DO IT ONLINE - Help for internal users

1. An SIO application with a status of 'Pending' is created by a debtor using the Insolvency Wizard on the ITS website.

2. The debtor downloads and prints a verification statement, or ITS sends a verification statement to the debtor to sign.

3. The debtor signs the SIO application verification statement and sends it back to ITS.

4. The proposed SIO Supervisor submits consent to act as Supervisor through the website (using the application number obtained from the debtor).

   Note: Any approved person who is registered as a user of the ITS site can apply to act as a SIO Supervisor.

5. The Supervisor downloads and prints a consent verification, or ITS sends a consent verification to the proposed Supervisor to sign and return.

6. The proposed SIO Supervisor signs the consent verification and sends it back to ITS.

7. ITS vets the proposed SIO Supervisor’s consent.

8. ITS accepts the SIO Supervisor’s consent.

9. The SIO Supervisor status is changed to 'Active', if not already.   

10. ITS vets the SIO application.

11. ITS accepts the SIO application.

12. ITS changes the SIO application status ‘Accepted’.

13. A task is sent to the SIO Supervisor  to send notice of the SIO application to creditors. The creditors are given 10 working days from the date of the notice to send an objection to the OA about the SIO application.

14. The objection period ends 10 working days after date of Supervisor’s notice to creditors of the SIO application. (The OA deals with any objections.)

15. ITS creates the order, sets the estate status to ‘Open’ and sends the order to the Supervisor and debtor.

16. If this is the first order for the Supervisor and the Supervisor has requested to be added to the SIO Supervisor list, the Supervisor is added to the list of Supervisors on the ITS website. This information will be made available to debtors when using the Insolvency wizard to create a SIO application.

17. The Supervisor is now able to administer the SIO, including:

    • Vetting and admitting claims.

    • Checking debtor payments.

    • Checking interim SIO accounts for dividend processing.

A SIO Supervisor has access to screens usually only available to internal ITS users. However, the level of functionality provided to the SIO Supervisor in those screens is restricted.

SIO Supervisors can only view and modify information directly relating to the estates that they are administering in the role of SIO Supervisor. Estate, Asset, Claim, Task and Folio searches will only return entities directly related to estates that the SIO Supervisor is currently administering.

After a debtor contacts a SIO Supervisor and asks them to be their Supervisor for a SIO, the Supervisor must submit a consent to act as Supervisor via the ITS website. The Supervisor must be (or become) a registered user on the ITS site.

To consent to act as a Supervisor:

1. Log onto the ITS site and click on the Information for SIO Supervisors icon. The SIO Supervisor Consent form will be displayed.

2. Enter the SIO Application number given to you by the debtor.

3. Check your address and contact details. Edit if required. Fields with a red asterisk (*) must be completed.

4. If the address listed is not your address for correspondence, complete the additional correspondence address fields displayed.

5. Tick the 'I hereby consent to becoming the SIO Supervisor for SIO Estate Number.'

6. If you want to be added to the list of SIO Supervisors that are currently supervising Summary Instalment Orders within New Zealand, tick the 'I would like to be added to the list of SIO Supervisors' check box. This list is made available on the ITS website so that debtors can select a suitable Supervisor when applying for a SIO.

7. Choose whether to print a copy of the consent and send a signed copy to ITS, or if you do not have access to a printer, choose to have ITS send you a printed copy to sign and return.

8. Select SUBMIT. A confirmation screen will be displayed. If you want to view and print the consent form, click on the underlined link at the bottom of the screen.

   Note: The signed consent form must be received and accepted by ITS before the SIO application can be accepted by ITS.

9. Select FINISHED. The Application History screen will be displayed.

The My Estate / Application History option accessed from the menu bar allows you to view the progress of your application and withdraw it if required.

Submitted consents can be withdrawn, but not deleted, up until they are vetted and accepted by ITS. Once the consent application has a status of 'Accepted', you need to apply to the Official Assignee to withdraw it.

