1 BUSINESS POLICIES AND PROCEDURES MANUAL FINANCE POLICY Definition Immediate Payment Each University department administering accounts receivable is responsible for following University and state of Washington regulations for documenting monies owed and monies actually received. Receivables are defined as amounts due, which are expected to be collected from private persons, businesses, agencies, funds, or other governmental units. Whenever possible, a vendor department is to collect payment at the time goods or services are provided to non-university clients. The Controller's Office specifically recommends that vendor departments immediately collect payment for the following types of transactions: Sales for goods or services costing less than $5.00. Sales to customers with accounts more than 30 days past due. Computer System The University's official Financial Receivables System (Student Financial System in zzusis) provides automated receivables processing for University departments. See for information about accessing and using the Student Financial System (zzusis). If zzusis does not meet the business requirements of a department, the department may request that the Controller's Office approve the use of an independent receivables system. Applicability The following procedures apply to all University departments providing goods and services to non-university clients on a credit basis. NOTE: For purposes of this procedure, the term "non-university client" includes: Any WSU student, staff, or faculty member making a personal purchase, and Any external client. BILLING/COLLECTION SYSTEM Invoicing At the time of the sale, the vending department issues a sequentially-numbered invoice to the client. Zzusis users issue WSU Invoices. Other departments must use invoice forms which have been approved by the Controller.
2 FINANCE BUSINESS POLICIES AND PROCEDURES MANUAL Invoicing (cont.) Establishing a Customer All payments are to be mailed directly to the University Receivables/Cashiers Office. Departments may not change the "Make checks payable and remit to" address section at the bottom of the form. Payments are to be mailed to. The client should include a copy of the invoice to ensure proper posting of the payment when received. When a customer first purchases from the vending department, the vending department provides the following information to : Customer name. Customer address. The customer's social security number or tax ID number. The customer's classification code. Codes and definitions are as follows: Definition Code Private persons or businesses 0 Federal government 1 State of Washington agencies (except WSU) 2 Other foreign, state, or local governments 3 Recording Receivables The vendor department must maintain a written record (subsidiary ledger) of outstanding receivables. This ledger is to be maintained and updated on an open-item basis, i.e., an entry must be included for each outstanding amount due. NOTE: Zzusis provides this ledger for user departments. The vendor department record must include the following information for each receivable: Name of debtor. The debtor's WSU Customer ID Number (provided by ). Description of each outstanding charge and/or credit. Invoice number.
3 BUSINESS POLICIES AND PROCEDURES MANUAL FINANCE Recording Receivables Date of invoice. (cont.) Invoice due date. Amount of each charge or credit. The WSU fund code. The vendor department should periodically purge the ledger of items which are no longer outstanding, moving items which have been paid to a historical file for retention purposes. Payment Due Dates The vendor department routinely notifies clients when payments are due. The department issues an invoice at the time the goods and services are provided or prior to an installment payment coming due. The invoice indicates the date payment is due or indicates that payment is due upon receipt of the invoice. Long-Term Receivables The vendor department must obtain the Controller's specific approval before establishing due dates more than 12 months from the current date. PAST-DUE AND The vendor department is responsible for vigorous pursuit of all DELINQUENT ACCOUNTS past-due and delinquent receivables. Past Due Accounts Accounts with unpaid balances 1 to 90 days past the due date are considered past due. The department is to issue a minimum of two reminder notices between 30 and 90 days after the bill becomes past due. (Notices to debtors with account balances of less than $5 are not required.) These notices request immediate payment of the outstanding balance and notify the debtor of additional actions which may be taken if the debt is not paid. When warranted, the vendor department should make additional collection efforts, e.g., telephone contacts. Collection Delinquent Accounts Accounts with unpaid balances more than 90 days past the due date are considered delinquent and are subject to collection procedures. Collection procedures include intensive efforts to recover amounts owed. (Collection procedures are not required on accounts with a remaining balance of less than $25.)
