use.
950998 Foreign Receipts (after collection has been made); VA
interstation transfers. and military allotments where
check is not used,
999 VA deductions from benefit payments.
b. Receipt Dates. [ ] When it is determined that the PDN on which the collections will be processed will be a later date than the actual date of receipt, these collections will be grouped in separate batches from the current day's collections. This situation will pertain to collections transmitted from the field stations. The batch lead card will be prepared so that the actual receipt date (by VA) is retained as the collect on is processed. [(Also see par. 6B.01b)]
c. Preparing Collection Batch Control Card, [VA Form 24-8462]
(1) Batch Control Clerk. Batch control clerk will complete the identical batch control cards (fig. 19) as follows:
(a) Batch Number. Insert threedigit batch number in item number 2 under which the remittances will process through the encoding operation; and insert an "X" in item number 5 after the designation "Remittances for Encoding." Insert the same batch number for the related collection cards batch control card and in item number 6 insert an "X" after the designation "Collection Cards for Keypunching."
(b) PDN/YR. Insert in item number 3 the PDN and the last two digits of the current year in which the batch will be processed, [as 20576 (PDN 205, year 1976)]
(2) Collection Clerks. Collection clerks during the coding operation will complete the identical batch control cards as follows:
(a) PAB or NPAB. Insert an "X" in item number 7 or 8 as appropriate.
(b) Additional Instructions for Computer Processing (Items 9, 10, 11). Where applicable complete the following fields to instruct the computer in further processing:
1. RPO Request (Item Number 9). Insert code "06" or "09". If not applicable, leave blank.
2. Original Receipt Date (Item Number 10). Insert the applicable sixdigit designation for month, day and year for the original receipt date of the collection items, as 040172 for April 1, 1972. If same as date in item 3, leave blank.
3. Freeze Override (Item Number 11). Insert onedigit code zero to override the record condition. If not applicable, leave blank.
(3) Amount Control (Item Number 4)
(a) Remittance Batches. The encoding operator will insert dollar amount of the batch as shown by the encoding operation.
(b) Collection Card Batches. The deposit control clerk will transcribe amount as determined in the encoding operation. This amount will be punched into the collection batch control card for batch balancing during the Daytime Analysis operation.
d. Forwarding for Further Processing. The collection data will be forwarded to other units within the Collection activity for further processing, as follows:
(1) Remittance Batches. Forward to the encoding/endorsing operation (par. 6B.06).
(2) Collection Card Batches. Forward to the Keypunch activity for keypunching, where required.
(3) Correspondence. Forward to the applicable office of jurisdiction. Include envelopes on which the remitter has written information on it which may be of value, and envelopes which contained paidinfull remittances.
(4) Envelopes. All envelopes, other than those forwarded to applicable officers of jurisdiction. will be processed through a detecting machine. After a detecting machine check, envelopes will be packaged for sale as scrap paper.
(5) Correspondence to Remitters. Mail duplicate copy of FL [4-324] to remitters.
6B.06 ENCODING AND ENDORSING
a. Receipt of Work. Encoding operators will receive identified batches of remittance documents (checks, money orders and field service receipts) from the control clerks. Each batch will be identified by a VA Form 248462, Collection Batch Control Card (PLACE), containing the batch number (fig. 19).
b. Functions and Responsibilities. The encoding operators will be responsible for the operation of the encoding machines which are designed to perform the following functions:
(1) Encode the amount of personal checks and U.S. postal and commercial money orders in magnetic ink. The encoding will print on the lower portion of the face of the document.
(2) List individual and total amounts for each batch on twopart carbonized addingmachine paper (fig. 5).
(3) Endorse the remittance in accordance with paragraph 6B.08.
c. Machine Instructions. The instructions in this section are intended to outline only the processing of various types of remittance documents in connection with the functions performed by the encoder. The reference manual provided by the manufacturer should be consulted for information pertaining to the regular and special features and principles of operation. The manufacturer's reference manual also contains detailed information about operating control and step bystep procedures used to perform machine functions.
d. Machine Procedure. The operators of the encoding equipment will receive work batches of remittance documents preceded by a batch lead card Batches involving cash remittances will contain field service receipts (VA Form 41027). Batches involving check or money order remittances will contain personal checks, commercial money orders and postal money orders. The remittances will be processed through the encoders on a batch basis. The operator will exercise caution to insure that items pertaining to a specific batch are not intermingled with those pertaining to another batch. Also documents will be retained in the same order within the batch as they were when received. As the batches are received, the collection batch lead card will be removed and held aside and the documents processed as follows:
(1) Field Service Receipts (VA Form 41027). Field service receipts will not require magnetic ink inscription. Therefore, the operator will omit the encoding functions as specified in the manufacturer's reference manual. The amount will, however, be listed for adding.
(2) Personal Checks, Commercial and U.S. Postal Money Orders. All machine functions of encoding and listing will be performed with respect to personal checks, and commercial and U.S. postal money orders.
e. Reassembling Batches of Remittances Processed Through the Encoder
(1) After a batch has been processed, the operator will remove the encoding tape from the machine. (The batch encoding tapes will be identified as shown in fig. 5.)
(2) Following verification that the batch encoding tape is properly prepared and identified. the corresponding remittances will be removed from the document stacker. The collection batch control card will be placed in front of the remittances, the encoding machine tape will be placed in front of the control card and all material will be suitably banded together.
