Student Collections

UVA Collections’ primary responsibility is to collect delinquent long term student loans and delinquent accounts receivables over 120 days from inactive students.  Students are referred to UVA collections when enrollment with the University is inactivated. See the Collection Timeline below regarding UVA Collections activity and referral process to outside collection agencies. Currently enrolled students are excluded from the collection process. The aging date for receivables derives from the original due date of the charges posted on the student account.  

Collecting delinquent debts involves multiple communications methods with the debtor’s including written, verbal, and in person. All students are managed through UVA Collections prior to being referred to outside collection agencies. If you received notice that your account was referred to a collection agency, all payment arrangements must be made through the collection agency.

UVA Collections ensures compliance and consistency with all state and federal guidelines.

There are many terms related to collections activities that you might not be familiar with, so we have created a glossary of common terms for you to keep close by as a reference.

 

Collection of Past Due Receivables

Any amount owed to the University including, but not limited to, tuition, fees, room, board, loans, notes receivable, and amounts due for goods and services provided is considered a receivable to the University. A receivable becomes past due if payment is not received by the payment due date. Every student who has attended the University since Fall 2012 has been required to sign a Financial Responsibility Agreement by which the student agrees to pay all charges on their student account.  Follow this link to see the Agreement.

Once a student is no longer enrolled, the collection procedures utilized for other "non-student" receivables are implemented.  Anyone with a past due balance will not be permitted to enroll in classes and will have a transcript hold placed until payment is received in full.  If payment is not forthcoming within the stated period, the account and all pertinent information are forwarded to an outside collection agency, as appropriate, for collection. In the event the collection agency is unable to collect, the account is reported to a national credit bureau, thus affecting the debtor's credit rating.

In addition to the above measures, the University also lists the account with the Virginia Department of Taxation for set-off debt collection procedures. This means that any refund from the state due the debtor will be reduced by the amount of the receivable owed by the debtor.

Individuals who do not pay all fees and charges owed are responsible, in the event of their default or the return of a check for payment of said fees and charges, to pay a penalty fee, to pay interest at the highest rate allowed by law, and for all reasonable administrative fees, collections fees, and attorney's fees incurred in the collection of funds due the University.

Addresses must be kept current in the Student Records System in order for the University to send statements in a timely manner. Students, faculty and staff can change their address on SIS. Non-receipt of statements is not a valid defense for non-payment; it is the responsibility of the individual who has incurred the debt to see that the debt is discharged.

The University of Virginia is in full compliance with the Virginia Debt Collection Act and all regulations promulgated by the State of Virginia Department of Accounts and the Office of the Attorney General.

 

Collection Timeline

 

Days Past Due

Action Taken

0-119

Active Student Billing

  • Active student billing and payment follow University billing process (http://sfs.virginia.edu/billing)
  • Students are referred to collections when enrollment with the University is inactivated

120

Mail Past Due Notice

  • Mailed to address on file
  • Letter should notify customer that invoice(s) is past due and immediate payment is due

180

Mail 2nd Past Due Notice

  • Mailed to address on file
  • Letter should notify customer that account is considerably past due and immediate payment is required

240

Make 1st Customer Phone Call

  • Call made to phone number on file
  • Collector may offer promissory note

260

Make 2nd Customer Phone Call

  • Call made to phone number on file
  • Collector offers promissory note
  • Advise customer of their potential to be assigned to SODC or collection agency

300

Mail 3rd and Final Past Due Notice

  • Mailed to address on file
  • Advises customer that their account will be submitted to SODC
  • Advises customer that their account may be sent to a Collection Agency

365

Assign to Collection Agency/Write-Off

  • Account is sent to an outside third party who collects the debt as a fee or percentage of the total amount
  • Registration and Transcript blocks are placed on accounts.
  • Customer is no longer able to settle debt through a promissory note
  • Debt is settled through subsequent receipts

December 31

Send Account to SODC

  • SODC provides the University the ability to recover a customer debt through withheld income taxes, and other state payments
  • SFS refreshes write-off records and sends updated file of accounts written off to SODC
  • SODC is executed at least on a yearly basis effective 12/31 of each year

 

Sample Collections Letters

The first letter is issued at 120 days past due. Along with this letter, you will receive a statement of the due charges. If you received this letter, please log into SIS to review your account and make your payment to prevent further action. Alternatively, please call SFS at 434.982.6000 to make alternative payment arrangements.

In the instance there is no action taken, you will receive a 2nd letter at 180 days delinquent and a 3rd and final letter at 300 days delinquent. See the Collection Timeline above for reference.

Below are examples of the letters sent by UVA Collections.

SAMPLE OF LETTER 1 (120 Days delinquent)

This is a sample of the first collection letter, sent for accounts overdue by more than 120 days.

              

SAMPLE OF LETTER 2 (180 Days delinquent)

This is a sample of the second collection letter, sent for accounts overdue by more than 180 days.

              

SAMPLE OF LETTER 3 (300 Days delinquent)

This is a sample of the third collection letter, sent for accounts overdue by more than 300 days.

 

Disputed Charges

UVA Collections is responsible to managing the past due debt.  If you feel that you are being charged incorrectly, you should contact the department directly, as this office collects on behalf of the University departments.  If you are unsure who to contact, you can email our office and we will get that information for you.

 

Payment Arrangements

To prevent your account from being assigned to a collection agency, please contact UVA Collections regarding setting up payment arrangements.  When setting up arrangements, you will be required to sign a promissory note.  If the terms of the promissory note are not honored, an account may be sent directly to a collection agency without notice.

 

Pay Your Bill Online

There are several payment options available to you.  The most convenient method of payment is through the Student Information System (SIS).  Click “UVAPay” in the “Finances” section. If you have forgotten your Netbadge password, please contact the Help Desk at (434) 924-4357.  Paying through SIS using UVAPay allows you to pay by electronic check (echeck), or to use Mastercard, Discover, or American Express.  Please note that there is a nonrefundable 2.75% fee assessed if you choose to pay by credit or debit card.  There is no fee if you pay using echeck. 

PLEASE NOTE: To ensure you will be able to reach the UVAPay site, please disable the pop-up blockers in your browser.

Another option is to pay through our Epay site.  EPay also allows you to pay by Mastercard, Discover, American Express or echeck.  There is a 2.75% convenience fee charged for all credit and debit card payments. There is no convenience fee for echeck payments.  Access Epay to make your online payment.

When using this method please note that it may take up to 5 days to credit your payment to your past due charges.  Holds will not be released until the payment has been applied.

Payment can also be made by mailing a check or money order to PO Box 400204 Charlottesville, VA 22904, or by bringing your payment in person to the Cashier’s office located on the ground floor of Carruthers Hall.  If you choose to pay by check, please include your SIS ID, indicated at the top of this letter, on the memo line of your check.  For security and privacy reasons, our customer service representatives cannot take payment over the phone.

Please note: a $50.00 return check fee will be assessed to your student account for all ACH or paper checks processed as nonsufficient funds (NSF) or bad faith stop payment. The $50.00 fee is in accordance with Virginia State Law (Va Code §8.01-27.1).

 

Additional Resources

UVA Collections Policy

 

Collection Agencies

 

Related Information

 

Loan Servicer for UVA Institutional Loans and some Federal Loans (e.g., Perkins)