Number: |
ABUSF 114 |
Section: |
Finance & Administration |
Subject: |
Accounts Receivable Collection |
Date: |
February 20, 2008 |
Issued by: |
Controller |
Authorized by: |
Vice Chancellor for Finance & Administration |
I. Policy
The Business Services Office is responsible for collection of all funds due and payable to the University of South Carolina Aiken. This office will utilize all resources to assure that any receivables are collected without delay.
II. Procedures
a. Returned Checks
Upon receiving notice from our bank that a check was not honored by the makers' bank for any reason the Business Services Office immediately notifies the maker and student if applicable by telephone and by letter about the returned item. A fee is assessed in the amount of $30.00. The initial notice indicates that the item must be paid in ten business days or it will be referred to the Aiken County Solicitors Office
Charges for the returned item plus the check return fee and records holds (diploma, Records, Registration) immediately are added to the students' account if the original payment was made by or for a USCA student. If the returned check charges relate to a non student, an account is created for the maker and the charges including the retuned check fee are added to accounts receivable.
When a returned check for any amount greater than $10.00 remains unpaid after 15 - 20 business days it may be referred to the Aiken County Solicitors' Office for collection and prosecution. Additional fees may be added by the Solicitors Office.
The Business Services Office should not accept payment for any check referred to the Solicitors Office for collection.
Any returned items less than $10.00 will receive a second notice in writing.
If the maker is able to provide evidence of banking error or financial hardship the Director may waive the returned check fee.
b. Parking Fines
Parking tickets issued by campus police are provided to the Business Service Office.
A file is maintained for all parking tickets. Tickets are immediately are added to the students' account if the ticket is issued to a USCA student. Tickets not issued to identifiable students are recorded but not placed on accounts receivable.
Parking Tickets placed on accounts receivable are billed monthly for six months or until paid. After one year, tickets are written off.
Parking tickets are not referred to collection unless the ticket is in excess of $ 100.00 or the ticket and other charges are greater than $100.00.
c. Tuition Payment Plans (Deferred Payment)
The Tuition and Fee Payment Plan requires three payments. The first payment is due upon initiating and signing the payment plan agreement. A second payment is generally due approximately 30 days after classes begin and the final payment is due approximately 60 days after classes begin.
Students receive reminder notices of charges due 15 - 20 days before the final payment is due. Students receive notices 15 days after the final payment is due. Students are notified that records holds (diploma, Records, Registration) are added to the students' account.
At the end of the semester or approximately 180 days after the plan initiation, students with unpaid balances are sent notices indicating that in ten days balances are subject to late fees of $5.00 per day retroactive to the initial due date up to $350.00.
Late fees in the amount of $350.00 may be added to any account due over 90 days past the final payment date unless the student has negotiated an acceptable payment plan with the Director or designee. Students receive notices when late fees are added.
Business Services sends 10 day letter to student indicating that account will be sent to collection agency and may refer accounts to collection after 180 days with no activity.
d. Title IV and Other Receivables Due to Financial Aid Adjustments
Immediately -Students receive notices explaining any charges added to accounts receivable generally from the Office of Financial Aid.
30 - 60 Days- Business Services sends letters to students 30 days after the Financial Aid letter explaining the charges and requesting contact.
60 - 90 Days - Business Services sends second letter
90 - 180 Days -Business Services Sends third letter
180 + - Business Services sends 10 day letter indicating that account will be sent to collection agency
Students receive billing statements monthly from the university for 180 - 1
e. Miscellaneous Student Receivables
Immediately - Students receive billing notices explaining any charges added to account
30 - 60 Days - Business Services sends letters to students 30 days after initial billing explaining the charges and requesting contact.
60 - 90 Days- Business Services sends second letter
90 - 180 Days- Business Services Sends third letter
180 + - Business Services sends 10 day letter indicating that account will be sent to collection agency
Students receive billing statements monthly from the university for 180 days after charges are added to accounts
f. Miscellaneous Non Student Receivables
Departments such as the Children's Center, Athletics, Etherredge Center, and Continuing Education may have receivables that are difficult to collect. Business Services will attempt to collect these items for 90 days after they are referred to our office.
After 180 days these items may be referred to the collection agency.
PROCESS SUMMARY |
||||
30-60 DAYS |
60-90 DAYS |
90-180 DAYS |
180 + DAYS |
|
Returned Checks |
In House Collections |
Refer to County Solicitors Office |
||
Parking Fines |
In House Collection |
In House Collection |
In House Collection |
To Collection if combined balance greater than $100.00 |
Tuition / Fees |
In House Collection |
In House Collection |
In House Collection |
To Collection |
Tuition Payment Plans |
In House Collection |
In House Collection |
In House Collection with Late Fees |
To Collection |
Title IV / Financial Aid Adjustments |
In House Collection |
In House Collection |
In House Collection |
To Collection |
Miscellaneous Student Receivables |
In House Collection |
In House Collection |
In House Collection |
To Collection if combined balance greater than $ 100.00 |
Miscellaneous Non Student Receivables |
In House Collection |
In House Collection |
In House Collection |
To Collection if balance greater than $ 200.00 |
III. Related Policies
IV. Reason for Revision
Annual Review