(3) Batches will be spotchecked to insure remittances are properly endorsed (par. 6B.08).
f. Completing Collection Batch Control Card. Encoding operators will insert batch "amount control" total (item 4) on the collection batch control card and place as the lead item for the batch of remittances.
g. Forwarding for Further Processing. The banded batches and encoding tapes will be forwarded for reconciliation with computer totals from the Daytime Analysis runs.
6B.07 MICROFLLMING
a. General. A Kodak Recordak Reliant 600 Microfilm machine will be used to microfilm the face of remittances, adjusted encoding tapes, field service receipts and related targets. This operation will be accomplished [each processing day] after batches have been reconciled with Daytime Analysis. The microfilming will be accomplished [ ] sequentially by batch number. Further, remittance items will be microfilmed within the batch in the same order as processed through the encoding operation.
b. Film Usage. Care must be taken by all microfilm operators to assure that remittances are properly positioned in the machine feeder. The duosystem of photography will be used, whereby images of the targets are photographed down one side of the film and up the other.
c. Uniformity of Operations. Reel box notations will be uniform. Additional targets may be used but should be included in local series of operating memorandums and submitted to Central Office (047D3) for approval.
d. Specific Targets. The following targets will be used when microfilming remittances, in sequence order as listed below:
(1) Microfilm Reel Number Target.
(2) Processing Day Number Target.
(3) VA Form 07-4575, Microfilm Density Target.
(4) VA Form 074576, Microfilm Title Target.
(5) VA Form 07-4577, Microfilm File Sequence Target.
(6) Batch Number Target.
(7) Adjusted Encoding Tape Target.
(8) Remittances (same order as encoded).
(9) VA Form 077238, Correction.
(10) VA Form 7241, Start of Microfilm Retake.
(11) VA Form 077242, Retake Certificate-End of Retake.
(12) VA Form 077239a, Microfilm Certificate of Authenticity. (Signed by Supervisor, Deposit Control Unit .)
(13) END Target. (Will be used at the end of each PDN.)
NOTE: 1. Targets (6), (7) and (8) above will be repeated for each batch microfilmed.
2. Targets (9), (10) and (11) above will be used only in the event data has to be reconciled for microfilming.
3. Target (5) above will be used to show order of batches within each Daytime Analysis cycle. This target will be insetted as required.
e. Reel Box Numbering System. Reel boxes will be uniformly marked to include the following:
(1) Name and address of photographing office.
(2) Processing day number.
(3) Machine number on which items were photographed.
(4) Boxes will be numbered within each day's work, as 1 of 4, 2 of 4, etc.
(5) Batch numbers which were microfilmed will be shown.
6B.08 ENDORSING
a. Portfolio loan remittances made payable to "Veterans Administration," "Treasurer of the United States," or any abbreviation thereof will be deposited without any special endorsement. When the name of the payee has been omitted from the remittances, a rubber stamp will be used to show the "Veterans Administration" as the payee.
b. Remittances made which are clearly for the purpose of paying on a portfolio loan account, but are made payable to an official of the VA by name or title, will be specially endorsed by placing a rubber stamp impression on the reverse side of the check which will precede the regular endorsement and read as follows:
ABSENCE OF PAYEE'S ENDORSEMENT WAIVED
VETERANS ADMINISTRATION
(Insert normal endorsement as shown in subparagraph [c] below.) Prepare FL [4324] in original only, marking item 1C, and mail to the remitter.
c. The following endorsement will be placed on the reverse side of each remittance as it is processed through the encoding operation:
Pay Any F.R.B., Branch or Gen. Depositary for Credit U.S. Treas.
This is
in Payment of U.S. Oblig.; Must Be Paid at Par. N.P. Do Not Wire
Nonpayment.
36-000200 Veterans Adm., Austin. TX
MAR 31, 1972 091 0051 (Examples for Date, PDN, Bat No.)
d. In instances where banks refuse to accept our endorsement, the returned check will be processed as an uncollectible remittance. The account will be downdated and the check rebatched and processed for deposit, provided the check can be properly endorsed. Notification to the remitter is not required where proper endorsement can be effected by the Collection activity; however, where prior endorsement precludes negotiability of the remittance, the Collection activity will follow the provisions of paragraph 6E.01.
e. Daytime Analysis of collections will indicate that certain remittances are not to be deposited. After removal of the remittance(s) from the applicable batches, the VA endorsement will be immediately canceled by stamping over the face of the endorsement "Endorsement Canceled." After stamping is completed, a white gummed label (approximately 2 1/2" x 2") will be placed over the endorsement area so as to obliterate the prior endorsement .
f. U.S. Postal Money Orders. Caution must be exercised so that the VA endorsement does not "bleed" through into the upper portion of the face of these remittances, because "bleedthrough" may negate OCR capability .
6B.09 CASH REMITTANCES
a. As cash remittances will not be transmitted by field stations (sec. I). the Collection activity will usually receive cash remittances in the Austin DPC preaddressed mortgage loan envelope.
b. Cash and accompanying material will be handcarried immediately to the cash collection clerk who will (1) verify amount and enter in a cashbook containing the following imformation: receipt date, name of remitter, loan identification number, name code (if known); amount of remittance, name of clerk opening envelope, and receipt number issued, and (2) prepare VA Form 41027 Field Service Receipt-General (fig. 39).
c. Distribution of VA Form 41027 will be as follows:
(l) Original-Mail to remitter (after Daytime Analysis processing is completed and remittance has been "accepted").
(2) Duplicate-Process collection and file with input data.
