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Accounts Receivable

Collection Tools


Overview

There are three main collection tools the Accounts Receivable (AR) department utilizes to assist in our collection efforts: the Set-Off Debt Collection (SODC) program, our contracted collection agencies, and our skip tracing databases.

These tools are generally used only after other collection efforts have failed, such as our collection letters and phone call attempts. Please note that Social Security or Federal ID number may be required to proceed with these efforts.


Set-Off Debt Collection (SODC) Program

The Set-Off Debt Collection (SODC) program was created through the Code of Virginia, Sections 58.1-250 through 58.1-535, and Sections 2.2-4800 through 2.2-4808. This provides the ability to collect unpaid debts by holding State agency payments, refunds, and lottery winnings.

As a State agency, the University is required to utilize this program. All debts over 60 days for which a Social Security or Federal ID number is available will be entered into SODC.

If you are a customer and have received a letter stating that we have claimed funds being sent to you from the State, please visit our SODC Program page.


Collection Agencies

Collection agencies provide further efforts when our standard collection processes do not yield payment on an account. Debts are generally referred to a collection agency when they are over $200 or when the AR Manager determines this to be the best course of action.

The collection agency is responsible for reporting the debt to the Credit Bureau, where it will be noted on the debtors’ credit history for seven years, even after the debt is paid. The debtor will be responsible for paying the original amount owed as well as the collection agency fee, which can be up to 30% of the debt.

In order to utilize this service, a Social Security or Federal ID number must be available.

The collection agencies currently on contract with the University include: ConServe; Todd, Bremer & Lawson, Inc.; and Williams & Fudge, Inc.


Skip Tracing

“Skip tracing” is the term used when searching for updated contact information on delinquent accounts for whom current information, such as address, is not accurate.

Examples of the State accessible skip tracing resources include:

  • The Department of Motor Vehicles – Titles, Registration and Driver Licensing Divisions;
  • The Virginia Employment Commission, Unemployment Insurance Services Division;
  • The Department of Taxation, Office of Tax Operations; and
  • The State corporation Commission, Corporate Operations.

University contracted vendors include:

  • Merlin Information Services; and
  • Experian Credit Bureau.


Questions about the University of Virginia's Accounts Receivable Department? Contact us at: UVA-AR@virginia.edu.