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Section 5 - Revenue, Income, and Receivables

Section 5.6 - Unredeemed Checks

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

An unredeemed check is one payable to the AS which has been refused by the drawer's bank for any reason and returned to the AS unpaid. Since these checks represent an out-of-pocket loss for the A.S. in services, goods, and often cash, the AS Controller is to pursue a vigorous program of follow up and collection of unredeemed checks in order to minimize losses.

FOLLOW-UP PROCEDURES

Follow-up procedures for unredeemed checks start immediately upon the return of the check from the AS's bank. Procedures are consistent with those used for other delinquent collections and include form letters, personal letters and contacts, phone calls, and other techniques as may be appropriate. Included in the follow-up procedures for unredeemed checks are the financial hold of student records, the use of collection agencies, withholding of pay, and the withdrawal, suspension, or cancellation of continuing services.

OTHER PENALTIES

These penalties are not intended to apply to "innocent" errors, oversights, and unintentional actions by drawers or their banks.

Habitual offenders

Habitual offenders, and those cases where forging, fraud, or other than an unintended oversight seems to be indicated, are reported to the county State's Attorney for appropriate action.

Withdrawal of privileges

The AS Controller is to develop the necessary procedures and mechanics to provide for the withdrawal of check cashing privileges from those persons who are multiple offenders. Other actions which may be taken are to withhold the privilege of registering for a subsequent semester or to require that payments be made in cash or guaranteed remittance such as a money order or bank check. Privileges may be suspended for varying lengths of time depending upon the circumstances.

WRITE-OFF OF UNCOLLECTIBLE CHECKS

The AS Controller has the responsibility for setting procedures and coordinating the write-off of un collectible checks and any other un collectible amounts. Any amount which is written off is charged to the bad debts account of the department which originally received credit for the sale or accepted the check.

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