(3) Triplicate-Accounting Section.
d. The collection clerks will use duplicate copy of VA Form 41027 in lieu of check or money order remittance to process the collection item.
e. It is emphasized that cash remittances are an extremely sensitive area. There will be one cash collection clerk, and alternate, who will be responsible for depositing such funds. The supervisor, Collections activity, or his designee, will audit the cashbook daily and will certify in the cashbook that the certificate of deposit includes all cash received.
f. Unassociated cash which cannot positively be associated with a portfolio loan account maintained in the system will be processed as in subparagraph b above and deposited to fund 36F3875, Budget Clearing Account (Suspense) VA. If more than one instance occurs daily, entries will be recorded in the cashbook on an individual basis.
g. Cash remittances received in the Mail Unit will be initially processed in accordance with MP1, part II, chapter 6, for security requirements. Further processing of Mail Unit cash will be in the same manner as outlined above for processing of cash received in the Collection activity.
h. Cash remittance by borrowers will be discouraged. For cash remittances received, the cash collection clerk will prepare and mail FL 4324, Notice to Borrower (fig. 1), in original only, checking item 1B. (Enclose original VA Form 41027, Field Service Receipt-General, with letter.)
i. In the event the borrower remits both check and cash, the collection clerk will use billing card enclosed (VA Form 4242A or VA Form 45218) to record the remittance. If billing card is not enclosed, collection clerk will code VA Form 4243 (fig. 4) to generate input to record the amount of the remittance.
6B.10 UNIDENTIFIED REMITTANCES
a. Index Screening. Unidentified remittances [(reject code "00")] will be screened against various indexes such as alphabetic, numeric, BIRLS (IDEX) etc., in an attempt to secure proper loan identification. FTS contact with the probable office of jurisdiction may be required.
b. Remittance Identified
(1) Where the search is successful, the collection clerks will [correct the loan identification on VA Form 4243 and forward for normal NPAB processing (par. 6B.04). If the remittance pertains to a pending property sale, see subparagraph (2) below.
(2) PM (Property Management) sale pending where PLS (Portfolio Loan System) master record is not yet established. If the remittance pertains to a VA property sale where the PLS master record is not yet established, the remittance and applicable collection card will be set aside in a temporary holding file and processed daily in batch number 403. The batch lead card for batch 403 will be coded with override "4" in card column 49. The transaction type (card columns 1719) will be coded as a "403". Batch 403 will normally be processed on a daily basis and will contain only TT 403 "type 4" items.
(NOTE: If there are no rejected "00" items representing PM sales which are awaiting reprocessing, then batch 403 will not be used for daily processing.) Processing of batch 403 will generate a suspended credit (type 4) item which will be added to the 4_2085.09 suspended creditsADP file under the control of the office of jurisdiction and will remain a suspended credit item until the field station establishes the PLS master record. Immediately after the master record is established, field stations will apply the suspended credit via TT 032, coding VG (Type) as a "4".]
c. Remittance Not Identified. Where the search is unsuccessful in determining proper loan identification, collection clerks will prepare FL 4324 in original and two copies, checking item [3B]. The original copy of the form letter will be mailed to the remitter, enclosing a selfaddressed envelope for return. The duplicate copy of the form letter will be mailed to the probable office of jurisdiction. The triplicate copy of the form letter will be attached to the remittance and retained in a "No Deposit" holding file pending notification by the remitter. If the remitter fails to answer our inquiry within 15 calendar days from the date of mailing of the original form letter, a followup FL 4-324 will be prepared in original only and mailed to the remitter. Triplicate copy of initial letter will be annotated as to followup action taken.
d. Cash Remittances Separated From Envelope and Contents. Cash remittances which have become separated from remittance envelope and contents will be processed in accordance with paragraph 6B.09, with deposit to fund 36F3875.
e. Disposition of Unidentified Remittances "Holding File"
(1) Remitter Answers FL 4324. If remitter provides [PLS] identification and indicates payment is for normal application, process in normal manner. If remitter indicates payment is for earnest money, credit report fees, insurance loss proceeds, or other similar nonsystem payments, the Collection activity will mail the remittance and remitters' reply to the agent cashier at the office of jurisdiction for local field station action.
(2) Remitter Fails To Answer FL 4324. If remitter fails to answer FL 4324 within 1 calendar month from date of second letter, the Collection activity will analyze the remittance and use FTS to determine the probable office of jurisdiction, after which the DPC will take action as specified in subparagraph e(1) above to mail the remittances to the offic of jurisdiction for local field station action.
6B.11 PROCESSING OF FL 4324, NOTICE TO BORROWER REGARDING REMITTANCE
OR CORRESPONDENCE (PLACE)
a. General. Collection clerks will prepare with typewriter or ink FL 4324, Notice to Borrower Regarding Remittance or Correspondence (PLACE), for a variety of situations (fig. 1). The form letter will be used to notify the borrower of action taken by the Collection activity, return specific remittances, or to remind the borrower of action he should take in making future payments, etc.
b. Preparation and Distribution. The type of action noted on the form letter will dictate number of copies prepared and final disposition as follows:
Required Action By Collection Activity
Items ......... Original Only Mailed Duplicate Copy to OJ
to Remitter (26)
Section 1 A X
(Payment deposited) B X
C X
D X
Section 2 A X X
(Payment Returned) B X X
C X X
D X X
E X X
Section 3 A X X
(Payment Held) B X X
Section 4 A X X
(Miscellaneous) B X X
........... C As situation dictates
Required Action by Collection Activity
Items ..... Triplicate Copy Include DPC Return Envelope With
to DPC (363C) VA Form 4-242a
Section 1 A
(Payment B
deposited)
C
D
Section 2 A X
(Payment Returned) B X
C X
D X
E X
Section 3 A
(Payment Held) B
Section 4 A
(Misc) B X
........ C As Situation Dictates
6B.12 (DELETED BY CHANGE 3.)
