1. University regulations require departments to use due diligence and exert every effort in the collection of all accounts. The President or his/her designee may write-off or settle any uncollectible account owed the University.

2. Each year a request for approval to write-off uncollectible accounts receivable is prepared by the Treasury Management Office of Finance and Accounting. If your department has uncollectible accounts receivable, uncollectible returned checks, adjustments or credit balances, you should contact Treasury Management at S-113 Criser Hall, PO Box 114050 or 352-392-9057.

3. In order to write-off an accounts receivable item all attempts to collect the account should have been exhausted. This would include phone calls, letters and the use of an outside collection agency if the amount exceeds $50.00. A list of available collection agencies may be obtained from the Collection Department of University Financial Services, 352-392-0766.

4. To initiate the annual write-off , Treasury Management sends a mailing to departments asking them to submit a request to write off uncollectible accounts by using the "Uncollectible Accounts Write-Off" form.

5. Departments should submit each write-off account category on separate forms. The requests should be submitted to Treasury Management, Room S-113 Criser Hall, P.O. Box 114050.

6. It may be necessary for us to review the requests with you before we forward them for approval. Make sure the following has been addressed before returning the form:

   1. A written reply is required from the appropriate dean, director, or department head.

   2. The request should not include accounts for current students, faculty and staff, University Departments or State Agencies. Requests for write-offs of amounts less than $1.00 for former students, faculty and staff may be submitted.

   3. A written reply is needed even if you have no write-offs; you may write 'none' on the form, sign and return.

   4. To expedite the process we ask you to be very specific regarding legends for reason codes as well as describing collection procedures used and that the following questions are answered for each uncollectible position listed:

      • What was/were the original invoice amount(s)?
      • What is the remaining balance?
      • What is disputed?
      • What action has been taken (collection agency or attorney)?
      • Are these charges on the Student A/R system in Criser Hall?
      • Are there any assets to collect from?
      • When was the review of the suit filed? (regarding law suit)
      • Is the company still in business?
         

7. When your request to write-off accounts has been approved you should immediately record the write-off in your records. A list of accounts written off should be included with the annual Financial Statement submitted to the Finance and Accounting Auxiliary Committee.