Policies & Procedures


Section 1

Business and Financial Affairs

Financial Services

Sec. 704-16: Student Accounts Receivable Management Procedures

Responsible Office: Financial Services
Issued: February 2022

References / Resources

Contact: Campus Billing and Collections at CBS@uci.edu

A. Purpose and Scope

  1. Student accounts receivable include reimbursements due from state and federal sponsors, tuition, fees, and various other receivables. To affect early conversion of these receivables to cash and minimize credit losses, UCI must maintain a diligent program for managing receivables.
  2. The management function consists of granting credit, billing accounts and timely collections.

B. Procedures

  1. Granting of Credit
    1. The granting of credit is not a primary function of the University; therefore, credit will be granted only as indicated below:
      1. Credit is granted to students in accordance with existing policies pertaining to student loans and deferred payment of fees.
      2. Credit is granted to students as required for the administration of fines and the assessment of additional fees that may be determined to be applicable after a student registers.
  2. Billing
    1. The University bills all student accounts electronically via their ZOT Account which reflects charges billed to students, as well as credits and payments made to the account:
      1. Registration and campus-based fees are billed quarterly.
      2. Housing charges are billed either monthly or quarterly dependent upon the plan selected by the student.
      3. Course and material fees, lab fees, technical fees, returned checks, Student Health Center charges, fees for failure to comply with payment schedules and other miscellaneous charges post to students’ accounts as they occur.
    2. Students receive monthly notices via email when a new bill is ready to view in their ZOT Account.
    3. Tuition and fees are due in full by 5:00 PM on the published quarterly fee payment deadline.
      1. If tuition and fees are not paid in full by 5:00 PM on the published fee payment deadline:
        1. Students will be dropped from their classes,
        2. Late fees will be charged to their account,
        3. The University will not hold class space for students who have been disenrolled.
    4. If charges are still not paid by the end of the third week of classes, the student will lose their student status at the University and will have to apply for readmission to attend in future terms.
    5. Late Payment Penalties
      1. Late fees are posted 1 day after the invoice due date (usually the 15th of each month).
      2. $20 per month on aggregate balances over $20 for up to 4 months not to exceed $80.
      3. Late charges will not exceed the original amount of the invoice.
  3. Collections
    1. A Student Billing System hold is automatically placed on a student account if charges are past due.
    2. Past due charges on a student’s account will:
      1. Prevent payment of registration fees for subsequent quarters.
      2. Automatically place a hold on certain student records.
      3. Deny certain services, and,
      4. May result in collection actions that include referral to a collection agency and possible litigation.
    3. If a bill is not paid within 30 days of the fee payment deadline, Financial Services will begin sending a series of three progressively demanding past due notifications and a final demand notice prior to forwarding to a collection agency and/or for specific administrative action including The Interagency Intercept Collections Program.
    4. Student Loans
      1. For Federal Perkins Loans and those loans made under the U.S. Department of Health and Human Services, federal law will govern collection procedures and will preempt the four-year California statute of limitations.
      2. For all other institutional loans that have no federal funding of any sort, California statute of limitations laws will apply.