6B.13 HORIZONTAL APPLICATION OF COLLECTIONS
a. General Policy
(1) In order to bring the portfolio loan accounts closer to standard amortization tables, effective August 1, 1974, the VA modified its procedures regarding application of collections: On a current account, application remains unchanged: (1) T&I, (2) accrued interest, (3) principal; however, for a delinquent account the oldest unpaid installment delinquent amount(s) will be satisfied before crediting the next oldest unpaid installment(s), one after the other, until the collection is completely credited to the account. Generally, priority of distribution within the unpaid segment will be: T&I, interest, principal, advance, late charge.
(2) No remittance will be returned because of the noninclusion of an accrued late charge. Installment payments of even installment multiples will not be "shorted" to repay T&I advances or to satisfy late charges. Generally, a remittance will be applied toward advances and late charges if the amount received is equal to the total amount due or exceeds one or more even installment payments. A remittance less than the total amount due but not in an even installment multiple thereof will be applied "horizontally" to whole installments with the fractional installment amount applied first to repay an advance and then to pay accrued late charges. TT 400 series will achieve this distribution sequence.
b. Segment Maintenance
(1) Installment Segments. To control the horizontal application of collections both as to proper sequence and priorities, the master record maintains installment segments for each loan account. There is a maximum of 12 accrualdistribution segments and 12 history segments maintained for each account, which are available to the
field stations for review. These segments appear on page 2 of the PLACE master record writeout, which may be secured through processing of TT 900 (Request Code 3 or 7). (See Fig. 46). The segments are used to compute amounts owed for billing purposes; to distribute collections when received; and to provide a detailed history.
(2) Accrual Segment. The accrual segment(s) shown in the left hand area of the printout is preceded with a printed "A" to identify each installment accrual as to T&I, interest and principal. The late charge is also reflected therein, if the account is not paid timely. Advances made for T&I disbursements normally appear in the accrual portion of the next installment segment following the date of the advance except for prepaid and other than monthly accounts which will be recorded in the same segment as current accrual monthyear existing on the account. "SEG DATE" shown as the lead item on each accrual segment identifies each applicable installment accrual, for example "A0275" represents accrual for the second month of 1975 (February), while "A1274" represents accrual for the 12th month of 1974 (December). Note also that segment identification shown in the accrual segment detail also identifies the distribution segments printed in the middle columns of the printout on the same horizontal line.
(3) Distribution Segment. The distribution segment printed in the middle of the page preceded with a printed "D" shows the aggregate distribution of collections received as well as adjustments thereto, for the particular installment segment(s) involved. A maximum of 12 distribution segments will appear on the PLACE master record printout.
(4) History Segment. The history segment printed in the right hand page of the printout preceded with a printed "H" covers a maximum of 12 segments on the individual account, showing the applicable segment installment date affected and the detailed distribution of each remittance including transaction amount, transaction type and receipt date. All TT's generating accounting entries, except TT's 403 and 410, will be shown. It is possible for several separate history segments to be affected by one individual transaction (such as TT 406 overpayment). The history segments in total will appear on the PLACE master record writeout as well as on VA Form 20235A, Portfolio Loan Record Print Out, (Fig. 42) to assist in loan analysis and loan servicing. Disbursement transactions are not shown in this segment but will appear on the Daily Transaction List and the Cumulative History List. The "DIST DATE" shown at the end of this segment represents either processing transaction date (accounting transactions); or receipt date (collection transactions); or original receipt date (uncollectible check downdating).
(5) Consolidation of Unpaid Segments. There is a maximum of 12 accrual and distribution segments. If the oldest of the 12 has any unpaid amounts, the data will be consolidated into the next oldest segment when a new accrual segment is created. If there is no undistributed (unpaid) amount in the oldest segment, that segment is simply dropped to make way for the new first segment. The history segments, on the other hand, do not consolidate or combine; only the last 12 history segments are retained in the record.
c. DelinquentShortage Amounts. Delinquentshortage amounts on each loan account will be computed by the system by subtracting amounts received as shown in the distribution segment(s) from amounts accrued including advances and late charges as shown in the accrual segment(s). Delinquentshortage amounts will appear on the VA Form 20235A in the delinquent shortage field for amounts due (T&I, interest, principal). Note that "late charges" unpaid will appear on the RPO immediately to the right of the "principal amount due" block as a separate amount which is not included in the "total amount due" block in the delinquentshortage area.
d. Initial Conversion. At time of conversion (after processing was completed for July 31, 1974), a single composite accrual segment was created (TT 096) by the system for each delinquent account to reflect existing delinquent amounts in T&I, interest, and principal (including advances). This single composite segment has the last accrual month and year as its installment segment date (Fig. 43). Conversion TT 096's appear on the Daily Transaction Lists.
e. Effect of Transaction Type Processing on Installment Segments. Installment segments will be updated by processing of specific transaction types, as follows:
Segment TT's Used Remarks
(1) Accrual 096 If unpaid, system accrues and processes
automatically at installment due day
and 18 days later for late charge.
Field stations can, however, use VA
Form 48431,
Portfolio Loan Accounting Code Sheet
(PLACEARS) to code and adjust
particular accrual segment where
required (TT's 096/ 196).