4 FINANCE BUSINESS POLICIES AND PROCEDURES MANUAL Collection Area The vendor department may refer uncollected receivables to the Collection Area of when: An account is 90 days or more past due, and The appropriate past-due notices have been sent, and The amount is at least $25. NOTE: This service is automatically provided for invoices which are processed through zzusis. Once an account has been referred to the Collection Area, departmental efforts to collect the money should cease. Double collection efforts may be considered as harassment of the debtor. The vendor department is to refer all subsequent debtor contacts to the Collection Area. Collection Area Actions Actions by the Collection Area may include, but are not limited to: Sending additional notices and making telephone contacts. NOTE: When a receivable is collected 150 days or more past the due date, the Collection Area charges the vendor department a collection fee of 25 percent of any monies collected. The collection fee charge appears on the department's online Account Balances/Detail or monthly Budget Statement. See Reporting the account to the credit bureau. Referring the account to an outside collection agency. Referring the account to the Attorney General's Division for action. Referral Before referring an account to an outside collection agency or seeking redress through the court system, the Collection Area notifies the vendor department. NOTE: The contracted collection fee for first-time outside agency referrals is 33 1/3 percent of monies collected. The collection fee for second-time outside agency referrals and legal action accounts is 40 percent of monies collected. The department is responsible for paying this fee.
5 BUSINESS POLICIES AND PROCEDURES MANUAL FINANCE WRITE-OFF PROCEDURES Write-Off Criteria Review and Approval The vendor department may request that uncollectible accounts be written off if the billing and collection procedures as detailed in this section have been exhausted. Several criteria may justify write-offs: Neither the debtor nor the debtor's assets can be located. The debtor has no assets and no expectation of having any in the future. The debt is disputed and WSU has insufficient documentation to pursue collection efforts. The debt is discharged in bankruptcy and there is no guarantor or successor. (See for bankruptcy procedures.) The debtor has died and there is no guarantor or successor. The amount of the debt is insufficient to justify additional collection efforts. Other criteria to be considered include the type of debt, how long the debt has been outstanding, and debtor's status. The vendor department is responsible for requesting approval to write off uncollectible accounts at least quarterly. In each request, the vendor department indicates the collection procedures followed and the reasons the accounts are considered uncollectible. University management reviews all write-offs in accordance with the following guidelines: All write-offs for amounts greater than $25 and less than the amount of undergraduate resident tuition for the current year are reviewed by the vendor department and the University Receivables Collections Manager before being written off. Write-offs for amounts greater than the amount of undergraduate resident tuition up to $10,000 are routed to the Executive Director of Business Services/Controller for final approval after review by the vendor department and the Collections Manager. Write-offs for amounts greater than $10,000 are routed to the Attorney General's Office for review after approval by the vendor department, the Collections Manager, and the Executive Director of Business Services/Controller. The Attorney General's Division reviews the submitted information for legal sufficiency.
6 FINANCE BUSINESS POLICIES AND PROCEDURES MANUAL Write-Off Entry After administrative approval, the vendor department enters the write-off into the department's receivables system. The entry includes the following information: Name of the debtor. Item type of the account. Amount of the account. CENTRAL REPORT Each vendor department maintaining receivables systems other than zzusis is responsible for reporting receivables information to the Controller's Office on the central report. The central report is due annually as required by the state of Washington's Office of Financial Management. The Controller's Office notifies vendor departments when reports are due. The report includes the following information: Gross amount receivable, Receivables written off, Current receivables (amounts not due on the report date, but due within 12 months), Long-term receivables (amounts due more than 12 months from the report date), Past-due receivables (1 to 90 days past due), and Delinquent receivables (over 90 days past due). The vendor department routes the report to the Controller's Office. RECORDS RETENTION Records of receivables are to be retained in accordance with the All-University Records Retention Schedule. See
