Utah Administrative Code
The Utah Administrative Code is the body of all effective administrative rules as compiled and organized by the Division of Administrative Rules (see Subsection 63G-3-102(5); see also Sections 63G-3-701 and 702).
NOTE: For a list of rules that have been made effective since January 1, 2020, please see the codification segue page.
NOTE TO RULEFILING AGENCIES: Use the RTF version for submitting rule changes.
R21. Administrative Services, Debt Collection.
Rule R21-2. Office of State Debt Collection Administrative Procedures.
As in effect on January 1, 2020
Table of Contents
- R21-2-1. Purpose.
- R21-2-2. Authority.
- R21-2-3. Definitions.
- R21-2-4. Designation of Presiding Officers.
- R21-2-5. Form of Proceeding.
- R21-2-6. Adjudicative Proceedings.
- R21-2-7. Service of Notice and Orders.
- R21-2-8. Procedures for Informal Adjudicative Proceedings.
- R21-2-9. Availability of Hearing in Informal Adjudicative Proceedings.
- R21-2-10. Hearings in Informal Adjudicative Proceedings.
- R21-2-11. Telephonic Hearings.
- R21-2-12. Procedures and Standards for Orders Resulting from Service of a Notice of Office Action.
- R21-2-13. Conduct of Hearing in Informal Adjudicative Proceedings.
- R21-2-14. Order Review.
- R21-2-15. Reconsideration.
- R21-2-16. Setting Aside Administrative Orders.
- R21-2-17. Amending Administrative Orders.
- Date of Enactment or Last Substantive Amendment
- Notice of Continuation
- Authorizing, Implemented, or Interpreted Law
The purpose of this rule is to establish the form of adjudicative proceedings, provide procedures and standards for the conduct of informal hearings, and provide procedures and standards for orders resulting from the administrative process.
This rule establishes procedures for informal adjudicative proceedings as required by Sections 63G-4-202 and 63G-4-203 of the Utah Administrative Procedures Act.
In addition to terms defined in Sections 63A-3-501 and 63G-4-103, the following terms are defined below as follows:
(1) "Delinquent" means any account receivable for which the state has not received payment in full by the payment demand date.
(2)(a) "Participate" means present relevant information to the presiding officer within the time period described by statute or rule for requesting a hearing; and
(b) if a hearing is scheduled, "participate" means attend the hearing.
(3) "Payment demand date" is the date by which the agency requires payment for the account receivable that an entity has incurred.
All matters over which the office has jurisdiction and which are subject to Section 63G-4-202 will be presided over by the office director or designee.
All adjudicative proceedings commenced by the office or commenced by other persons affected by the office's actions shall be informal adjudicative proceedings.
(1) The following actions are considered to be adjudicative proceedings:
(a) All hearings which lead to the establishment of an Order to collect delinquent accounts receivable owed to an agency of the State;
(b) All hearings which lead to the amending of an Administrative Order; and
(c) All hearings which lead to the setting aside of an Administrative Order.
Notices, orders, written decisions, or any other documents for which service is required or permitted to be made by Title 63G, Chapter 4 may be served using methods provided in Title 63G, Chapter 4 or outlined by the Utah Rules of Civil Procedures.
The procedures for informal adjudicative proceedings will be as follows:
(1) The presiding officer will issue an order of default unless the entity does one of the following in response to service of a notice of office action:
(a) pays the entire delinquent account receivable in full; or
(b) participates as provided in Section R21-2-11;
(2) The presiding officer shall schedule a hearing if available under Section R21-2-9 and the entity requests it in writing within the following time periods:
(a) within 30 days of service of a notice of agency action requesting payment in full of a delinquent accounts receivable;
(b) within 20 days of service of a notice of agency action in all other adjudicative proceedings; or
(c) before an order is issued by the presiding officer.
(3) Within a reasonable time after the close of an informal adjudicative proceeding, the presiding officer shall issue a signed order in writing which states the following:
(a) the decision;
(b) the reason for the decision;
(c) a notice of the right to administrative and judicial review available to the parties; and
(d) the time limits for filing an appeal or requesting reconsideration.
(4) The presiding officer's order shall be based on the facts appearing in the office files (the record) and on the facts presented in evidence at any hearings.
(5) A copy of the presiding officer's order shall be promptly mailed to each of the parties.
(1) A hearing is permitted in an informal adjudicative proceeding if:
(a) the entity in a properly filed request for hearing or in the course of participation raises a genuine issue as to a material fact as provided in Section R21-2-10; and
(b) participates in an office conference.
(1) All hearing requests shall be recorded by the office.
(2) The office shall give timely notice to the requesting party informing them that:
(a) an administrative hearing has been scheduled, including the time, date, and location of the hearing;
(b) the requesting party may bring any documentation, witnesses, and/or legal representation to the hearing;
(c) if the resulting decision is in favor of the Office, the cost of the hearing may be added to the balance owed; and
(d) the requesting party has the option to withdraw their request for a hearing in writing at least three business days prior to the hearing.
(3) Evidence upon which a presiding officer may rely in issuing an order when there has been no hearing:
(a) documented information from agency sources;
(b) failure of the entity to produce upon request of the presiding officer canceled checks, or alternative documentation, as evidence of payments made; or
(c) failure of the entity to produce a record kept by a financial institution, the agency initially servicing the debt, the office or its designee, showing payments made.
Telephonic hearings will be held at the discretion of the presiding officer unless the entity specifically requests that the hearing be conducted face to face.