TT 096 inserts new data or adds to
existing data. NOTE: This TT doesn't
overlay or replace data, but rather
adds to this segment, or initializes
the segment.
(No accounting entries are generated
from processing of this TT).
196 This TT subtracts (rather than
overlaying or replacing) from data
existing in the accrual segment. If
this TT is required to adjust existing
accrual, code VA Form 4-8431.
(No accounting entries are generated
from processing of this TT.)
(2) Distribution 400 Series(094) The system internally generates TT 094
based upon data created by collection
distribution
(2) Distribution 400 Series(094) (TT 400 Series), or by application of
suspended credits in order to add to
the distribution segment(s).
(2) Distribution 400 Series(094) Accounting entries are generated in the
normal manner by processing of the TT
400 series, while TT 094's are used to
update
(2) Distribution 400 Series(094) the distribution segment(s) but do not
appear on the Transaction Registers or
History Lists
194 This TT subtracts data from specified
distribution segment(s) for
uncollectible check downdating, and
other accounting adjustments as
required.
For example: TT 042, 132, etc.
...... ...... .......
Segment TT's Used Remarks
(2) 004/104 032/132 These TT's provide normal accounting
Distribution 042/142 entries and automatically adjust the
"D" .
052/152 061/161 (distribution segment) if field VK
062/162 (Installment Segment Date) is coded.
063/163 064/164 For example, TT 032 with field -VK
coded would generate TT 094; similarly,
TT 132 would generate TT 194.
Field stations to adjust applicable
distribution segment(s) may have to
code VA
Form 48431 to introduce the TT094 or
194 as appropriate
Note: TT 094/194 will not generate
accounting entries-they adjust the
distribution segment only.
...... ...... ......
f. Coding Requirements. Coding requirements for all transaction types are provided in MP-4, part V, chapter 9, section L9, figures 5, 6 and 6a.
g. Segment Adjustments for a "Typical" Loan
(1) Figure 43 provides detailed data for transactions posted to accrual and distribution segments for a "typical" loan for the 6 months immediately following conversion. Note that at conversion all delinquencies on this account are combined into a "July 1974" accrual segment (last installment accrued) and subsequent collections are used to "cure" this delinquency first, before collections are applied to subsequent installments.
(2) Figure 44 provides a recapitulation of this same "typical" account showing separate accrual and distribution postings. (JulyDecember 1974).
(3) Figure 45 provides copy of VA Form 20235A, Portfolio Loan Record Print Out on this same account, showing projected status of the "typical" loan as of the end of the year. Note history segment data shown in "Remarks" section of the RPO as the most recent segment prints on top line while the 12th (oldest) segment in the file prints on bottom line. Installment segment month and year is shown in left column. Date printed in right hand column represents receipt date of collection item, or transaction date for accounting transaction processing. Collection transactions, except for TT's 403 and 410, will be shown if they affect an installment segment; however, a TT 403 which does not apply to an installment segment will not be shown in the Remarks section but will be shown on Daily Transaction Lists.
SECTION C. PROCESSING DAYTIME ANALYSIS COLLECTIONS
6C.01 GENERAL
a. General Background. The Daytime Analysis collection runs will be scheduled periodically on a daily basis, depending upon the daily volume of collections. The runs will analyze collection input batches prior to deposit to prevent invalid data from being processed. The runs will also compare amount totals for each batch with previously determined totals secured during the encoding operation. Batch totals will be punched into the collection batch control cards prior to the Daytime Analysis runs. A Batch Balance and Error Reject Report will be prepared for each batch of collections (fig. 9).
b. Unacceptable Remittances. The batch report will identify unacceptable remittances which are not to be deposited because of record conditions X2 (certified funds required) and/or X4 (account in foreclosure). The "unacceptables" w ill be processed as follows:
(1) Record Condition X2. If funds are certified, remove the collection card and remittance and move to a new batch. The collection card will be coded to override the record condition freeze.
(2) Record Condition X2. If funds are not certified, remove the collection card and remittance from the batch, prepare Form Letter 4324 (fig. 1) in original and duplicate marking item 4D which will be overprinted as follows: "We are returning your personal check because certified funds only are acceptable for payment on your account. Please use the enclosed VA envelope to send us a money order, or another check that is certified good by your bank. Be sure to include your 12digit loan account number on your check or money order." The following distribution will be completed:
(a) To Borrower: Remittance, VA DPC return envelope; original of FL 4324.
(b) To Office of Jurisdiction (26): Duplicate copy of FL 4324.
(3) Record Condition X4. Remove these items from the batch, create a holding file and prepare teletype to the field station for disposition instructions (fig. 23).
c. Collections Identified With Reject Reason Codes. Where the batch includes "rejected" items, the deposit control clerk will be responsible for removing from the batch those collections identified with reject reason code. Both remittance and collection card will be removed from their respective batch and paperclipped together, and attached to the batch balance and error reject report for subsequent review and corrective action (par. 6C.04 below). The encoding tape will be adjusted for remittances removed from the remittance batch. The total of remittances for deposit will, therefore, equal the adjusted encoding tape totals which will in turn equal the accumulated "ACC TOTALS" (accepted for deposit totals) for all batches processed through Daytime Analysis (run 443).
6C.02 REVIEW AND CLEARANCE OF AN OUT OF BALANCE COLLECTION BATCH
a. Processing an OutofBalance Batch. When a batch is out of balance, the system will reject the entire batch. All items in the batch will be listed on the batch balance and error reject report (fig. 9). The outofbalance amount will appear on the "DIF Totals" line of this report. In addition, reject reason codes will be shown for items which are not proper for deposit or which appear to contain incorrect data.
b. An OutofBalance Condition Must Be Cleared Before Items With Reject Reason Codes Are Reviewed and Disposed of. The following conditions may create an outofbalance situation:
(1) Batch control amount was coded wrong, keypunched wrong or was not numeric.
(2) Collection card amount was coded wrong, keypunched wrong or was not numeric.
(3) Encoding tape amount was incorrect.
(4) During the cardtotape run, some items were duplicated on the tape or some items were not picked up on the addingmachine tape.
(5) Batch card was missing.
c. Clearing an OutofBalance Batch. In clearing an outofbalance batch, the following steps will be taken:
(1) Compare encoding tape total with the batch record control amount on the reject report. If not in agreement and the amount is more or less than the batch record control amount, and the difference between both is the same as the "DIF Totals" amount shown on the reject message, the error has been located. Before correcting the batch record control amount, remove all remittances and collection cards which show an unacceptable reject reason code "08" with record condition X2 or X4. Delete these items from the encoding tape and adjust the grand total of the tape. Remove all remaining collection cards which contain erroneous data as shown by the reject reason code. Have these collection cards repunched with the correct data, where this can be determined, and refile them in their proper location in the batch. If the deposit is not acceptable (reject reason codes 00, 22, JA, etc.), remove collection card and remittance for special processing, and adjust encoding tape accordingly. Have the collection batch control card repunched with the adjusted grand total shown on the encoding tape. Resubmit the batch of collection cards in the next Daytime Analysis run, using the same batch number.
(2) Where the encoding tape total agrees with the batch record control amount on the reject report, determine if there is a reject reason code "07" on the list (collection amount invalid). If there is, pull the collection card(s) and remittance(s) to determine the correct amount(s). If this amount equals the amount shown on the "DIF Totals" line of the reject message, the error has been located. Before correcting the batch record control amount, clear all reject reason codes as outlined in subparagraph c(1) above, and resubmit the batch in the next Daytime Analysis run.
(3) Where the encoding tape total agrees with the batch record control amount on the reject report and there are no reject reason codes "07" on the list, the encoding tape amount for each item will be compared against the "Tran Amount" for each item on the reject list. As the differences are located they will be corrected and when the comparison of amounts is completed the "DIF Totals" should equal zero. Before correcting the batch record control amount, clear all reject reason codes as outlined in subparagraph c(1) above, and resubmit the batch in the next Daytime Analysis.
6C.03 BATCH CONTROL CARD ERRORS
a. Reject Reason Codes. Reject reason codes in the 90 series, plus reject reason code 09, have been reserved for identification of edit errors contained in VA Form 248462, Collection Batch Control Card (PLACE) (fig. 19), as follows:
Reject Explanation
Reason
Number
09 Transaction Type is invalid (must be "BAT")
91 Batch Amount Total is invalid.
92 Date Received is invalid or is a future date.
93 Batch Number is invalid.
94 Processing Day Number and/or year is invalid.
95 Processing Day Number used is later than the computer
Processing Day Number.
96 RPO Request Code is invalid.
97 Freeze Override code is invalid.
99 Batch Control Card is missing, or transaction type "BAT" is
blank.
b. Listing the Rejected Batch. Reject codes listed above will cause the entire batch to be rejected and listed for correction. Although the collection batch control card in these cases causes the rejection of the entire batch, the system will complete normal edits and audits for the collection cards within the rejected batch.
c. Correcting the Rejected Batch. Using the reject code(s) to locate the invalid data, the Collection activity will prepare a new correcting VA Form 248462. The control card will be repunched and the batch rescheduled for the next Daytime Analysis cycle.
d. Reject Reason Code 09. This reject reason code indicates that the "Transaction Type" is invalid. Valid data for this field are the three character alphabetic code "BAT".
e. Reject Reason Code 91. This reject reason code indicates invalid data for the batch total amount. Valid data for this field consist of a ninedigit numeric field, greater than zero.
f. Reject Reason Code 92. This reject reason code indicates that the date received is invalid or is a future date Valid data for this field:
Month 01-12 (two-digit
code)
Day 01-31 (two-digit
code)
Year 00-99 (two-digit
code)
NOTE: The receipt date cannot be in advance of the computer PDN.
g. Reject Reason Code 93. This reject reason code indicates that the batch number is invalid. Valid data for this field consist of a threedigit code as follows:
001-899 Domestic Deposits
900-925 Uncollectible checks.
950-998 Foreign Deposits; or VA interstation
transfers.
999 Deductions from VA benefits.
h. Reject Reason Code 94. This reject reason code indicates invalid processing day number and/or year. Valid data for this field consist of a fivedigit numeric code consisting of threedigits for processing day number and twodigits for calendar year. For example, 03072 for January 30, 1972, and 32272 for November 17, 1972.
i. Reject Reason Code 95. This reject reason code indicates that the PDN and/or year used in the collection control card is a future day when compared with the PDN used by the computer.
j. Reject Reason Code 96. This reject reason code indicates that the RPO request code is invalid. Valid data for this field are:
06 RPO request code for Collection activity.
09 RPO request code for field station use.
k. Reject Reason Code 97. This reject reason code indicates that the freeze override is invalid. Valid data for this field are blank or "0".
l. Reject Reason Code 99. This reject reason code indicates that the batch control card is missing or the transaction type "BAT" is blank. All items will be listed in the batch with explanation "Missing BAT Card" printed at bottom of the batch report.
