300 Accounts Receivable

Fiscal Operations Manual
Section 300: Accounts Receivable
Effective: 01/01/2003

301 Accounts Receivable – General

Fiscal Operations Manual
Section 300: Accounts Receivable
Effective: 01/01/2003

All funds that come directly into the University are entered into Finance through Accounts Receivable.  Documents processed from A/R into Finance begin with “F”.   Student account payments include advanced tuition deposits, tuition and various fees.  Non-student accounts receivable include wire transfers for research projects, 3rd party (sponsored student) billing, and departmental miscellaneous deposits.

302 Students – Current A/R Account

Fiscal Operations Manual
Section 300: Accounts Receivable
Effective: 01/01/2003
Revised 01/24/2013

  • 302-01 Interest Charged
  • 302-02 How Payments are Applied
  • 302-03 Posting of Financial Aid
  • 302-04 Posting of Graduate Assistant Fee Remissions
  • 302-05 How to View Account Information
  • 302-06 Billings
  • 302-07 Refund Checks

302-01 Interest Charged

The amount due on a student’s statement becomes past due on the 1st of the month.  The balance remaining on that date is assessed interest at the rate of 1% a month.  Interest charges are posted as revenue to the general fund, and are subject to redistribution in the budgeting process.

302-02 How Payments Are Applied

Payments to the revolving account are applied to outstanding charges beginning with the oldest term first and chronologically within the term; with the exception of federal financial aid, sponsorships/contracts, or other benefits that have specific payment distribution requirements.

302-03 Posting of Financial Aid

Financial Aid is administered through the Office of Financial Aid and Scholarships.   Federal financial aid, with the exception of Work Study, is disbursed to the student’s revolving account.   The federal financial aid is applied to eligible institution charges, in accordance with Title IV regulations.  Non-federal aid is disbursed to the student account and is applied as payment to current term charges, and then prior term unpaid charges in chronological order. See FIS 302-07: Refund Payments in this document for refund of excess financial aid as cash.  Also see “Financial Aid” in FIS 002: Definitions.

302-04 Posting of Graduate Assistant Fee Remissions

The fee remissions are posted as a part of the fee assessment process.  A student that has met the employment requirements has their student fee assessment rate code changed to GRA/GTA.  The GRA rate code has fee rules established in the Fee Table Rules that create the fee remission transaction when the student meets the credit hour requirements.  The fee remission then posts to the student’s revolving account as a credit.  The remission is for tuition charges and/or other charges as outlined in the ratified collective bargaining agreement between OSU and the CGE..  See fee remissions and GRA/GTA appointments in FIS 002: Definitions for a more in-depth explanation.

302-05 How to View Account Information

Students can review their accounts at Student Online Services.  A student has access to their account information, which is protected by both FERPA and the OSU Confidential student policy if the student so chooses.

302-06 Billings

Tuition and fees are billed on a term-by-term basis.   During the academic year, the full-time rate is charged for a credit hour range of 12-16 credits for undergraduates, and a 9-16 credit hour range for graduates.   Less than full-time is charged on a per-credit basis.  Differential tuition rates exist for various colleges or majors.  Summer term and E-campus tuition is charged on a per credit basis plus any applicable additional course fees.  In addition, tuition charges for OSU Ecampus credit courses are the same for in-state, as well as, out-of-state students. Costs for educational outreach programs (non-credit workshops) vary.

Residence Hall and Co-operative Housing charges for Room and/or Meal Plans are charged on a term-by-term basis and posted to the student’s revolving account, and are subject to the same terms and conditions.  The choices the students makes in their contract with OSU UHDS for  meal plans and room types determine the amount billed to their accounts. 

If a student resides in UHDS family housing rents and utilities are charged each term on a month-to-month basis.

Course fees, such as lab fees, field trip fees, or a materials fee are charged in association with a particular class and posted to the student’s revolving charge account.  Continuing education course fees are also billed in this manner.  See the online catalog for a list of these fees.

Other OSU departments, such as Valley Library and Transit and Parking Services, make use of the student revolving charge account and centralized billing, and these charges are subject to the same terms and conditions as tuition and educational charges.

