300.4 AR Collections

OREGON ADMINISTRATIVE RULES: In accordance with Oregon Administrative Rule 580-041-0010 – Receivables, PSU shall establish an administrative rule to document and communicate its general procedures for collecting past-due accounts and notes receivables. 

COLLECTION EFFORTS: PSU shall be diligent in collecting accounts and notes receivable. The one key collection tool available is the withholding of transcripts. This shall be done for all past due accounts. Other collection efforts may include but are not  limited to: 

• Denying or cancelling registration. 
• Denying further account receivable privileges or services. 
• Withholding wages after receiving the employee's approval. 
• Adding legally allowed and regulated penalties and interest to the debt. 
• Utilizing telephone inquiries. 
• Sending demand letters. 
• Using legally allowed "skip trace" information. 
• Utilizing offset procedures with other State agencies. 
• Assigning past-due receivables to the Department of Revenue, or private collection agencies in accordance with ORS 293.231.
• Instituting legal action, as permitted by statutes or required by regulation. 

PSU may waive any of the above model rule remedies only when the waiver would serve the best interests of the institution, the federal or state government; or where required by federal or state laws and regulations. PSU will grant hearings, in accordance with institution administrative rules, to persons contesting their debts. PSU must follow current bankruptcy regulations concerning debts during and following bankruptcy. PSU will follow the collection effort requirements of sponsors (e.g., federal government student loan programs).

COLLECTION COSTS: PSU shall attempt to recover the costs of collection activity on past-due/delinquent receivables if there is a statute, rule, or an agreement supporting the recovery of collection costs.  In such cases when accounts are sent to collection agencies, PSU should include in the balance assigned to collect an amount sufficient to cover the costs of collection, which is clearly identified as collection costs.  Lesser collection charge amounts may be specified when a reduction would serve the best interests of the institution, federal or state government. The fee charged by a collection agency, State Department of Revenue or outside collection vendor, shall be expensed using account 28712 – Collection Costs. This expense is required to be recorded even if the agency simply remits what they collected net of their fees. A referral charge for handling delinquent accounts may be added, following institution administrative rules.