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Scope
This procedure covers the proper way to process delinquent accounts
that are not part of Oracle's Accounts Receivable module. This
procedure is directed at individual debts that are handled in the Integrated
Student Information System (ISIS).
Note: All costs of collection will be absorbed by the debtor,
or the referrer if the debtor has no obligation for collection costs.
This procedure does not cover Hospital patient receivables.
System References [Top]
Policy [Top]
This procedure corresponds to, and should be read in conjunction with,
Credit and Collection--Policy V.B.2.
Responsibility [Top]
The department accounts receivable specialist is responsible for due
diligence in collecting monies due to the University, and for forwarding
uncollected receivables to Student Financial Services for further collection
action.
Student Financial Services is responsible to act as agent for the University
in the collection of delinquent receivables that are not processed by
the Accounts Receivable Department throught the Oracle A/R module.
Distribution [Top]
Department Accounts Receivable Specialist
SFS Delinquent Accounts Specialist
Ownership [Top]
The University Comptroller is responsible for ensuring that this procedure
is necessary, reflects actual practice, and supports University policy.
Procedure Steps [Top]
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Responsibility
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Action
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Department
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1.
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Issues a minimum of two bills before account is 60 days
past due. |
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2.
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Forwards delinquent accounts to SFS section. See Procedure
5-3 "Completing Departmental Referral
Form (UT-267) Online. |
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SFS
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3.
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Prepares and mails the first Section University bill. |
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4.
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Places a hold on grades transcript for current and former
students if total outstanding obligations are $5 or more. |
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5.
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Blocks registration of individuals with outstanding
obligations who attempt to enroll as students. |
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6.
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Suspends currently enrolled students and places a hold
on their transcripts, if total of outstanding obligations totals $50
or more. |
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7.
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Refers accounts to the State for offset against State
income tax refunds under the set-off debt collection process. |
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8.
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Reports debtors to credit bureaus, Section if deemed
cost effective. |
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9.
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Refers account to a collection agency, if deemed cost
effective. |
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10.
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Initiates litigation action against debtors, if deemed
cost effective. |
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11.
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Disposes of delinquent account by collection or write-off.
See also Policy V.B.2, "Credit
and Collection." |
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