Section 800: Financial Affairs

Effective: May 1, 1984
Revised: September 2015
Review Date: September 2017
Responsible Party: Vice Chancellor for Finance & Administration

Policy:

In order to provide consistency in accounts receivable management and to prevent duplicate billing, departments with receivables will perform the following general procedures.

Departmental Receivables

  • Any department having, or anticipating, a receivable for goods or services will attempt to obtain the following information and signature from the party involved.

Name of person and/or business they represent
Address
Phone
Student ID # or Social Security Number (when charging for an individual)
Date Due
Signature
IRS Tax Form W9

  • Within 30 days after the Date Due, a contact will be made either by phone or mail and such contact documented.
  • Within 60 days of Due Date, a second contact will be made and documented.
  • If collection has not been made within 90 days, the documentation of the original charge and of the contacts made will be referred by Business Services to a collection agency. No further contacts will be made by the department.

Collections and Bad Debt Write off

  • Business Services will turn over accounts to collections after in-house collection attempts have been exhausted and no agreed upon and approved payment arrangements have been made.

    For any account referred to collections, the primary account holder is responsible for the reimbursement of the fees of any collection agency, which may be based on a percentage of the debt and all costs and expenses including reasonable attorney's fees that the University should incur in such collection efforts.
  • Holds can be placed on accounts or future services may be denied until the debt is satisfied.
  • Accounts that are more than two years past due will be written off where applicable. Collection attempts will continue even after the balance has been written off.
  • All delinquent accounts involving students and employees will initiate a review of payroll distributions and possible payroll deductions.
  • All accounts receivable will receive due diligence.

Returned Checks

  • If a check deposited by a department is returned by the bank for any reason, the check will be charged back to that department.
  • If a check deposited by an individual is returned by the bank for any reason, the check will be charged back to the account originally credited.
  • Business services will attempt to collect the original amount of the check and a service charge that is assessed for each check returned.
  • Payment must be in the form of cash, money order/cashier check, or credit card.
  • Payments must be made within five days or accounts may be referred to a collection agency.