Responsible Office:   Accounting Office                                                            Effective: November 1, 1993

Purpose  Scope Policy Procedure Form:  Transfer of Student Account Due to Non-Payment Form Instructions "Quick Print" Form     (Print a blank form ready to use in a typewriter or to fill out by hand.)

Effective May 1999, the Transfer of Student Account Due to Non-Payment form is available in "Quick Print" format.

Explains university policies and procedures regarding student debt collection.

Applies to all university departments seeking student debt collection services.

The University Accounting Department will aid billing departments in collecting student debts. Each department head who wishes to use the Accounting Department for collection purposes must formulate collection procedures with the assistance and approval of the Comptroller. Each department using the Accounting Department for collection purposes must file a written statement of their collection procedures with the Comptroller.  Minimum requirements for these procedures are as follows:

1.    Evidence of debt must be documented in writing.

2.    At least two written notices of debt must be forwarded to the debtor's last known address. One of these notices should be forwarded to the student's permanent mailing address.

1.    Transfer of Debt to Accounting for Collection.
 
If an agreement is made to transfer debt collection to the Accounting Department, the Comptroller must be notified of outstanding student debtors via the Transfer of Student Account Due to Non-Payment form provided in this procedure. The form must be accompanied by copies of all correspondence between the debtor and the university department.

Upon transfer of the debt, individual departments may not correspond or take payments from any student debtor referred to the Accounting Department, and all inquiries must be referred to the Comptroller.


2.    Disputed Debts.
 

Each department must be prepared to arbitrate disputed student debts by individual debtors. Each department must designate one departmental employee as a contact person for such arbitration and other matters related to the debtors turned over to the Accounting Department. The name of this person must be furnished in writing to the Comptroller.

Students disputing the billed amounts must notify the Comptroller in writing, stating the basis for his/her dispute. The Comptroller will review the matter with the billing department to ascertain the validity of the debt. Within five working days of receipt of the complaint, the Comptroller's decision will be communicated to the student in writing, with a copy to the billing department. If decided in favor of the student, the debt will be written off.


3.    Collection by Accounting.
 

Upon receipt of the listing of debts owed to various departments, the Accounting Department will take the necessary steps to attain collection. Outstanding debts will be included on student bills for tuition and fees. Student debtors will not be allowed to re-enroll until all debts are cleared. Student transcripts and/or diplomas will be restricted until the debt is cleared. If appropriate, legal action will be taken.

This form is used to notify the Comptroller of outstanding student debtors for collection purposes.

Click here to print a blank Transfer of Student Account Due to Non-Payment form.

Forward the completed form (along with copies of all correspondence between the debtor and the university department) to the Comptroller. Retain a photocopy of the form for departmental files.

The form must be completed by the university department transferring student debt collection to the Accounting Department and must be signed by the department head. The instructions below represent only those items requiring additional clarification.

Note: The department may elect to provide the required information on a student debtor on this form. However, if several student accounts are being transferred to Accounting for debt collection, the department may choose to attach a comprehensive listing of all student debtors with the required information.

5.    Specify the charges giving rise to the student debt (library fine, lost book, parking fine, lost gym equipment, etc.).

7.    Indicate the person to be contacted for any questions involving the student debt, including arbitration of disputed debts.

8.    Indicate the ten-digit university account number to which the collected debt should be deposited.