Collection Policy

Billing statements are mailed for all outstanding accounts. Delinquent accounts will have a second notice mailed. If no collection is made, a third and final personal letter will be sent. The letter will detail the date, purpose and amount of the debt. The student is to be advised of the State policy regarding grade transcripts and registration for future classes. If the above procedure fails the following will apply determined by the amount of the debt.

For amounts less than $25, the account may be written off with approval of the Trustees. All correspondence will be retained for a period of three years from the date that the Trustees approve the account for write-off, and then be destroyed.

For amounts less than $50 but more than $25, the account will be turned over to our third party collection agency under state contract. If this fails, the account may be written off with the approval of the Trustees. All correspondence will be retained for a period of three years from the date that the Trustees approve the account for write-off, and then be destroyed.

For amounts over $50, the account will be turned over to our third party collection agency under State Contract and included in our “Set-off Debt Collection Program” established with the Department of Revenue by G.S. 105A. Use of this program will be mandatory for all debts of $50 and over.

Should this final effort prove unsuccessful, approval to write off the account will be requested from Trustees and the Financial and Administrative Services Division of the North Carolina Community College System. When requesting write-off approval, the history of the collection attempts will be included. Documentation will be held on file for a period of three years from the point of write-off.

NOTE: Any outstanding debt whether written off or still on the student’s account will result in flagging the student’s account. This flag will prevent a student from receiving grades, registering for future classes, and/or denial of transcripts request.

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