Transcript old.northcarolina.edu

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.
2
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
3
UNCW Collections
4
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.
5
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
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
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
8
SOAHOLD
• “CO” hold placed on account
9
TSAAREV
• Collection Alert
10
TSAACCT
• Mark TSAACCT screen with “L1” and “99” (99 signifies
that interest will continue to be charged until balance is
paid in full)
11
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
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
13
TSAACCT
• Mark TSAACCT screen with “L2” and “99” (99 signifies
that interest will continue to be charged until balance is
paid in full)
14
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 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.
15
TSAACCT
• Payment plans prior to interest being charged,
TSAACCT screen is marked “PS” and “09”
16
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,
17
AG Portal
• Log in
18
AG Portal (cont.)
• Entering students
19
Attorney General Letter
AG Letter
20
TSAACCT
• TSAACCT screen is marked AG and 99
21
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.
22
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
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 __________________________________________________
24
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.
25
TSAACCT
• TSAACCT screen is marked with the appropriate
collection agency code (WP, WF, TB, AC, NC PR) and 99
26
NC Dept. of Revenue
27
Debt Set Off
28
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 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
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
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
Example of Monday report
• Monday Report ending 2/1/13
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 Name
Student #
Balance
McCauley, Megan L
850302652
1,794.00
850211120
850152856
850225400
850291818
850291818
0.00
0.00
0.00
0.00
0.00
850302222
850339359
850296613
850285663
850328079
850328079
L1
850323486
850323486
850323486
PP
850331321
850148640
850320170
850239632
850346553
850294449
850299924
850195677
850323186
PS
850097942
SE
850255007
TB
850227875
850227875
WP
Report Total:
0.00
0.00
0.00
0.00
8,670.82
8,670.82
AC
Erickson, Laura D
Simpson, Timelisa A
Spake, Benjamin G
Woodard, Ann L
Woodard, Ann L
AG
Burris, Tiffany S
Davis, Hannah E
Duffy, Jason W
Skrba, Mackenzie J
Tamagno, Adrien D
Tamagno, Adrien D
Acuff, Alex E
Acuff, Alex E
Acuff, Alex E
Doyle, Amy R
Emanuels, Adam C
Gedney, Sara M
Horton, Tyrell R
Johnson, Caitlin H
Miller, Jordan D
Polak, Samantha L
Simon, Christina B
Watson, John A
Cheek, Mandria T
Arey, Steven D
Richter, Krystina N
Richter, Krystina N
311.13
311.13
311.13
1,000.00
1,794.23
1,923.74
1,049.37
330.00
2,757.78
1,142.00
1,100.00
1,033.12
430.69
0.00
358.24
358.24
34,687.96
AmountDate
110.00
110.00
33.13
1,606.00
55.21
45.00
4.69
1,744.03
11.00
25.00
11.00
3,999.95
350.00
377.00
4,773.95
59.81
1.55
38.64
100.00
148.00
119.62
101.33
60.00
165.00
86.18
50.00
150.00
129.14
1,009.27
23.93
23.93
25.00
25.00
75.00
100.00
175.00
7,961.18
Agency
1/30/2013Account Control Technology Inc
Last Date
3/5/2012
Bill Code
AC
1/28/2013
2/1/2013
1/30/2013
1/29/2013
1/29/2013
AG
AG
AG
AG
AG
1/29/2013
2/3/2013
1/31/2013
2/2/2013
1/28/2013
1/28/2013
L1
L1
L1
L1
L1
L1
1/29/2013
1/29/2013
1/29/2013
PP
PP
PP
1/31/2013
1/31/2013
2/1/2013
1/31/2013
1/28/2013
1/30/2013
1/31/2013
2/2/2013
2/2/2013
PS
PS
PS
PS
PS
PS
PS
PS
PS
1/31/2013
SE
2/1/2013Todd, Bremer & Lawson, Inc.
