2.08 Collection of Accounts Receivable

Last Revised: 9 March 2020

Refer Questions to: Director, Financial Services

Scope

This policy applies to students and to all offices and divisions of Gallaudet University.

Policy

In order to provide for the financial strength and continued solvency of the University, Gallaudet must vigorously pursue the collection of all accounts receivable. If necessary, outstanding accounts will be referred to a collection agency and/or to legal counsel.

Students are responsible for arranging financing and payment of their bills. As a precautionary measure, all students are required to sign a promissory note at registration. All registration charges to students are due and payable at the time of registration. If students are unable to pay all charges at the time of registration, the University requires them to sign a promissory note. However, any amounts due from a prior term must be paid before the student is granted permission to register for a subsequent term. Students who are unable to pay off prior balances because of a major, unexpected financial emergency may appeal to the Financial Appeals Committee for additional time to pay off their balances. However, the committee has sole discretion in approving or rejecting those appeals. The decision of the committee is final.

Charges for which a student has a written vocational rehabilitation (VR) authorization are credited to the student and billed to the VR agency. Formal written authorizations from foreign governments or agencies are treated like those from the United States for billing purposes. Any amounts billed to an agency which are not accepted for payment are charged to the student’s account and the student must pay the unmet portion or the account will be sent to a collection agency and/or legal counsel.

Approved by: Gallaudet University Board of Trustees

Procedures

1. The Office of the Chief Financial Officer has primary responsibility for implementing the necessary controls and procedures for the successful collection of all accounts receivable.
2. In the event a student with an amount past due does not attempt to register or is denied registration:
   1. The student will be notified in writing that his/her account is past due and that payment is required within 30 days.
   2. If payment is not received by the end of 60 days from the initial notification, the student will be informed in writing that payment must be received within 15 days or the account will be turned over to a collection agency and/or legal counsel will be retained to assist with the collection;
   3. If payment is not received within 75 days from initial notification, the account will be turned over to a collection agency and/or legal counsel will be retained to assist with the collection.
3. Perkins Loans are collected in accordance with procedures and regulations issued by the U.S. Department of Education. Any amounts due to Gallaudet under similar special projects are collected according to regulations governing those programs.
4. In the event a student receives payment from Gallaudet sources (other than payroll) while still owing for registration or other charges, such payments are first applied to the student’s account.
5. Other units having accounts receivable responsibility, such as the bookstore, summer programs, and Gallaudet Press, must submit written collection procedures to the Chief Financial Officer for approval.
6. Approved procedures must be followed for all collections. Any alternative procedures must be approved in writing by the Chief Financial Officer.