Writing Off a BOC Follow

Writing Off a BOC 

The process for writing off a Bill of Collection depends on the type of employee associated with the BOC. For example, Vendors and LE Staff (state employees) BOCs are first sent to the FMO for approval to write off. Upon approval, the BOC is then routed to the Write-Off Authority, typically the DCM or Management Officer, for final approval. For amounts exceeding $500, automatic notifications are sent to the CGFS Comptroller upon debt closure.

USDH employees with BOCs totaling less than $500 have their debts sent to the FMO for initial approval to be written off.  Subsequently, the Write-Off Authority provides final approval.

Write-Off Authority Dashboard

The Write-Off Authority dashboard displays Bills of Collection that are Pending Write-Off Authority Approval, have been Approved by Write-Off Authority, or Rejected by this role. This page allows users to search for Write-Off Authority bills by fiscal year, bill date ranges, and recipient/vendor names. For Advanced Filters, select the Advanced Search button on the right side of the page.

Additional feature(s): Clicking on Approved Requests or Rejected Requests within the Write-Off Authority dashboard will redirect the user to either the approved requests or those rejected by the Write-Off Authority user.

Approving or Rejecting a Write-Off Request

Users with the Write-Off Authority role are responsible for rejection or final approval of write-off requests for Vendors, LES (state), and USDH (state). Below is a flow chart illustrating the bill of collection process. Please note that after 60 days, bills of collection (BOCs) follow different paths depending on the recipient, either to receive approval  (written off) or rejection.

The Pending Write-Off Authority Approval page shows all the records that are awaiting approval from the Write-Off Authority role. 

Steps to approve/reject a write-off request:

1. Select the BOC pending Write-Off Authority Approval
2. Click Edit
3. Click Approve, and enter a justification
4. Click Send to WRITE-OFF Authority
   or
5. Click Reject Write-Off Request
6. To save or send a notification for the write-off, click on either the green or red button. This action triggers a notification email, which will be recorded in the email history tab as a status change.

Required Role(s) to view/edit this page:  Instance Administrator or Write-Off Authority

For additional help, please contact ISC at Post or ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
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