Pine Technical College
Policy and Procedure

Policy Number: 407R   Date: 09/05/00   Revision Date: 6/19/02, 4/21/03
Division/Department: Fiscal Affairs   Author: Katherine Hefty; Revision: Phil Schroeder
Subject: Tuition Payment and Collection

Authorities:

MnSCU Policy 5.11

 

Purpose:
To establish a tuition payment and collection policy.

Policy:
Pine Technical College will maintain a tuition  payment and collection policy and require students to pay tuition in accordance with that policy.

Procedure:

  1. All tuition and fee transactions will be recorded on ISRS.

2.   Payment of tuition, fees and other educational costs must be received by the business office not later than the last business day prior to the first published day of the term.  Students receiving financial aid or having other funding sources must produce evidence that this funding is in place prior to this deadline date. 

3.   Students who do not pay or otherwise show evidence of financial support by the above deadline will be referred to Student Affairs to be immediately dropped from all courses. To be reinstated, dropped students must pay and reenroll within the drop/add period. Reinstatement beyond the drop/add period requires faculty and Dean of Student Affairs approval.

4.   A late payment fee of $30 will be assessed on accounts not paid by the deadline date.

5.   Additional past due notices will be sent 30, 60, and 90 days after the date of the first invoice. Final notices for payment will include a statement that past due amounts will be referred for collection.

6.   Receivables more than 120 days past due with a balance of $25.00 or more will be sent to the Minnesota Collection Enterprise (MCE). Receivables may be referred to other agencies for collection.

7.   Receivable write-offs will be approved by the Dean of Administrative Services. Write-offs will be reasonable and in the best interest of the College. Receivables may be determined uncollectible and written off when reasonable efforts for collection have been exhausted, when the cost of collection exceeds the receivable amount, when no legal evidence supports the receivable, when the debtor cannot be located, when the debt has been discharged by a court of law, when the Statute of Limitations has expired, or when collection is contrary to public policy. The determination of uncollectibility by the College does not relieve the debtor of their payment obligation.

8.   Records will be maintained in accordance with applicable State of Minnesota, MnSCU, and College policies.

9.   Any exceptions to this policy may only be approved by the Dean of Administrative Service and Dean of Student Affairs.

10. This policy does not include customized training students or other students  involved in contract instruction.

 

Responsibilities:


Administrative Services

  1. Establish and approve payment agreements in accordance with College policy
  2. Assess late payment fees after the deadline date.
  3. Provide a list of students to the Dean of Student Affairs and Registrar to initiate the drop process.
  4. Generate past due notices 30, 60, and 90 days.
  5. Submit past due receivables for collection in accordance with established policies and procedures
  6. Approve receivable write-offs in accordance with established policies and procedures
  7. Maintain records in accordance with established policies and procedures

Student Services

 

1.  Notify students of this policy via Student Handbook, Catalog, Web Site, and orientation sessions.

2.  Provide students with information pertaining to all available means of educational financial support.

       3.  Notify students in default of this policy and cancel registration as outlined above.

 

Dissemination:

  1. Leadership Team members will provide the policy to employees in their work areas.
  2. The policy will be available in the President's Office, Administrative Services, Media Center, and on the College's shared directory.
  3. The President may provide the policy to third parties and outside agencies.
  4. Policy will be included in the College Catalog, Student Handbook, Financial Aid Handbook, and presented orally at orientation

 

Reviewed by Leadership Team: 09/06/00; revision: 7/15/02; 8/12/02; 4/21/03
Reviewed by Faculty Senate:
Reviewed by:
Approved: _______________________________________09/06/00; Revision: 8/12/02; 4/21/03

                        Robert L. Musgrove, Ph.D., President