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Section 5 - Revenue, Income, and Receivables

Section 5.7 — Collection of Past-Due Accounts by Payroll or Other Deductions

Date: 5/2/05 — Approved: Finance Board

The A.S. Accounting Office is responsible for ensuring collecting past-due accounts receivable from employees as well as from non-employees. If all reasonable efforts to collect or resolve such accounts fail, employees may be subject to deduction from their payroll check or other payments.

BILLINGS

On a monthly basis, the AS Accounts Receivable (A/R) department sends out statements to those parties who have debts to the AS

COLLECTIONS

Receivable Systems

Past-due accounts — Are billed monthly and debtors are expected to make payment upon receipt of the bill. If charges are disputed, they should be resolved promptly with the charging unit which is identified on the billing. An account is generally considered past due if it is not paid by the due date. The vendor receives a minimum of three monthly statements before further collection procedures.

Collection process — When an account becomes past-due, additional collection procedures begin which may include one or more of the following actions:

• Special warning messages on the monthly statement.
• Special collection letters sent separately and in addition to the regular monthly statements.
• Phone calls to debtor.
• Referral of past-due debtors to a credit bureau and/or collection agency.
• Restriction or cancellation of student registration.
• If customer is an employee they may elect to have payments deducted from their payroll check by providing authorization in writing. All deduction procedures are in accordance with applicable state laws and rules.

RETURNED CHECKS

Collection process — All debtors whose checks are returned unpaid by their bank are notified by mail and/or telephone to replace the check immediately and pay the applicable service charge.

Deduction of amounts due — If within ten calendar days after the original notification payment has not occurred (see “Returned Checks, Collection Process” in this section), a letter is sent notifying the debtor that they have until a specified date (ordinarily five working days) to pay or make satisfactory arrangements to pay the amount due, or provide documentation indicating a bank error to the AS Controller.

DEDUCTIONS

The AS Accounting Office is responsible for the billing, collection, and notification of debtors with past-due accounts. If no amounts are payable to the debtor, the following process is followed.

OVERLAPPING PAYMENTS AND DEUCTIONS

Payments on past-due accounts are recorded in a timely manner. However, such timing may result in an overlapping payment or deduction. Adjustments are made at the first available opportunity.

REFUND

A refund is initiated when the debtor makes a duplicate payment in conjunction with the payroll deduction which creates a credit on the account.

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