1. General Procedures

   1. University Financial Services serves as the central billing agent for students' debts to the University. A "University Statement of Accounts" is mailed monthly to students owing debts to the University. This document includes all charges submitted by departments to the University's student accounts receivable system. The monthly processing includes charges submitted by departments by approximately the 10th of each month. Departments needing information concerning the operation of the student accounts receivable system should contact the University Financial Services at 352-392-0181.

   2. Departments may enter student charges into the A/R system online after requesting and receiving security access to the system. Charges for less than $1 dollar should not be entered.

   3. Departments should develop guidelines in the management of receivables, whether student or other. These guidelines should protect University resources and insure that management goals and objectives are achieved. As a minimum they should include:

      • Written policies and procedures for the recording and collection of accounts receivable
      • Adequate internal controls to assure the proper separation of duties and safeguarding of assets
      • A reporting system that accurately reports information
      • Ability to determine compliance with policies, plans, procedures, laws, and regulations
      • A periodic review of aged accounts receivable
         

   4. The UF Board of Trustees contracts with the following collection agencies on behalf of the University of Florida. Use of an agency other than those listed below should be documented with the approval of the Purchasing Department or other relevant authority. In addition, the department accepts the responsibility of performing any contract monitoring, such as obtaining current bond insurance, for contracted collection agencies.

      • Coast Professional, Inc.
      • Collecto, Inc.
      • Conserve
      • Enterprise Recovery Systems, Inc.
      • General Revenue Corporation
      • National Collection Systems
      • NCO Financial Systems
      • Todd, Bremer and Lawson
      • Williams and Fudge
      • Windham Professional

      Information on how to contact the collection agencies may be obtained by calling University Financial Services, Collection Department at 352-392-0766.

2. Student Collections:

   1. Students may make payments for tuition and student fees and charges in the Student Account Receivable System at the University Cashiers office at S-113 Criser Hall. Payments on all financial obligations to the University are applied on the basis of the age of the debt. The oldest debt will be paid first. The University Cashiers office is open for business Monday through Friday from 8:30 a.m. through 3:30 p.m. These hours are subject to change according to seasonal and workload demands.

   2. Payments can be made to the University Cashiers office, in person, by cash, personal check, cashier's check, money order or debit cards. If making a payment by debit card, the student will be required to present the card and enter his personal identification number (PIN). Payments can be made by personal check, cashier's check or money order through the mail or at the 24 hour depository box located outside S-113 Criser Hall. Additional drop boxes are located at all residence hall offices, and Law School Dean's office. Cash should never be deposited in the drop boxes. Payments by check may be mailed to: University Financial Services, PO Box 114050, Gainesville, Florida 32611-4050.

   3. Student credit card payments may be made by MasterCard or American Express via Integrated Student Information System (ISIS). A convenience service charge will be charged on the transaction.

   4. Electronic check payments via Electronic Funds Transfer (EFT) for tuition, fees and other student obligations can be made by using ISIS.

3. Delinquent Accounts

   1. Delinquent accounts that are not satisfied after the University has exercised a reasonable collection effort will be placed with the University's outside collection agencies for action, reported to a credit bureau, or litigated on behalf of the University.

   2. If for any reason a student has been delinquent in his accounts, the university temporarily shall suspend further academic progress of the student by placing a financial hold on the student's record and may prevent the release of grades, schedules, transcripts, registration, diplomas, loans, the use of university facilities and/or services, and admission to university functions and athletic events, until the account has been settled in full. The University reserves the right to require that settlement of certain delinquent accounts, including those debts for which the student's records have a financial hold, be in the form of payment by cash, cashiers check or money order.