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UNCW Collection Process. Linda Padezanin. UNC Wilmington. Session Etiquette. Please turn off all cell phones. Please keep side conversations to a minimum. If you must leave during the presentation, please do so as quietly as possible. NC Collection Policy – Accounts Receivable.

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uncw collection process

UNCW Collection Process

Linda Padezanin

UNC Wilmington

session etiquette
Session Etiquette
  • Please turn off all cell phones.
  • Please keep side conversations to a minimum.
  • If you must leave during the presentation, please do so as quietly as possible.
nc collection policy accounts receivable
NC Collection Policy – Accounts Receivable
  • 2 Letters sent from University to Student – 30 days apart
  • 1 Letter sent from Attorney General’s office to Student – Balances over $50.00
  • Enter Student Name and Social Security Number into NC Department of Revenue – Balances over $50.00
  • Send to one of the six state approved collection agencies
  • Place holds on student account to prevent:

a) obtaining transcripts

b) obtaining diplomas

c) registering for classes

huddle
Huddle
  • Determine which students are to be placed into Collection Status.

-Process is initiated on the 1st business day of each month through SSRS, qualifiers are students not registered with a balance.

-Two reports are pulled, one that is less than $50.00, the other for greater than $50.00

-Process is run in Banner and reported in SSRS.

huddle cont
Huddle (cont.)

UNCW Criteria -

  • Students not registered for current term who owe a balance
  • Students not registered and financial aid recalculated
  • A “CO” collection hold is placed on SOAHOLD to prevent the student from receiving diplomas, obtaining transcripts or registering for future classes. Only when balance is a zero can this hold be removed.
first down
First Down
  • Collection Letter #1 is sent to students which allows student 30 days to pay in full or sign up on a payment plan.
  • Followed by a phone call to student, demand full payment, then offer a payment schedule. Depending on the balance, determines how long payment schedule will last. (ex. $1,000- 9-12 months, $1,500-12-18 months. We do not allow students to receive transcripts, diplomas or register for classes with a balance owed, hold on account.
  • Allow 30 days for payment
  • Students are coded “L1”, “99”in TSAACCT
first down letter 1
First Down Letter #1
  • October 12, 2011
  • John Deadbeat
  • 7500 Not Paying Lane
  • Collections, NC 28403
  • Re: 12345678
  • Dear John:
  • Our records indicate that you have an outstanding debt in the amount of $261.68. If you have any questions about this balance or feel it is incorrect, please contact Linda Padezanin at 910-962-4280 immediately. Otherwise, please forward your payment within 30 days to:
  • UNCW
  • 601 S. College Road
  • Wilmington, NC 28403-5926
  • Attn: Linda Padezanin, Student Accounts
  • In accordance with university policy, a hold has been placed on the account, and you will not be allowed to receive transcripts, diplomas, or register for any future classes until the balance has been paid in full.
  • Pursuant to North Carolina G.S. 147-86.23, accounts that are referred to the Attorney General’s Office will incur a onetime late penalty of 10% and monthly interest shall be charged in accordance with G. S. 105-241.1 (i) on all past due balances until paid in full. The current rate of interest is 5% per annum.
  • Thank you for your prompt attention.
  • Sincerely,
  • Kim Lundy
  • Accounting Specialist/Collection Supervisor
soahold
SOAHOLD
  • “CO” hold placed on account
tsaarev
TSAAREV
  • Collection Alert
tsaacct
TSAACCT
  • Mark TSAACCT screen with “L1” and “99” (99 signifies that interest will continue to be charged until balance is paid in full)
second down
Second Down
  • Collection Letter #2 is sent to student which allows student 30 days to make full payment or sign up on a payment plan.
  • Balances greater than $1,500 are sent certified mail.
  • Followed by a phone call to student, demand full payment, then allow a payment schedule. Depending on the balance, determines how long payment schedule will last. (ex. $1,000- 9-12 months, $1,500-12-18 months.
  • Allow 30 days for payment
  • Students are coded “L2”, “99” on TSAACCT screen
  • Balances less than $50.00 are coded for write off at the end of the fiscal year. All holds remain intact until paid in full.
second down letter 2
Second Down Letter #2
  • May 12, 2010
  • John Deadbeat
  • 7500 Not Paying Lane
  • Collections, NC 28403
  • Re: 12345678
  • Dear John:
  • Our records indicate that you have an outstanding debt in the amount of $1,022.95. If you have any questions about this balance, please contact Linda Padezanin at (910) 962-4280 immediately. You may also contact our office to discuss a payment plan. Otherwise, please forward your payment within 30 days to:
  • UNCW
  • 601 S College Road
  • Wilmington, NC 28403-5926
  • Attn: Linda Padezanin, Student Accounts
  • Please be aware this is your final notice, in accordance with university policy, a hold has been placed on your account, and you will not be allowed to receive transcripts, diplomas, or register for any future classes. In addition, your account will be referred to the Attorney General’s Office and/or to a collection agency who will report the account to the credit bureau and debts $50 and over are referred to the North Carolina Department of Revenue for garnishment of tax refunds.
  • Pursuant to North Carolina G.S. 147-86.23, accounts that are referred to the Attorney General’s Office will incur a onetime late penalty of 10% and monthly interest shall be charged in accordance with G. S. 105-241.1 (i) on all past due balances until paid in full. The current rate of interest is 5% per annum.
  • Thank you for your prompt attention.
  • Sincerely,
  • Kim Lundy
  • Accounting Specialist II/Collection Supervisor
tsaacct1
TSAACCT
  • Mark TSAACCT screen with “L2” and “99” (99 signifies that interest will continue to be charged until balance is paid in full)
conversion payment plan prior to interest
Conversion – Payment Plan – Prior to Interest
  • Date: October 30, 2012
  • Student I.D. # 12345678
  • Current Mailing Address: ______________________________________________
  • ____________________________________________________________________
  • Phone Number: _______________________________________________________
  • Email Address: ________________________________________________________
  • I, John Deadbeatwish to pay my balance of $261.68as follows:
  • $87.23 beginning 2/5/13and monthly thereafter by the 15th of each month for 3months until paid in full. I understand that I can pay more if I wish.
  • I understand it is my responsibility to make sure payments have been sent in accordance with the terms of this contract. No statement or payment coupon will be provided. It has been explained to me that if payments are not received by the due date, my account will be accelerated to the Attorney General’s Office and/or to a collection agency. In the event of default, I understand that in accordance with State Policy, my personal information will be entered into the NC Department of Revenue’s website for garnishment of future tax money. I also understand that if I default, pursuant to North Carolina G.S. 147-86.23, accounts that are referred to the Attorney General’s Office will incur a onetime late penalty of 10% and monthly interest shall be charged in accordance with G. S. 105-241.1 (i) on all past due balances until paid in full. The current rate of interest is 5% per annum
  • By providing the above referenced address, phone number and email address you consent to be contacted by UNCW or any other agency on behalf of UNCW.
  • I understand no additional transcripts, diplomas or the ability to register for future classes will be allowed until my account is paid in full.
  • Student signature ________________________________________(Seal)
  • Date signed ____________________________________________
  • Student Accounts Rep. ___________________________________
  • Date __________________________________________________
  • This is important to have the (Seal) placed behind their signature.
tsaacct2
TSAACCT
  • Payment plans prior to interest being charged, TSAACCT screen is marked “PS” and “09”
3 rd down and long
3rd Down and Long
  • For balances that are owed more than $50.00. Enter the information into the Dept. of Justice portal to have a letter sent, include the late penalty as well as interest.
  • Interest (.00417%) and a one time late fee penalty (10%) is added to the account through an automated custom process, when the account is coded “AG”, “99” on the TSAACCT screen. The late penalty is immediately charged when the account is coded “AG”. We assess our interest on the 10th day of each month.
  • Allow 30 days for payment,
ag portal
AG Portal
  • Log in
ag portal cont
AG Portal (cont.)
  • Entering students
tsaacct3
TSAACCT
  • TSAACCT screen is marked AG and 99
3 rd down conversion
3rd Down Conversion
  • Payment Schedule - Depending on balance determines how long payment schedule will last. (ex. $1,000- 9-12 months, $1,500-12-18 months. NO transcripts, diplomas or registering for classes with a balance owed.
  • If student signs up for a payment plan after they have received the Attorney General letter, interest will continue to accrue until the balance is paid in full.
payment plan after attorney general
Payment Plan after Attorney General
  • TSAACCT screen is marked “PP” and “99”, which signifies in the process that the account is to be charged interest while on the payment plan.
payment plan after ag letter
Payment Plan after AG Letter
  • Date: March 1, 2013
  • Student ID#: 123456789
  • Current Mailing Address: ______________________________________________
  • ____________________________________________________________________
  • Phone Number: _______________________________________________________
  • Email Address: ________________________________________________________
  • I, John Deadbeat, wish to pay my balance of $694.00 as follows:
  • $115.66 beginning 3/7/13 and monthly thereafter by the 15th of each month for 6 months until paid in full. I understand that I can pay more if I wish.
  • I understand it is my responsibility to make sure payments have been sent in accordance with the terms of this contract. Pursuant to North Carolina G.S. 147-86.23, a one time late penalty of 10% and monthly interest shall be charged in accordance with G. S. 105-241.1 (i) on all past due balances until paid in full. The current rate of interest is 5% per annum. If payments are not paid according to this schedule I understand that my account will be accelerated to a Collection Agency as well as my personal information will be entered into the NC Department of Revenue’s website for garnishment of future tax money.
  • By providing the above referenced address, phone number and email address you consent to be contacted by UNCW or any other agency on behalf of UNCW.
  • I understand no additional transcripts, diplomas or the ability to register for future classes will be allowed until my account is paid in full.
  • Student signature ________________________________________ (Seal)
  • Date signed ____________________________________________
  • Student Accounts Rep. ___________________________________
  • Date __________________________________________________
4 th down
4th Down
  • Account is prepared to go to one of the state approved collection agencies
  • Contact is attempted prior to sending the account
  • Our process is automated at entering the information into the portal for debt set off. Any account that is coded with the collection agency codes (WP, WF, TB, AC, NC, PR) regardless of the delinquency code, their balance will be uploaded into the portal and reported to NCDOR.
tsaacct4
TSAACCT
  • TSAACCT screen is marked with the appropriate collection agency code (WP, WF, TB, AC, NC PR) and 99
nc dor
NC DOR
  • We report to the NC Department of Revenue weekly on Thursdays between January 1 and June 30.
  • We report to the NC Department of Revenue monthly on the 3rd Thursday between July 1 and December 31.
  • Through our Ubusinessportal, a disk is created that will have all of the students who owe more than $50.00 to UNCW. This disk will also include students who owe Perkins Loan Money that is past due.
payments
PAYMENTS
  • We accept VISA or MasterCard payments over the phone or in person, with no convenience fee to the student. When balance is paid in full with a credit card, the “CO” hold is immediately removed.
  • Accounts that are paid by check will have their hold removed depending on how they paid by check –
    • Electronic check through Touchnet – hold is not removed for 10 business days (this is tracked through my Microsoft outlook calendar)
    • Paper checks – hold is not removed for 30 business days (this is also tracked through my Microsoft outlook calendar)
    • If student can provide a hard copy that the check has cleared their bank, then I will remove the hold
monday report
Monday Report
  • Each Monday, I pull a report that will summarize what was collected the previous 7 days. The report is broken down into the bill code categories that track where the money is being received from
example of monday report
Example of Monday report
  • Monday Report ending 2/1/13
money received breakdown
Money Received Breakdown
  • I also track from the Monday Report how the student paid, cash, check, webcheck, credit card.
slide35
OSBM
  • At the end of every quarter, we run a process that will list every student who owes a balance in debt set off. This report is then sent to the OSBM by email which is password protected. They will then run a comparison to their database and the output will be students who owe a balance that work for a state agency.
  • Report is received by OSBM by fax and a letter is sent to the student. If the student does not respond, a letter is then sent to the students’ employer, along with a copy of the Statute.
  • Students will generally set up on a payment plan prior to the letter being sent to the employer, we have a few that have their paychecks drafted, equal to 10% of their net pay.
state employee letter 1
State Employee Letter #1

Letter to Student

N.C.G.S. § 143-553 provides that employees of the State, who owe money to the State, must make full restitution of the amount owed as a condition of continuing employment. It has come to our attention that you are employed by New Hanover County Schools and are delinquent in repaying a debt owed to the University of North Carolina Wilmington.

Your past due account must be paid immediately. Your past due Student Account balance is $6,931.42. If you do not pay this account in full or make arrangements for repayment of this debt, your employer will be notified and appropriate action will be taken in accordance with the law. You can avoid this action by contacting Linda Padezanin at 910-962-4280 no later than May 15, 2012.

state employee letter 2
State Employee Letter #2
  • Letter to Employer

N.C.G.S § 143-553 provides that employees of the State, who owe money to the State, must make full restitution of the amount owed as a condition of continuing employment. This statute is enclosed for your review.

It has come to our attention, that Ms. Brewton is employed by Cleveland County Schools. Ms. Brewton has been advised of the delinquency of this debt by this office and she has been notified by the North Carolina Department of Justice that if satisfactory repayment is not made on the account then her employer will be notified.

This letter is to notify you of the delinquent account owed by Ms. Brewton and to ask you to immediately begin termination of this employee if she does not enter into a satisfactory repayment agreement with this office. Once the repayment agreement is made between our office and Ms. Brewton, she can authorize in writing within 30 days that the Cleveland County Schools may deduct payments of not less than 10% of her net disposable earnings each pay period starting immediately until this debt is paid in full.

If you have any questions regarding this matter please contact Linda Padezanin at 910-962-4280. Thank you for your attention to this matter.

statute
Statute
  • Statute

§ 143-553. Conditional continuing employment; notification among employing

entities; repayment election.

(a) All persons employed by an employing entity as defined by this Part who

owe money to the State and whose salaries are paid in whole or in part by State funds

must make full restitution of the amount owed as a condition of continuing

employment; provided, however, that no employing entity shall terminate for failure to

make full restitution the employment of such an employee who owes money to the

University of North Carolina Health Care System for health care services.

(b) Whenever a representative of any employing entity as defined by this Part has

knowledge that an employee owes money to the State and is delinquent in satisfying this

obligation, the representative shall notify the employing entity. Upon receipt of

notification an employing entity shall terminate the employee's employment if after

written notice of his right to do so he does not repay the money within a reasonable

period of time; provided, however, that where there is a genuine dispute as to whether

the money is owed or how much is owed, or there is an unresolved issue concerning

insurance coverage, the employee shall not be dismissed as long as he is pursuing

administrative or judicial remedies to have the dispute or the issue resolved.

(c) An employee of any employing entity who has elected in writing to allow not

less than ten percent (10%) of his net disposable earnings to be periodically withheld for

application towards a debt to the State shall be deemed to be repaying the money within

a reasonable period of time and shall not have his employment terminated so long as he

is consenting to repayment according to such terms. Furthermore, the employing entity

shall allow the employee who for some extraordinary reason is incapable of repaying

the obligation to the State according to the preceding terms to continue employment as

long as he is attempting repayment in good faith under his present financial

circumstances, but shall promptly terminate the employee's employment if he ceases to

make payments or discontinues a good faith effort to make repayment. (1979, c. 864, s.

1; 2007-306, s. 2.)

write offs
Write-Offs

UNCW follows the following policy regarding write-offs

  • Balances less than $50.00 written off at the end of the fiscal year.
  • Balances greater than $50.00 need to be older than 2 years
  • Debts that are greater than $50.00 but less than $400 need to have been assigned with 1 collection agency
  • Debts over $400 need to have been assigned with 2 collection agencies.
overtime
Overtime
  • Holds remain on student account until the balance is paid in full. Even if they have been written off. No transcripts, diplomas or readmission is allowed until the account balance is paid in full.
  • They remain in debt set off as well until balance is zero.
collection practices
Collection Practices
  • FDCA (Fair Debt Collection Practices Act) is followed at all times.
  • Disputes are handled by a neutral party within the university.
  • Bankruptcy – all collection efforts stop with a bankruptcy notification. (includes removal of holds as well as removal from debt set off). If bankruptcy discharged, balance is written off, if bankruptcy is dismissed, hold is placed and entered back into debt set off and collection activity proceeds as normal.