Loss Recovery

Product Level: Enterprise Lite (optional) or Enterprise

Loss Recovery is an optional feature that your organization may choose to turn on. Loss Recovery tracks restitution for losses or damages. If this feature is turned on, it appears in a case section, where it gives you a brief overview of the restitution plan and the payer’s payment record.

If your organization is using the Loss Recovery section for cases, it can speed up civil recovery and restitution by integrating payment records from a third-party civil recovery agency with restitution plans and payment records. Civil recovery integration is a separate, optional feature.

Topics in this section include:

• Setting Up Loss Recovery
• Adding Restitution Plans 
• Payment Records
• Scheduling Restitution
• Adding Scheduled Payments
• Recording Payments
• Editing Rows in Payment Records
• Deleting Rows in Payment Records
• Deleting Payment Records
• Deleting Restitution Plans

Setting Up Loss Recovery

If your organization is using a civil recovery agency, the system automatically creates and updates the payment record when the agency begins collecting restitution.

1. Add items.
2. Fill out a restitution plan.
3. Set up a payment record.

After you create the restitution plan and payment record, you can toggle between them.

Adding Restitution Plans

Note: If your organization or tier is using loss recovery only, you will not see the Collection method and Status fields. These fields are only visible for organizations and tiers that are using civil recovery integration.

1. From Sections > Items, fill in the Items section. (You can fill in Items before or after creating the restitution plan.) The system will automatically update the restitution plan. For more information, see Items.
2. From the case, click Loss Recovery > Restitution Plan > Add.
3. From Assigned to, select a user to manage the restitution plan.

Note: If there are no assignees in the list, you will need to add an assignee to the case before continuing.

4. If your organization has chosen to integrate with a third-party civil recovery agency, select the agency name from Collection method.
5. Fill in the details of the restitution plan. If you selected a third-party civil recovery agency in step 4, the system highlights the fields in yellow that are required for export to the agency.
6. Click Update. If you selected a third-party civil recovery agency, EPIM will automatically send the completed restitution plan to the selected agency.

Note: The system will not export the restitution plan until all the required fields are complete.

7. If you need to add more information to the restitution plan, ask your system administrator to add custom fields to this section.
8. If your organization is handling the restitution internally, set up a payment record.

Payment Records

Skip this section if you are using a civil recovery agency. The system automatically creates the payment record and then updates it when the agency begins collecting restitution.

Scheduling Restitution

If you are using an internal collection method, you can use the restitution schedule as many times as you need to add a series of payments due.

1. After adding the Restitution Plan, click Update Payment Record.
2. Click Schedule Restitution.
3. In Next payment due, type the date that the next restitution payment is due in mm/dd/yyyy format.
4. From Frequency, select how often the payer must make payments.
5. Type the Number of payments to schedule. Each payment record has a 200-row limit.
6. Type the Amount of each payment.
7. Click Update Payment Record. The system automatically builds a schedule.

Note: The total shown on the payment record is the sum of owed payments that you have scheduled. If you do not schedule all payments for the total amount owed, the amount listed will be less than the total restitution.

Adding Scheduled Payments

Note: If your organization is using a civil recovery agency, you cannot change a payment record after the system has sent the restitution plan to the agency.

If you need to schedule an additional payment due after scheduling restitution for internal collection, do the following:

1. From the case, click Loss Recovery > Payment Record > Change.
2. In a blank row, type the Transaction Date in mm/dd/yyyy format. This is the date that this restitution payment is due.

Tip: If you need additional rows, click Add 5 Blank Rows.

3. In Scheduled Payment, type the amount of the restitution payment.
4. Click Update.

Recording Payments

Note: If your organization is using a civil recovery agency, you cannot change a payment record after the system has sent the restitution plan to the agency.

When you are using an internal collection method and the payer makes a payment, do the following:

1. From the case, click Loss Recovery > Payment Record > Change.
2. In a blank row, type the Transaction Date in mm/dd/yyyy format.

Tip: If you need additional rows, click Add 5 Blank Rows.

3. Select the Payment Method.
4. (Optional) If the payment method is Check, type a check number in Memo.
5. In Actual Payment, type the amount paid.
6. Click Update to record the payment. Every time you update the payment record, all the transactions will reorder according to date.

Editing Rows in Payment Records

1. From the case, click Loss Recovery > Payment Record > Change.
2. In an existing row, change the Transaction Date, Payment Method, Memo, Scheduled Payment, or Actual Payment.

Tip: If you need to record an actual payment for a previously scheduled payment, select a blank row. You can only type amounts in Scheduled Payment or Actual Payment, not both.

3. Click Update.

Deleting Rows in Payment Records

Note: If your organization is using a civil recovery agency, you cannot delete rows in the payment record after the system has sent the restitution plan to the agency.

1. From the case, click Loss Recovery > Payment Record > Change.
2. From the Delete column, select one or more rows that you want to delete.
3. Click Update.

Deleting Payment Records

Note: If your organization is using a civil recovery agency, you cannot delete a payment record after the system has sent the restitution plan to the agency.

1. From the case, click Loss Recovery > Payment Record > Change.
2. From the Delete column, select all the rows.
3. Click Update.

Deleting Restitution Plans

1. If your organization is using a civil recovery agency, contact the agency to cancel collection.
2. From the case, click Loss Recovery > Restitution Plan > Change.
3. Select Delete this restitution plan and associated payment record.
4. Click Update.