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Section 5 - Revenue, Income, and Receivables

Section 5.5 — Collection of Past-Due Accounts

Date: 5/2/05 — Approved: Finance Board

Because of the A.S.’s mission, the A.S. may extend credit to students, employees, other individuals, companies, and public institutions that use our services. Extension of credit may sometimes involve a risk in terms of repayment. The A.S. Controller pursues a vigorous program of follow-up and collection of past-due accounts in order to minimize losses.

COLLECTION

Collection Agencies — When A.S. follow-up procedures fail to collect a past-due account, the debt may be referred to a collection agency or attorney for further follow up. The A.S. Controller or delegate is to review and approve the referral and use reasonable precautions to insure that any collection agency or attorney to which accounts may be deferred is reputable, honest, accurate, and credible.

Litigation — A collection agency may recommend litigation for an account if the debtor refuses to cooperate in paying the debt and has assets to repay the debt. The A.S. Controller will review the recommendation to litigate, and if the decision is made to proceed with litigation an Affidavit of Claim is prepared.

Account Holds — In addition to regular follow-up procedures, students who owe money beyond the limit permitted by the campus are to have their records placed on financial hold. This hold means the student is not permitted to register, nor to receive an official statement or transcript of credits until the indebtedness has been paid or suitable arrangements for payment have been made.

Follow-up — Follow-up procedures should consist of computer printed reminders on statements, form letters, personal letters, contacts, and phone calls as may be needed. Each successive follow-up contact should be stronger in tone. All communications should be in good taste and within standards of conduct befitting the A.S.

Past-due period — Accounts are generally considered past-due if they remain unpaid 30 days after the first statement has been issued or other notice that payment is due, or after a predetermined due date.

Withholding of pay — The A.S. Controller may institute procedures authorizing the A.S. payroll office to hold paychecks of employees who have past-due accounts and require them to pick up the check and make arrangements for payment of the account. In all cases the amount due may be withheld from the employee’s pay as authorized by the employee in writing. (see Section 5.7 — Collection of past-due accounts by payroll or other deductions)

WRITE-OFF OF UNCOLLECTIBLE CHECKS

The A.S. Controller has been delegated the responsibility for developing the operating policies and procedures necessary for the reporting and write-off of uncollectible accounts.

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