Justice Centre | 19 Aitken Street
DX SX10088 | Wel ington
T 04 918 8800 |
F 04 918 8820
[email address] | www.justice.govt.nz
30 March 2023
Andre
[FYI request #21929 email]
Our ref: OIA 102941
Tēnā koe Andre
Official Information Act request: Debt management
Thank you for your email of 27 February 2023, in which you requested information relating to
debt management. Specifically, you requested:
“I hereby request a copy of your debt management policy”
On 2 March 2023, the Ministry contacted you to clarify your request. Under s15(1AA) of the
Act, any clarification or amendment of a request is considered a new request for the purpose
of calculating the statutory timeframe for response. On 2 March 2023, you confirmed that
your request could be clarified to the following:
“…the debt management policy that deals with where the Ministry of Justice is owed
money.
For example, MOJ has raised an invoice in their system (not limited to the public) and
then that invoice is not subsequently paid. What Policy then dictates the next steps to
resolve payment?”
We have interpreted your request as relating to the policy for departmental debt
administrated by the Ministry of Justice. Specifically, when an invoice is issued by the
Ministry and the debtor has not paid by the stated due date.
The Ministry centrally records the departmental revenue transaction information in the
Financial Management Information Systems (FMIS). Some business units within the Ministry
operate supplementary systems that record transactions and interface with FMIS. The
Ministry does not have a formal debt management policy for departmental debt. This is
because each business unit has their own process for collecting debt based on the nature of
the transaction. However, I can provide a general overview of the process.
• The Ministry sends monthly statements to debtor advising of the amount payable.
• The Ministry produces the aged debtors report internally on a monthly basis.
• If this debt becomes overdue, the relevant business unit would follow-up with the
payee where appropriate. The size of debt being collected, and nature of the
transaction is may also impact the follow-up process.
• The business unit would then assess the collectability of the debt.
Justice Centre | 19 Aitken Street
DX SX10088 | Wel ington
T 04 918 8800 |
F 04 918 8820
[email address] | www.justice.govt.nz
• Any debt write off must be authorised according to the Ministry’s Financial Delegation
Policy.
If this is not the information you were seeking, please note that the Ministry remains willing
and engaged on any new and clarified request you may wish to make.
Please note that this response, with your personal details removed, may be published on the
Ministry website at: justice.govt.nz/about/official-information-act-requests/oia-responses/.
If you are not satisfied with this response, you have the right to make a complaint to the
Of ice of the Ombudsman under section 28(3) of the Act. The Office of the Ombudsman may
be contacted by email to [email address] or by phone on 0800 802 602.
Nāku noa, nā
Andy Fulbrook
Chief Financial Officer
