Student Accounts Receivable

Directive Statement

Departments should develop guidelines in the management of student, staff or faculty receivables. These guidelines should protect university resources and ensure that management goals and objectives are achieved. As a minimum they should include:

• Written policies and procedures for the recording and collection of accounts receivable
• Adequate internal controls to assure the proper separation of duties and safeguarding of assets
• A reporting system that accurately reports information
• Ability to determine compliance with policies, plans, procedures, laws, and regulations.

The University contracts with third party collection agencies, selected through a Request for Proposal (RFP) process for the collection of past due charges and defaulted loans.  Use of an agency other than those listed below should be documented with the approval of Procurement and University Counsel.

Reason for Directive

Past due accounts may be reported to the major credit reporting agencies and/or placed with a collection agency with additional collection costs and collection fees added, increasing the amount owed. See University Regulation 6C1-3.3076(20).

Who must comply?

All University Departments.

Collection Agencies

Information on how to contact the collection agencies may be obtained by calling Bursar, Collection Department at 352-392-0766.

The department accepts the responsibility of performing any contract monitoring, such as obtaining current bond insurance, for contracted collection agencies outside of the ones below.

• Account Control Technology, Inc.
• Alltran Educational Inc.
• Cedar Financial
• Coast Professional, Inc.
• Continental Service Group (dba Conserve)
• Delta Management Association, Inc.
• General Revenue Corporation
• National Collection Systems (dba National Credit Management)
• Penn Credit Corporation
• Recovery Management Systems (RMS)
• Regional Adjustment Bureau Inc.
• Schuerger Law Firm
• Todd, Bremer and Lawson
• Williams and Fudge Inc.
• Windham Professional Inc.

Procedures

Departments are required to conduct a periodic review of aged accounts receivable.  Delinquent accounts, that are not satisfied after the University has exercised a reasonable collection effort, may be placed with a University contracted billing service. The billing service will report delinquent student account charges due to credit bureaus.  Delinquent accounts are also placed with third party University contracted collection agencies for action, which may result in litigation on behalf of the University.

If for any reason a student has delinquent accounts, the university shall temporarily suspend further academic progress of the student by placing a financial hold on the student’s account until the account has been satisfied.  The hold will:

• Prevent the release of grades, schedules, transcripts, registration, diplomas, loans, and
• Prohibit the use of university facilities and/or services, and
• Deny admission to university functions and athletic events.

The University reserves the right to require that settlement of certain delinquent accounts, including those debts for which the student’s records have a financial hold, be in the form of payment by cashier’s check or money order.

Contacts

Bursar Collection Department: (352) 392-0766

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