Wheaton College Corporate Credit Card User Guide Updated November 2012 For General Information Contact: For Accounting/Reconciliation Info Contact: Business Services Office Accounts Payable Office Park
CASE 0:15-cv-02064-SRN-JSM Document 5 Filed 04/23/15 Page 1 of 67 UNITED STATES DISTRICT COURT DISTRICT OF MINNESOTA ) FEDERAL TRADE COMMISSION and ) CONSUMER FINANCIAL PROTECTION ) BUREAU, ) 15-cv-02064
RULES AND REGULATIONS SOCIAL WORKERS' EDUCATION LOAN FUND UNDERGRADUATE AND GRADUATE PROGRAMS A Program of the North Carolina State Education Assistance Authority in cooperation with The North Carolina
Loan Servicing Manual November 1, 2012 Mortgage Files and Records Mortgage Files and Records Chapter 1 The servicer is responsible for maintaining accurate accounting and mortgage payment records. We have
Clients Introduction to Factoring with ICC TRUCKING ONLY This orientation includes an explanation of the basic services provided by ICC and a procedural overview of factoring. What You Will Need Before
NORTH CAROLINA STATE EDUCATION ASSISTANCE AUTHORITY Guaranty Agency and Repayment Services P.O. Box 14002 Research Triangle Park, NC 27709 Telephone 919-248-4617 or 800-544-1644 STUDENT LOAN DEFAULT Consequences
1386 - CLAIMS TC-1 Table of Contents.01 Purpose.02 Objectives.03 Authority.04 Responsibility.05 Definitions.1 Claims Which Must Be Submitted to the General Accounting Office.11 Filing Requirements.12 Statutory
Thomas A. Schweich Missouri State Auditor FOLLOW-UP REPORT ON AUDIT FINDINGS City of Brentwood October 2013 Report No. 2013-109 http://auditor.mo.gov Follow-Up Report on Audit Findings Table of Contents
133 TUITION AND FEES Juris Doctor Program... 134 Joint Degree Programs... 134 Graduate Programs... 135 Special Tuition Rules Applicable to Part-Time Students... 135 Tuition Equalization Fee... 135 Other
REQUEST FOR PROPOSAL OF EMERGENCY MEDICAL TRANSPORTATION BILLING SERVICES Union County Emergency Medical Services 1 DEFINITIONS For the purposes of this Request for Proposal, "Proposer" shall mean contractors,
COMMONWEALTH COURT COLLECTIONS REVIEW APRIL 2013 Review Summary Over the past five years the Commonwealth of Virginia has failed to collect a significant portion of Circuit and District Court fines and
Master Account Agreement and Disclosure TRUTH IN SAVINGS ELECTRONIC FUND TRANSFER FUNDS AVAILABILITY Thank you for opening an account with Chevron Federal Credit Union. By doing so and by depositing money
To all debtors: certain information that you disclose in your petition and schedule may be disclosed to the general public and that, consistent with current law, all information may be disclosed to parties
FAQ Financial Aid GENERAL: Why hasn t my financial aid been posted to my account? You may not have fulfilled your financial aid student requirements; therefore, your file is not complete. Log into your
1 TABLE OF CONTENTS TERMS AND CONDITIONS OF YOUR ACCOUNT... 4 Important Information About Procedures For Opening A New Account... 4 Agreement... 4 Liability... 5 Deposits... 5 Withdrawals... 6 Ownership
The Bank of New York Mellon BuyDIRECTSM A Direct Purchase and Sale Plan for the Common Stock of Norfolk Southern Corporation THE PLAN AND PARTICIPATION IN THE PLAN IS GOVERNED BY THE PLAN BOOKLET IN ITS
VoIP Enhanced 911 and Enhanced Wireless 911 Service This Act deals with enhanced wireless 911 services and Voice over Internet Protocol (VoIP). The bill defines terms that are specific to enhanced wireless
1. You Agree ROCKLAND FEDERAL CREDIT UNION SMALL BUSINESS ONLINE BANKING AGREEMENT A. GENERAL PROVISIONS This Small Business Online Banking Agreement (the Agreement ) governs the use of Rockland Federal
A Guide to Offers in Settlement Frequently Asked Questions Preparing an Offer Department of Revenue Resources Massachusetts Department of Revenue From the Commissioner Dear Taxpayer: A major part of our
Understanding Your Undergraduate Financial Aid Award The financial assistance administered by the M Center is governed by regulations from federal and state agencies, guidelines established by the College,
John A. Logan College Financial Aid Booklet inside: Applying for Financial Aid Definitions Types of Financial Assistance Satisfactory Academic Progress Students Rights and Responsibilities 1 John A. Logan
Current Credit Card Agreements for New Personal Accounts NOTE: To obtain a copy of the Credit Card Agreement for your existing account call us at (800) 996-2638 or send us a secured message through Online
Bankwest Investment & Transaction Accounts Terms and Conditions 25 May 2015 making banking easier Terms and Conditions These Terms and Conditions apply to all Investment and Transaction Accounts with us