UNCW Collection Process Linda Padezanin UNC Wilmington
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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. 2
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NC Collection Policy Accounts Receivable 2 Letters sent from
University to Student 30 days apart 1 Letter sent from Attorney
Generals 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 3
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UNCW Collections 4
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Huddle Determine which students are to be placed into
Collection Status. -Process is initiated on the 1 st 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. 5
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Huddle (cont.) UNCW Criteria - 1.Students not registered for
current term who owe a balance 2.Students not registered and
financial aid recalculated 3.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. 6
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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 7
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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 Generals
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
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SOAHOLD CO hold placed on account 9
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TSAAREV Collection Alert 10
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TSAACCT Mark TSAACCT screen with L1 and 99 (99 signifies that
interest will continue to be charged until balance is paid in full)
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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. 12
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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 Generals 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 Generals
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
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TSAACCT Mark TSAACCT screen with L2 and 99 (99 signifies that
interest will continue to be charged until balance is paid in full)
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Conversion Payment Plan Prior to Interest Date: October 30,
2012 Student I.D. # 12345678 Current Mailing Address:
______________________________________________
____________________________________________________________________
Phone Number:
_______________________________________________________ Email
Address: ________________________________________________________
I, John Deadbeat wish to pay my balance of $261.68 as follows:
$87.23 beginning 2/5/13 and monthly thereafter by the 15th of each
month for 3 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. 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 Generals
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 Revenues
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 Generals 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. 15
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TSAACCT Payment plans prior to interest being charged, TSAACCT
screen is marked PS and 09 16
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3 rd 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
10 th day of each month. Allow 30 days for payment, 17
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AG Portal Log in 18
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AG Portal (cont.) Entering students 19
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Attorney General Letter AG Letter 20
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TSAACCT TSAACCT screen is marked AG and 99 21
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3 rd 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. 22
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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. 23
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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
Revenues 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
__________________________________________________ 24
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4 th 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. 25
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TSAACCT TSAACCT screen is marked with the appropriate
collection agency code (WP, WF, TB, AC, NC PR) and 99 26
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NC Dept. of Revenue 27
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Debt Set Off 28
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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 3 rd Thursday between July 1
and December 31. Through our Ubusiness portal, 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. 29
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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
30
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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 31
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Example of Monday report Monday Report ending 2/1/13 32 Student
Accounts Services From:1/28/2013 2/4/2013 9:43:18 AM To:2/4/2013
Weekly Payments by Students in Collection Student NameStudent
#BalanceAmountDateAgencyLast DateBill Code McCauley, Megan
L8503026521,794.00110.001/30/2013Account Control Technology
Inc3/5/2012AC 110.00 Erickson, Laura D8502111200.0033.131/28/2013
AG Simpson, Timelisa A8501528560.001,606.002/1/2013 AG Spake,
Benjamin G8502254000.0055.211/30/2013 AG Woodard, Ann
L8502918180.0045.001/29/2013 AG Woodard, Ann
L8502918180.004.691/29/2013 AG 1,744.03 Burris, Tiffany
S8503022220.0011.001/29/2013 L1 Davis, Hannah
E8503393590.0025.002/3/2013 L1 Duffy, Jason
W8502966130.0011.001/31/2013 L1 Skrba, Mackenzie
J8502856630.003,999.952/2/2013 L1 Tamagno, Adrien
D8503280798,670.82350.001/28/2013 L1 Tamagno, Adrien
D8503280798,670.82377.001/28/2013 L1 4,773.95 Acuff, Alex
E850323486311.1359.811/29/2013 PP Acuff, Alex
E850323486311.131.551/29/2013 PP Acuff, Alex
E850323486311.1338.641/29/2013 PP 100.00 Doyle, Amy
R8503313211,000.00148.001/31/2013 PS Emanuels, Adam
C8501486401,794.23119.621/31/2013 PS Gedney, Sara
M8503201701,923.74101.332/1/2013 PS Horton, Tyrell
R8502396321,049.3760.001/31/2013 PS Johnson, Caitlin
H850346553330.00165.001/28/2013 PS Miller, Jordan
D8502944492,757.7886.181/30/2013 PS Polak, Samantha
L8502999241,142.0050.001/31/2013 PS Simon, Christina
B8501956771,100.00150.002/2/2013 PS Watson, John
A8503231861,033.12129.142/2/2013 PS 1,009.27 Cheek, Mandria
T850097942430.6923.931/31/2013 SE 23.93 Arey, Steven
D8502550070.0025.002/1/2013Todd, Bremer & Lawson,
Inc.7/12/2012TB 25.00 Richter, Krystina
N850227875358.2475.001/31/2013Windham Professionals Inc8/21/2012WP
Richter, Krystina N850227875358.24100.001/31/2013Windham
Professionals Inc8/21/2012WP 175.00 Report
Total:34,687.967,961.18
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. 35
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State Employee Letter #1 Letter to Student 36 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. 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.
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State Employee Letter #2 Letter to Employer 37 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. 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.
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Statute 38 143-553. 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.)
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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. 39
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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. 40
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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.
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