1/31/2013Windham Professionals Inc
1/31/2013Windham Professionals Inc
7/12/2012
TB
8/21/2012
8/21/2012
WP
WP
32
Money Received
WEEK
ENDING
7/6/2012
7/13/2012
7/20/2012
7/27/2012
July '12
TOTAL
AMOUNT
$
$
$
$
LETTER
##
LTRS
L1 $
# L1
L2 $
# L2
AG
# AG
$
$
$
$
P/S
# P/S
COLL.
AGENCY
N/S - FAC.
# AGCY LIBRARY # LIB WRITE OFF # W/O
Barlow
# State
# Barlow State Emp Emp
5,074.96
5,818.20
2,871.25
6,575.51
$
$
$
$
-
0
0
0
0
$623.17
$ 15.00
$ 50.00
$
-
1
1
1
0
$ 36.00
$ 48.00
$ 60.00
$
-
2
3
2
0
$2,576.29
$ 515.00
$ 174.50
$1,147.87
10
7
6
5
1,347.17
2,516.30
1,369.59
5,314.64
11
12
12
11
$ 50.00
$ 1,991.97
$ 653.17
$ 45.00
1
9
10
1
$
$
$ 50.00
$ 18.00
0
0
1
1
$ 10.36
$398.60
$262.27
$
-
1
4
4
0
$334.64
$333.33
$150.00
$ 50.00
4
1
3
1
$ 97.33
$
$101.72
$
-
1
0
1
0
$ 20,339.92
$
-
0
$688.17
3
$144.00
7
$4,413.66
28 $ 10,547.70
46
$ 2,740.14
21
$ 68.00
2
$671.23
9
$867.97
9
$199.05
2
33
Money Received Breakdown
• I also track from the Monday Report how the student
paid, cash, check, webcheck, credit card.
Date
7/6/12
7/13/12
7/20/12
7/27/12
8/3/12
8/10/12
8/17/12
8/24/12
8/31/12
9/7/12
9/14/12
9/21/12
9/28/12
10/5/12
10/12/12
10/19/12
10/26/12
11/2/12
11/9/12
11/16/12
11/23/12
11/30/12
12/7/12
12/14/12
12/21/12
12/28/12
1/4/13
1/11/13
1/18/13
1/25/13
2/1/13
TOTAL
Cash
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
5,024.96
3,427.63
2,168.08
6,530.51
4,669.36
2,636.42
6,488.54
4,790.53
2,369.56
2,863.94
5,273.56
9,809.98
8,895.00
4,626.97
4,520.85
11,795.40
9,115.13
8,229.57
19,553.32
5,831.17
4,741.16
6,860.39
7,066.75
17,118.94
4,980.60
784.22
9,274.41
9,687.18
9,078.40
3,755.63
9,130.14
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
211,098.30 $
5.00
25.00
50.00
60.00
60.84
66.75
125.44
266.70
310.10
62.50
45.08
66.70
10.00
425.00
165.04
200.00
474.69
30.08
2,835.00
810.96
502.54
984.50
1,666.00
Check
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
9,247.92 $
745.83
982.95
712.50
6,267.33
601.99
1,403.17
3,394.91
968.48
1,745.34
1,677.87
1,094.11
4,526.92
5,669.53
1,553.19
1,970.32
4,470.26
6,650.06
6,746.40
8,471.13
2,447.28
2,223.73
2,314.66
3,863.32
7,822.73
563.34
784.22
4,480.08
2,013.13
2,766.29
576.31
4,602.05
Credit Cards
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
2011-2012
2010-2011
2009-2010
4,274.13
2,419.68
1,405.58
203.18
4,067.37
1,233.25
3,093.63
3,761.21
624.22
1,186.07
4,112.70
5,157.62
2,958.77
2,763.68
2,488.03
7,280.06
2,398.37
1,473.17
11,082.19
2,958.89
2,352.39
4,345.73
2,728.74
9,296.21
4,387.18
1,959.33
6,863.09
5,809.57
2,194.82
2,862.09
94,109.43 $ 107,740.95 $203,079.71 $ 231,084.12 $ 178,137.55
34
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
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.
36
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 910-9624280. Thank you for your attention to this matter.
37
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.)
38
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
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
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.
41
Questions
42