Division of Counting Studies

Returned Checks

Upon notification of a returned check by the University Cashier, a certified letter is mailed to the individual requesting payment to cover the returned check and a $20.00 service charge within thirty days. If the returned check was for tuition, and payment is not received in thirty days, the individual is suspended from class, academic records are frozen, and the individual is not permitted to enroll in future courses or receive transcripts until the obligation is cleared. Follow-up notices are sent at thirty days and sixty days if the returned check is still outstanding. Returned checks remaining outstanding after ninety days. Collection remedies are pursued as specified in the Collection of Accounts Receivable section.

Collection of Accounts Receivable

Amounts billed for contractual agreements, individual tuition and fees, non-credit participant registration fees, and fees for other services rendered are due within thirty days. The Division of Continuing Studies does not charge a late payment fee. Division course offerings are typically twelve weeks in duration with primary registration and fee payment occurring at the first class meeting. In view of the fact that our students are adults with many family and work obligations this might prevent attendance on the first day. We permit enrollment without a financial penalty through the second class meeting. Enrollment beyond the second class meeting is not permitted. Past-due notices are sent thirty days and sixty days to accounts that remain unpaid. On a quarterly basis, a list of accounts receivable is prepared to include all accounts with unpaid balances that are ninety days or more past due. This list will include the following: 1) debtors name and address; 2) social security number, if applicable; 3) a dollar amount; 4) date incurred; 5) reason; 6) status of account. From this list, a determination is made as to the appropriate disposition of these accounts. Past due accounts, ninety days or more, with balances $500 or greater, are referred to the Attorney General's Office. Further collection activity on these accounts will be at the direction of the Attorney General's Office. Accounts of ninety days or more with balances of less than $500 are referred to an outside contracted state collection agency. If collection efforts are unsuccessful after twelve months, these accounts will be withdrawn and written off as uncollectible by the end of the fiscal year. Individuals with past due tuition amounts will have academic records frozen and will not be permitted to enroll in future courses or receive transcripts until the financial obligation is cleared.

Set off Debt Collection Act and State Employees Debt Collection Act

Under the provisions of the Set Off Debt Collection Act, a list of debtors with unpaid balances of $50 or greater and ninety days or more past due is submitted annually to the State Department of Revenue for matching against N.C. income tax refunds. When a match is identified, a notice will be sent, which states the taxpayer's name, social security number, address, and amount of the tax refund. A letter is then sent to the debtor advising that if, within thirty days; 1) the debt is not retired; 2) a satisfactory repayment schedule is not established; 3) a written disagreement of the claim is not received, a request will be made to the N.C. Department of Revenue to disburse the appropriate portion of the tax refund to be applied toward the indebtedness. If no satisfactory response is received from the debtor, the original notice received from the N.C. Department of Revenue is signed, dated, and submitted for payment.

Under the provisions of the State Employees Debt Collection Act, a list of debtors with unpaid balances, regardless of an amount, is submitted annually to the Office of State Budget and Management to cross check with a current list of employees of the State of North Carolina. When a match was identified, a computer generated listing is received, which states the employee by social security number, name, and agency of employment. A letter is then sent to the employee stating the indebtedness and possible actions that may be taken