Procedure

Billing statements are to be mailed for all outstanding accounts. Delinquent accounts are to have second and final notices mailed. The final notice will detail the date, purpose and amount of the debt, and the student is to be advised of the State policy regarding grade transcripts and registration for future classes. For accounts less than $50, 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 accounts over $50, after the final notice the account will be turned over to a Collection Agency under contract with the State as well as the  SODCA “Set-off Debt Collection Program” established with the Department of Revenue  until the debts are paid or collected by G.S. 105A. Use of this program will be mandatory for all debts of $50 and over.

Should final efforts prove unsuccessful, approval to write off the account will be requested from Trustees. Writing off the account balance does not relieve the student’s legal obligation to pay the debt.  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. If the write-off debt is later collected, then the resulting funds will be recognized as a recovery of the write-off.

The following Procedures shall be used for student debt collection:

1. The College shall send the student a invoice/statement of account informing the student of the terms of the debt and how to pay the debt. A hold will be placed on the student’s account until the debt is satisfied.
2. If, after thirty (30) days, there is no satisfactory response to the invoice/statement, the College shall send a second. Failure of the student receiving the letter shall not, however, excuse the debt or vacate the hold.
3. If, after thirty (30) days, there is no satisfactory response to the second invoice/statement, the College shall send a final notice detailing the next steps in the debt collection procedures which may include:
   • Refer the matter to one of the State approved collection agencies; and
   • Refer the matter to the North Carolina Department of Revenue pursuant to the Set-off Collection Act and the State Employees Debt Collection Act.

If the Student is paying a debt in periodic payments satisfactory to the College, the account may be retained until the account is satisfied.

Revised/Updated: