COM41034 - Case records: case responsibility: transfer of cases to another debt management office (Action Guide)

To transfer a case to a new Debt Management office, consider steps 1 - 8 below. The guide is presented as follows

Computer action Steps 1 - 2
Very large cases Step 3
County Court Proceedings Steps 4 - 5
Manual procedures Steps 6 - 7
Further correspondence received Step 8

Note: Information relating to transferring a case to the EIS (Enforcement & Insolvency Service) office is in subject 'Transfers To Enforcement and Insolvency Service’ (COM112030) in the ‘Pursuit’ business area

Computer action

1. Use Function RAPP (Revise AP Pursuit) to check if the Significant Correspondence (Word 27KB) is set. If it is
 
  • Ask the Banking Operations office for the filed papers
2. To update COTAX
 
  • Use Function ACOM (Amend Communication Details) to enter or amend the name, address and telephone number if appropriate
  • Use the Function TRCA (Transfer Case(s)) to transfer the case
  • Use the Transfer function on IDMS. Details on how to use this function can be found in the IDMS Support Officers Pack

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Very large cases

3. If you need to transfer a case that includes an amount collectible of £100,000 or more, in addition to the above procedures
 
  • Telephone the Debt Management office manager at the new Debt Management office to explain the situation

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County Court Proceedings

4. If you need to transfer a case in which County Court proceedings have already started
 
  • Transfer the case on IDMS and ensure a transfer sheet is requested
  • Use Function TRCA (Transfer Case(s)) to transfer the COTAX record
 

And
 
  • Issue form C514
5. If you are also transferring costs (only for cases where the County Court action does not include any non-computer charges in addition to the COTAX liability)
 
  • Complete and send form C28(Z) to the new Debt Management office
 

And
 
  • Note form C514 accordingly

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Manual procedures

6. When you have completed the procedures above
 
  • Send the IDMS transfer sheet to the new Debt Management office (for cases of £100,000 or more in accordance with current guidance in the Security Handbook) with
 
    • Any related correspondence
 
And, in England and Wales, where appropriate
 
    • Forms C514, C28(Z), C28A(Z) and the proceedings file, form C20A
7. If the COTAX address has not changed, but you are transferring a case because you consider that collection should take place at an alternative address
 
  • Include full details of the alternative address and the reason for the transfer with the papers

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Further correspondence received

8. If after sending the IDMS transfer sheet you receive other correspondence that may affect collection
 
  • Advise the new Debt Management office by telephone on the day of receipt
  • Send them the papers
  • Do not accept a payment without prior agreement of the new Debt Management office

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