A.    Procedures

1.    Collection of Debts Owed to UNCW by State Employees.

a.    Notification to Office of State Budget and Management.

The Director of Accounting has been designated as the individual who will maintain a master file of debtors and shall submit a list of all debtors to the Office of State Budget and Management on May 1 and December 1 of each year.

b.   Notification to Employee's Supervisor.

The Director of Human Resources shall contact the employee's supervisor and provide the following information:

1. Cite the law under which the request for action is made.
2. Give the debtor's name, amount owed, and the reason for the debt.
3. Request that a written notice be sent to the employee stating that full restitution of the amount owed is a condition of continued employment.
4. Indicate the acceptable conditions for continued employment as outlined in Policy statement 2.

c.   Action Taken.

The Accounting Office shall notify the Office of State Budget and Management of the action taken by UNCW.

d.   Tickler File

The Accounting Office shall maintain a tickler file on all unresolved debts and review periodically for non-payment.

2.    Collection by UNCW of Debts Owed to Other State Agencies by UNCW Employees.

a.    Notification to University Human Resources Department.

The Accounting Office shall transmit to the Director of Human Resources all debt notices received concerning UNCW employees.

b.    Notification to Employee's Supervisor

The Director of Human Resources shall write the employee's supervisor, outlining the options available to the employee.

c.    Termination Proceedings

If acceptable arrangements have not been made as outlined in Policy statement 2, the supervisor shall begin termination proceedings, by giving the appropriate two-week notice.

d.    Supporting Documentation

Copies of all correspondence relating to a debt collection notice must be given to the appropriate Vice Chancellor, as well as placed in the employee's personnel folder.