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Policies and Procedures

ABUSF 114

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