To withdraw a consent after submission:

1. Select My Estate / Application History from the menu bar. Any consents with a status of 'Submitted' or 'Withdrawn' will be listed on the Application Progress and History screen.

2. Click on the Application ID number of a submitted consent application to view its details on the Application Details screen.

   Note: The HISTORY button on this screen allows you to view a history of status changes for the application. The underlined link allows you to access the consent form to view and/or print it.

3. Select WITHDRAW from the Application Details screen.

4. Select YES to confirm the change of status. The application will not be deleted, but will be displayed on the Application Details and Application Progress and History screens with a status of 'Withdrawn'.

   Note: You can re-submit the same application, or an edited version of it, by re-selecting the Insolvency Wizard from the ITS Welcome Page. (Select Communications / ITS / Welcome Page from the top menu bar.) The data that you entered previously is retained in the system when the application is withdrawn, so you do not have to enter it again.

Various tasks are generated in OASIS3 by ITS staff at certain points the life cycle of a SIO to notify the Supervisor that an event has happened that requires the Supervisor to carry out a specified task. These tasks and can be viewed by the Supervisor using the OASIS3 Task Master.

Examples

• On acceptance of the SIO application, a task is created for the SIO Supervisor to send notice of the SIO application to creditors. The creditors are given 10 working days from the date of the notice to send an objection to the OA about the SIO application. This task will be displayed in the OASIS3 Task Master to remind the Supervisor.

• On creation of the Summary Instalment Order after the objection period has passed, a task will be created for the Supervisor to notify creditors of the new SIO.

• You will be informed via a task in Task Master whenever an SIO interim account has been raised and approved by OA staff to the 'First Approval Granted' stage. Your task is to check the dividend worksheet.

Completing a Task

1. When you want to record in the system that a task has been completed, select Tasks/Time, then Task Master from the menu bar to access the Task Master.

2. Note: Alternatively, whenever you log in to the ITS site using your supervisor login, the system will display the Task Master and list any incomplete tasks associated with your logon. 

3. Check the box next to the task that you want to flag as 'Completed' and select the COMPLETE button. The task will be flagged as 'Completed' and will no longer be displayed on the screen.

Estates

1. EITHER: select My Estate / Estate List from the menu bar to view a list of the SIO estates that you are administering where the estate status is 'Open'.

   OR: select Estates / Search Estates to view a list of estates that you are administering.
   
   

2. Select the appropriate underlined estate number to display the Estate Details screen for the selected estate.

   Supervisors with many estates.

   If you have several pages of estates, you can carry out an estate search, which may be faster than paging through the initial results. 

   • Select Estates / Search Estates from the menu bar to list all your estates.

   • Click on 'Show Search Criteria'

   • Enter your search criteria.

   • Select the blue SEARCH button to retrieve the estates meeting your search criteria.

Assets

SIO Supervisors can view only those assets associated with the estates that they are administering. They cannot add or update any asset details. Asset details are entered by ITS staff.

To view assets for the selected estate:

1. Select Assets from the left hand menu on the Estate Details screen. A list of assets associated with the estate will be displayed.

2. Click on a hyperlinked asset ID number to display the Asset Details screen for the selected asset.

Claims

SIO Supervisors can view, add, vet and admit claims.

To view claims for the selected estate:

1. Select Claims from the left hand menu on the Estate Details screen. A list of claims associated with the estate will be displayed.

2. Click on a hyperlinked asset ID number to display the Asset Details screen for the selected asset.

Contacts

SIO Supervisors can view and add contacts. See the topic on Adding Claims for information on searching for and adding contacts.

The Online File

Online Files

Correspondence generated or received for an estate is stored in the estate's online file. On creation of an estate, a unique online file is created for it.

Folios

Correspondence is stored in folios within an online file, like folders in a file cabinet. Each time a new item of correspondence is created, a new folio is created. A folio is made up of a record containing the correspondence item itself, plus information about the piece of correspondence (e.g. folio ID, description, document type, recipient, etc). A folio can also have other associated files attached to it.