(1) If the entity agrees with the notice of action, it may stipulate to the facts and to the amount of the debt and obligation to be paid. A stipulation and order based on that stipulation is prepared by the office for the entity's signature. Orders based on stipulation are not subject to reconsideration or judicial review.
(2) If the entity participates by attending a preliminary conference or otherwise presents relevant information to the presiding officer, but does not reach an agreement with the office or is unavailable to sign a stipulation, and does not request a hearing, the presiding officer shall issue an order based on that participation.
(3) If the entity requests a hearing and participates by attending the hearing, the presiding officer who conducts the hearing shall issue an order based upon the hearing.
(4) If the entity fails to participate as follows, the presiding officer shall issue an order of default, based on whether or not:
(a) the entity fails to participate by presenting relevant information and does not request a hearing in response to the notice of office action;
(b) after proper notice the entity fails to attend a preliminary conference scheduled by the presiding officer to consider matters which may aid in the disposition of the action; or
(c) after proper notice the entity fails to attend a hearing scheduled by the presiding officer pursuant to a written request for a hearing.
(5) The default order is taken for the amount specified in the notice of action which was served on the entity plus accrued interest, penalties and applicable collection costs from the date of the action until paid in full by the entity at the interest rate specified in the default order. The entity may seek to have the default order set aside, in accordance with Section 63G-4-209.
(6) If an entity's request for a hearing is denied under Section R21-2-10, the presiding officer issues an order based upon the information in the office file.
(7) Notwithstanding any prior agreements which sets terms for the payment of the delinquent account receivable, the office reserves the right to intercept state tax refunds or other State payments to the entity to satisfy the debt represented by the delinquent account receivable.
(1) The hearing shall be conducted by a duly qualified presiding officer. No presiding officer shall hear a contested case if it is alleged and proved that good cause exists for the removal of the presiding officer assigned to the case. The party or representative requesting the change of presiding officer shall make the request in writing, and the request shall be filed and called to the attention of the presiding officer not less than two business days in advance of the hearing.
(2) Duties of the presiding officer:
(a) Based upon the notice of office action, objections thereto, if any, and the evidence presented at the hearing, the presiding officer shall determine the liability and responsibility, if any, of the parties.
(b) The presiding officer conducting the hearing may:
(i) regulate the course of hearing on all issues designated for hearing;
(ii) receive and determine procedural requests, rule on offers of proof and evidentiary objections, receive relevant evidence, rule on the scope and extent of cross-examination, and hear argument and make determination of all questions of law necessary to the conduct of the hearing;
(iii) request testimony under oath or affirmation administered by the presiding officer;
(iv) upon motion, amend the notice of office action to conform to the evidence.
(3) Rules of Evidence:
(a) Discovery is prohibited, but the office may issue subpoenas or other orders to compel production of necessary evidence.
(b) Any person who is a party to the proceedings may call witnesses and present such oral, documentary, and other evidence and comment on the issues and conduct such cross-examination of any witness as may be required for a full and true disclosure of all facts relevant to any issue designated for fact hearing and as may affect the disposition of any interest which permits the person participating to be a party.
(c) Any evidence may be presented by affidavit rather than by oral testimony subject to the right of any party to call and examine or cross-examine the affiant.
(d) All relevant evidence shall be admitted.
(e) Official notice may be taken of all facts of which judicial notice may be taken in the courts of this state.
(f) All parties shall have access to information contained in the office's files and to all materials and information gathered in the hearing, to the extent permitted by law.
(g) Intervention is prohibited.
(4) Rights of the parties: A party appearing before the presiding officer for the purpose of a hearing may be represented by a licensed attorney, or, after leave of the presiding officer, any other person designated to act as the party's representative for the purpose of the hearing. The office's supporting evidence for the office's claim shall be presented at a hearing before the presiding officer by a representative of the office. The supporting evidence may, at the office's discretion, be presented by a representative from the office of the Attorney General.
Nothing in this rule prohibits a party from filing a request for reconsideration or for judicial review as provided in the Sections 63G-4-302 and 63G-4-401.
Either the entity or the office may request reconsideration in accordance with Section 63G-4-302 once during an informal adjudicative proceeding.
(1) The office may set aside an administrative order for any of the following reasons:
(a) a rule or policy was not followed when the order was taken;
(b) the entity was not properly served with a notice of office action;
(c) the entity was not given due process; or
(d) the order has been replaced by a judicial order which covers the same time period.
(2) the office shall notify the entity of its intent to set the order aside by serving the entity with a notice of office action. The notice shall be signed by the presiding officer at the level which issued the order.
(3) If after serving the entity with a notice of office action, the presiding officer determines that the order shall be set aside, the office shall notify the entity.
(1) The office may amend an order for either of the following reasons:
(a) a clerical mistake was made in the preparation of the order; or
(b) the time periods covered in the order overlap the time periods in another order for the same participants.
(2) The office shall notify the entity of its intent to amend the order by serving the entity with a notice of office action. The notice shall be signed by the presiding officer at the level which issued the order.
(3) If after serving the entity with a notice of agency action, the presiding officer determines that the order shall be amended, the office shall provide a copy of the amended order to the entity.
accounts receivable, adjudicative process
August 7, 2019
March 17, 2017
For questions regarding the content or application of rules under Title R21, please contact the promulgating agency (Administrative Services, Debt Collection). A list of agencies with links to their homepages is available at http://www.utah.gov/government/agencylist.html or from http://www.rules.utah.gov/contact/agencycontacts.htm.