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Business Procedures Manual

10.7 Appendices

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10.7.1 Past Due Notices – Employees and the General Public

Past Due Stamp

PAST DUE
This bill is 60 days overdue;
prompt payment will be appreciated.

Interim Notice Letter

4TH NOTICE
Peachtree State University
Peachtree City, Georgia

Date March xx, 2005

Once again we call to your attention your account, which has a long overdue balance of $___________ representing charges billed through ___________________________. While we have received no reply to our previous notices, we are still assuming that you are interested in the settlement of your account. If you are unable to send your remittance by return mail, it will be to your advantage to write or call us immediately to make arrangements necessary to clear this balance, in order that we will not be forced to suspend further credit and take legal steps to effect a collection.

Very truly yours,

Final Notice Letter

FINAL NOTICE
Peachtree State University
Peachtree City, Georgia

Date April xx, 2005

This notice is in reference to your delinquent account balance of $___________ representing charges billed through _______________________. As all ordinary means used for collection of your account in a normal manner have failed to bring the desired results, we are notifying you that unless this balance is paid in full or suitable arrangements are made within ten days, we will suspend further credit and take legal steps to effect a collection.

Very truly yours,

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10.7.2 Past Due Notices – Student Bills

Past Due Stamp

PAST DUE This bill is 60 days
overdue; prompt payment
will be appreciated.

Final Notice Letter

FINAL NOTICE
Peachtree State University
Peachtree City, Georgia 300000
Date September xx, 2004
Student Name
Address
Dear _________________:

We would like to call to your attention that your account with the (Specify department or office as appropriate), Peachtree State University, has an overdue balance as shown below. If this balance is not paid by (date), a restriction of services will be placed on your account, which will prevent you from having access to transcripts, registering for additional classes, or graduating until the receivable is paid. If you are unable to pay this account because of financial difficulties, we urge you to seek advice or assistance from the Financial Aid Office at (address and phone), or other source.

If you have any questions regarding your account, or if you wish an administrative review to consider any contentions you may have that all or some portion of the balance is not due, please contact [person(s)], before whom review will be held.

Sincerely,


Due: (account) Bill No. Amount: $

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10.7.3 Sample Bad Check Demand Letter

(Date)
(Name of Check Writer)
(Address of Check Writer)
Dear:

Our records show that you have not responded to our (letter, conversation, telephone conversation) regarding your check number, dated. That check was made payable to Peachtree State University and was returned to us by (Name of Bank). We are prepared to proceed to a court of law unless payment on the amount below is received within 30 days of the date of this demand.

Amount of check $.
Returned check fee $.
Total to be paid $.

According to the Official Code of Georgia Annotated, Section 13-6-15, any person who writes a bad check or any order for payment of money that is dishonored for lack of funds is civilly liable and can be sued for double the amount of the check or $500, whichever is greater, plus the amount of the check and court costs. You will also be liable for a service charge in the amount of $30.00 or 5% of the face amount of the face amount of the check, whichever is greater.

IMMEDIATE COURT ACTION: Our court action against you will be in the amount of $ .

or

ESTABLISHED COLLECTION EFFORT: Unless payment of the amount specified above is received within 30 days of the date of this demand, the amount you owe the Peachtree State University , including punitive damages, will be in the amount of $ . Please mail your payment promptly to:

(Address)
You should be aware that these damages are allowed by law in a CIVIL action and do not take the place of any criminal prosecution that may be imposed by local law enforcement officials.

Sincerely,
(Signature)
Send certified mail, return receipt requested.

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10.7.4 Collection Efforts

Table 1 – Employees and the General Public

Actions Required to be Taken

Activity 2nd Billing (Copy of Original) 3rd Billing (Past Due Stamp) Dunning Letter (Fourth Notice) Stronger Dunning Letter (Final Notice) Referral to Collection Agency
Days since Payment Due 30 days 60 days 90 days 120 days 180 days
           
Amount of Bill          
Up to $100 X X      
$100 - $300 X X X    
Over $300 X X X X X

Table 2 – Inactive Students

Actions Required to be Taken

Activity 2nd Billing (Copy of Original) 3rd Billing (Past Due Stamp) Dunning Letter   Referral to Collection Agency
Days since Payment Due 30 days 60 days 90 days   180 days
           
Amount of Bill          
Up to $100 X X      
$100 - $300 X X X    
Over $300 X X X   X

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10.7.5 Accounts Receivable Report for Vice Chancellor for Fiscal Affairs

Accounts Receivable sample spreadsheet

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10.7.6 Sample Request for Write-off

SAMPLE

Peachtree State University
Listing of Accounts Receivable of $3,000 or Less
Request for Write-off

Name and Address Amount Previous Write-Off Debt Description Comments
John H. Doe
462 Amos Circle
Atlanta, GA 30331
$250.00 No Student Fees No response to last three attempts. Referred to collection agency 5-31-xx.
Mary S. Jones
1964 Rock Bridge Rd.
Augusta, GA 30910
$500.00 No Dormitory Rent Deceased.
Ronald A. Jones
4252 Allen Lane
Savannah, GA 31404
$66.00 No Student Activity Fee Moved. No current address available. Two attempts made.
Morris L. Cates
3476 Overlook
Stone Mtn., GA 30083
$1,500.00 No Vendor Payment not received Four attempts – referred to collection agency 5-31-xx. Prior year receivable.

I have reviewed the above listing and the attending documentation of collection attempts. I approve the request to write-off these accounts receivable under the statutory provisions contained in Senate Bill 73 (O.C.G.A Section 50-16-18) enacted by the 2003 General Assembly.

Date: June 30, 20xx                     Approved: _____________________________
                                                                       Chief Business Officer
                                                                       Peachtree State University

Date: ______________                  Approved: _____________________________
                                                                       Georgia State Accounting Office

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10.7.7 Sample Request for Establishment of Reserve

SAMPLE

Peachtree State University
Listing of Uncollectable Accounts Greater Than $3,000
Request for Establishment of Reserve

Name and Address Amount Previous Write-Off Debt Description Comments
John H. Doe
462 Amos Circle
Atlanta, GA 30331
$3,500.00 No Student Tuition and Fees No response to last three attempts. | Referred to Collection agency mm/dd/yyyy
Mary S. Jones
1964 Rock Bridge Rd
Augusta, GA 30910
$3,400.00 No Dormitory Rent Deceased.
Morris L. Cates
3476 Overlook
Stone Mtn., GA 30083
$4,500.00 No Vendor Payment not received No response to last four attempts. Referred to Collection agency mm/dd/yyyy

I have reviewed the above listing and the attending documentation of collection attempts. I approve the request to establish a reserve for uncollectables as directed by Section 10.0 Accounts Receivable.

Date: June 30, 20xx                     Approved: _____________________________
                                                                       Chief Business Officer
                                                                       Peachtree State University

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