To view documents within an estate's online file:

1. Select Online File from the left hand menu on the Estate Details screen. A list of folios associated with the estate will be displayed.

2. Click on a hyperlinked folio ID number to display the Folio Details screen for the selected folio.

3. Select the link for the document that you want to view.

Claims received by ITS via post, fax, or email (i.e. paper based applications) are entered into OASIS3 by the Official Assignee’s staff on receipt of a SIO application.

Creditors can also submit claims electronically through our website.

OA staff attach evidential documents received from the creditors via these methods to the appropriate online files.

SIO Supervisors can entert a paper claim directly into OASIS3, but cannot attach documents. Any documents should be faxed, or scanned and emailed to ITS where the OA staff will attach them for you.

To register a claim in OASIS3 against a SIO estate that you are administering:

1. Select My Estate / Estate List. A list of the estates that you are administering will be displayed.

2. Click on the number of the estate that you want to register the claim against. The Estate Details screen will be displayed.

3. Select Claims from the left hand menu to list any existing claims against the estate on the Search Claims screen.

4. Select ADD. The Claim Details screen will be displayed.

5. Use the Creditor pick list to choose a key creditor, or if the creditor is not on the list, select the FIND button to search for and select the creditor using the Search Contact screen. If the creditor is not a contact in the system, you can use the ADD button on this screen to add an appropriate contact record.

6. Leave the Status field defaulted to 'Potential', complete the Notified Value field, then complete the remaining fields, as required.

7. Select SAVE.

8. Select EXIT to return to the Search Claims screen, where the new claim for the selected estate will be displayed.

To vet and admit a claim:

1. Select My Estate / Estate List. A list of the estates that you are administering will be displayed.

2. Click on the number of the estate associated with the claim you want to vet. The Estate Details screen will be displayed.

3. Select Claims from the left hand menu. Existing claims against the estate will be displayed on the Search Claims screen.

4. Click on the relevant claim ID number to display the Claim Details screen.

5. Change the status from 'Potential' to 'Received', enter the notified value, then select SAVE.

6. If the OA has received any evidence for the claim, it will be linked to the claim as folio items and will be listed as underlined hyperlinks at the bottom of the page. Click on a link to view the Folio Details Page.

7. Click on a link or attachment to view the documentation.

8. Repeat Steps 6-7 until you have examined all the evidence.

9. Select CANCEL to return to the Claim Details screen.

10. To record an admitted value, change the status from 'Received' to 'Vetted', enter the admitted value, enter a reason for the change, then select SAVE.

11. To admit the claim, change the status to 'Admitted', then select SAVE.

When a SIO order is made, a task is created automatically for OA staff to calculate an interim distribution of funds every 4 months.

You will be informed via a task in Task Master when a SIO interim account has been raised and approved by OA staff to the 'First Approval Granted' stage.

Your task is to check the dividend worksheet and if it is correct, change the worksheet status to 'Final Approval Granted'.

To check and approve the dividend worksheet:

1. Select Dividends / Process Dividends from the menu bar. The Dividend Worksheet screen will be displayed.

2. Use the FIND button to access the Search Estate screen to search for and select the estate associated with the SIO interim account.

3. Use the View Worksheet menu option on the left of the screen to check the following:

   • Receipts shown in the worksheet relate to the estate and all expected receipts are shown.

   • Any deductions, e.g. Application Fee, have been taken correctly.

   • The claims have been entered correctly and ‘Admitted’ for the approved amount.

   • The payment rate is the same for all claims.

   • The OA commission of 2.5% of receipts has been calculated correctly.

   • The Supervisor commission of 7.5% of receipts has been calculated correctly.

4. If the figures are correct, return to the Dividend Worksheet screen, change the worksheet status to 'Final Approval Granted', then select SAVE. The SIO interim account can then be used by OA staff to process the dividends.