6C.04 COLLECTION CARD INPUT REJECT ERRORS
a. Collection Card Input Errors. A maximum of 10 "Reject Reason Codes" can be shown in the right hand column of the Batch Balance and Error Reject Report for each applicable collection. To assist the collection clerks in locating the reject, the relative position of the rejected item within the batch will be shown on the report under "Tran. No." Tran. No. "005" would be the fifth item within the batch, while Transaction No. "151" would be the 151st item within the batch. Reject reason codes are listed below for collection card input:
Reject Reason Explanation of Invalid Field or Reason for Reject
Code
00 No master record in file (12 positions only-name code not
compared).
01 Office of jurisdiction invalid.
02 Type of loan invalid.
03 Loan number not numeric.
04 Office of origin for office of jurisdiction invalid.
06 Name code invalid.
07 Collection amount invalid.
08 Master record is frozen with record condition X2 or X4 and
freeze override is not "0"
09 Transaction type invalid.
10 Amount billed or received is nonnumeric.
16 PDN day and/or year is invalid or is ahead of the current
computer date.
18 RPO request code invalid.
19 Date received is invalid or is a future date.
22 Master record is terminated.
23 Override code is invalid.
JA Master record name code does not match.
b. Reject Reason Code 00.
(1) This code will be used to indicate "no hit" on loan identification (first 12 positions of the collection card). (Name code mismatches will be identified as Reject reason code "JA"-see subpar. q below.)
(2) The Collection activity will remove both remittance and applicable collection card and the encoding tape will be reduced by the amount of the remittance. The VA endorsement will be canceled.
(3) The remittance and collection card will be forwarded for further processing as an unidentified remittance. (See par. 6B.10.)
c. Reject Reason Code 01. This code indicates invalid office of jurisdiction. The office of jurisdiction should represent the last two digits of the threedigit station number where the loan account is maintained. Valid data for this field consist of a twodigit numeric code, as follows:
01 14 25 36 49
02 15 26 39 50
05 16 27 40 51
06 17 28 41 52
07 18 29 43 55
08 19 30 44 59
09 20 31 45 62
10 21 33 46 72
11 22 34 47 73
13 23 35 48
d. Reject Reason Code 02. This code indicates invalid type of loan. Valid data for type of loan consist of a onedigit number code, as follows;
DIRECT LOAN LOAN GUARANTY
1-Direct Loan 4-Loan Guaranty Vendee
5-Acquired-4318
3-Direct Loan Vendee 6-Acquired-505a
7-Acquired-FHA
8-Acquired-Other
e. Reject Reason Code 03. This code indicates invalid Loan Number. Valid data for this field consist of a sevendigit number greater than 0. (Lead zeros will be coded where necessary.)
f. Reject Reason Code 04. This code indicates invalid office
of origin for office of jurisdiction. The office of origin should
represent the last two digits of the threedigit station number
code where the loan originated. Valid data for this field consist
of a twodigit numeric code as follows:
Office of Origin (OR) for Office of Jurisdiction (OJ)
OR OJ OR OJ OR OJ OR OJ
01 01 13 13 24 25 34 34
02 02 14 14 25 25 35 35
04 01 15 15 26 26 36 36
05 05 16 16 27 27 37 35
06 06 17 17 28 28 38 35
07 07 18 18 29 29 39 39
08 08 19 19 30 30 40 40
09 09 20 20 31 31 41 41
10 10 21 21 32 31 42 39
11 11 22 22 32 52 43 43
13 10 23 23 33 33 44 44
OR OJ OR OJ OR OJ
45 45 55 55 67 51
46 46 56 10 69 17
46 48 57 06 70 06
47 47 59 59 71 06
48 48 60 10 72 72
49 49 61 49 73 73
50 50 62 62 90 28
51 51 63 46 52 52
64 44 53 62 65 49
54 43 66 21
g. Reject Reason Code 06. This code indicates invalid name code field. Valid data for this threelength field consists normally of the first three letters of the owner's surname, such as JOH for Johnson, OBA for O'Bannor, or STC for St. Clair. The unit and tens position may, however, be blank in some cases. For instance, where the surname consists of only one or two alphabetic letters, the following name code data would be valid:
Surname Name Code Explanation
KY K Y - Units field blank.
Y both Y - - Units and tens fields both blank.
h. Reject Reason Code 07. This code indicates invalid collection amount. Valid data for this field consist of a sevendigit numeric code greater than zero.
i. Reject Reason Code 08.
(1) This reason code will identify collections which are not to be deposited because of record conditions on the master record, as follows:
Record Condition Explanation
X2 Collection must be other than by noncertified personal
check.
X4 Collection is nondepositable because of foreclosure
status.
NOTE: The applicable record condition will be shown under "Rcd Cond" on the batch report.
(2) Collection clerks will remove both collection card and remittance. Collection clerks will annotate in the upper right corner of the remittance the RC (record condition) which rejected the collection, as "RC2" or "RC4." The encoding tapes will be adjusted (reduced) accordingly.
(3) Collection clerks will examine the remittance where the record condition is "X2". If the remittance appears to guarantee the collection will not become uncollectible, such as certified check, postal or commercial money order, etc., the collection card will be resubmitted with card column 80 of the collection card coded with a "0" to override the freeze.
(4) If the remittance for record condition X2 is by personal and uncertified check, the remittance and the collection card, along with other record condition X4 remittance, will be forwarded for "unacceptable" processing (par. 6C.01).
j. Reject Reason Code 09. This code indicates invalid transaction type. Valid data for this field consist of a threedigit numeric code, as follows:
400 404 408
401 405 410
402 406 414
403 407
k. Reject Reason Code 10. This code indicates nonnumeric data for "amount billed" or "amount received." Valid data for these fields consist of a sevendigit numeric code.
l. Reject Reason Code 16. This code indicates PDN unit (day and/or year) is invalid or is ahead of the current processing date. Valid data for these fields:
(1) Day-001 366 (threedigit code).
(2) Year-00 99 (twodigit code).
m. Reject Reason Code 18. This code indicates the RPO request code is invalid. Valid data for this field are:
06 RPO request code for Collection activity use.
09 RPO request code for field station use.
n. Reject Reason Code 19. This code indicates that date used as receipt date is invalid or receipt date is a future date. Valid data for this field, which cannot be a future date, are:
Month 01 12 (two-digit
code)
Day 01 31 (two-digit
code)
Year 00 - 99 (two-digit
code)
o. Reject Reason Code 22
(1) This reject code indicates collections were received on terminated loans (sold, paid in full, etc.) [having LSCC 0, 7 or 9. The Collection activity will complete the following actions based on information reflected on the RPO 22.
(2) Loans Sold to Private Investors. (Termination Code is 1 or 2.) Remove remittance and applicable collection card from the batch and adjust batch totals correspondingly. Determine purchaser's name from Purchaser Code shown on RPO 22 and list of purchasers provided by Central Office. Cancel normal VA endorsement and replace with a special "without recourse" endorsement. (See MP4, pt. V, ch. 9, par. 9N.15h(4).) On a daily basis transmit the remittances and payment notice cards directly to the Purchaser's mailing address as provided by Central Office (26A3). Prepare a transmittal letter in duplicate listing all remittances and showing loan identification, remitter's name and amount of remittance. Retain the duplicate copy of the transmittal letter in the Collection activity files.
(3) Paid in Full, Foreclosed, or Deed in Lieu Cases. (Termination Code is 37.)
(a) If remittance is by check or money order: Remove remittance from collection batch, adjust the batch totals and cancel the VA endorsement. Prepare a VA Form 3230, Reference Slip, for transmittal of the remittance and collection card to the office of jurisdiction for disposition, retaining a copy in the Collection activity files.
(b) If remittance is a C&P deduction case: Prepare VA Form 44564, Transfer of Disbursing Authority, to transfer funds to office of jurisdiction. Also prepare VA Form 3230 requesting office of jurisdiction to process input to delete deduction in C&P system located at Hines DPC.]
p. Reject Reason Code 23. This code indicates the freeze override code contained in card column 80 is invalid. Valid data for this field are [0, 3, or blank.]
q. Reject Reason Code JA. This indicates that the name code does not match the data contained in the master record. A "partial" RPO w ill be generated to assist in resolving the variance. Collection activity will remove remittance and collection card and compare surname of remittance maker with the name appearing on the RPO and recent transaction lists and the data in the collection card to determine correct name code. If this analysis fails to resolve the problem, the remittance will be forwarded for processing as an unidentified remittance (par. 6B.10).
6C.05 DAILY SUMMARY REGISTER
a. The Collection activity will maintain a daily summary register (fig. 15) for all collections processed each PDN.
b. The purpose of this register is to assure that encoding tape totals (adjusted where necessary) agree with accepted collections total obtained in Daytime Analysis for each batch of collections. It will also serve as a means of controlling the processing of (1) uncollectible checks by batch and (2) foreign deposits.
c. Batch totals will be posted to the register from encoding tapes from the listing of accepted collections which supports SF 215 and from the batch balance and error reject report for accepted collections. These three totals must be in agreement before the SF 215 can be prepared for domestic deposits.
d. If these totals do not agree, the deposit control clerk will review the applicable batches and take corrective action.
e. Copies of batch balance and error reject reports and listing of accepted collections will be retained to support entries on the daily summary register.
SECTION D. DEPOSIT OF COLLECTIONS
6D.01 GENERAL
a. After all collection batches have been adjusted for rejected and unacceptable items as described in section C, computer run 109 (fig. 8) will be prepared listing all acceptable collections to be deposited. All batches will be listed in batch number order and in random input sequence within each batch.
b. The listing will provide control amount total and will support the SF 215, Deposit Ticket, for "domestic" deposits. The listing will also indicate amounts applicable to each fund, 36X4024 and 36X4025.
c. An "overall station collection distribution report" (fig. 24) will also be received daily for the following:
Batch Series
(1) Domestic Deposits 001-899
(2) Uncollectible Remittances 900-925
(3) Foreign Deposits, C&P 950-999
Deductions, etc.
6D.02 PREPARATION OF SF 215
a. Normally, one SF 215 will be prepared for each PDN and will include all "domestic" portfolio loan remittances appearing on the collection list (fig. 8); however, the Federal Reserve Depositary may require a separate SF 215 for cash and another SF 215 for all other deposits. Foreign deposits will be excluded and are discussed in section H. Miscellaneous remittances deposited to 36F3875 will also be excluded from this SF 215.
b. The SF 215 (fig. 10) will be completed in quintuplicate as follows:
Block Remarks
Number
(1) Will contain sixdigit Treasury preprinted number. (Voided forms
need not be accounted for.)
(2) Date sent to depositary: Show 6 digits for monthdayyear.
(3) Show eightdigit agency accounting station code: 36000200.
(4) Omit $ sign and show total amount deposited.
(5) For memorandum copy only-show confirmed date.
(6) Show station number and fiscal year sequential deposit