Billing statements are processed on the 5th of each month. Notification that a statement is ready is sent to students’ ONID email address. If an active ONID email address does not exist, a paper billing state is produced. Accounts are "due upon receipt" of the monthly statement.

Refunds of tuition and fees (during the regular academic school year) as a result of course reductions are shown as a credit to the student’s account, and are made according to the following schedule:

Before the first day of class
First two weeks of the term
Third week of the term
Fourth week of the term
After the fourth week of the term

100% refunded
100% refunded
50% refunded
25% refunded
0% refunded

 

302-07 Refund Checks (Disbursement of Financial Aid)

Federal regulations commonly referred to as Title IV Regulations and administered through the United States Department of Education, dictate how OSU refunds credit balances to students.  These regulations are found in "The Blue Book" of US Dept of Education.  

The release of financial aid to the student’s account is dependent on meeting the requirements of the specific award and the Financial Aid and Scholarships Office. 

After financial aid has been applied to applicable or allowable charges, if financial aid amounts exceed the amount of allowable expenses owed, a refund payment will be generated for these students (if the surplus exceeds $1.00).  A refund is not issued for financial aid refunds of less than $1.00.  

All refunds are directly deposited to the student’s banking account on file.   Students may enroll in direct deposit via Online Services, and may change or cancel their banking information at any time.  If the payment is in the form of a check, checks will be mailed to the current mailing address on the student's record at the time the check is printed. The student is responsible for ensuring the current mailing address on file is accurate.  Checks are not available for pick up in person.

Receiving a financial aid refund payment does not mean that a student does not owe the University.  Federal financial aid cannot be applied to non-allowable (not institutionally required) charges, as well as, any charges incurred prior to the current financial aid award year.

Send an e-mail to refund@oregonstate.edu requesting a refund. Include your name and University ID number. Transactions coded with the description "Tuition/Scholarship Refund" indicate that a refund check has been issued to the student.

Additional information can be found at the website for Student Finance.

303 Students – Fellowships and Participant Support

Fiscal Operations Manual
Section 300: Accounts Receivable
Effective: 01/01/2003
Revised: 08/23/2010

Research fellowships from sponsored projects are administered through the Office of Post Award Administration (OPAA).  OPAA provides names, university ID numbers and amounts of fellowships to the Office of Financial Aid and Scholarships to coordinate with Title IV federal financial aid programs.  See Grant, Contract, Gift Accounting Policy and Procedure Manual and FIS 410-32 Participant Support Costs.

304 Student – Loan Program

Fiscal Operations Manual
Section 300: Accounts Receivable
Effective: 01/01/2003

304-01 University

Oregon State University Institutional Loans are funded and administered by OSU Office of Business Affairs Student Loan Office after being awarded by the Office of Financial Aid and Scholarships.  The Office of Business Affairs disburses funds.

304-02 Federal Perkins Loan

The Federal Perkins Loan is a need-based, university administered federal loan with a 5% interest rate.  Selection of recipients is handled by the Office of Financial Aid and Scholarships in accordance with federal regulations.  The government pays the interest while the student is enrolled at least half time.  Repayment begins nine months after graduation, withdrawal, or if attendance drops below at least half-time enrollment.  A student must sign a promissory note in order to receive the loan funds. The amount listed on the award is the total amount that may be borrowed.  Prior to the start of the term, the student will be notified by the OSU Business Office regarding procedures for signing the promissory note and collecting borrower information.  The Office of Financial Aid and Scholarships sends the promissory note to the student with enclosures from the Office of Business Affairs.  The OSU Office of Business Affairs Student Loan Office is the holder of the signed promissory note.  Loan funds are disbursed as a credit to the student’s billing account.   See Federal Programs on the Financial Aid & Scholarships website for further information.

304-03 Federal Direct Ford Loans

Federal Direct Ford Loan funds come directly from the U.S. Department of Education, and are funded and administered by the Department of Education Loan Servicing Center.  The Department of Education establishes a loan origination fee that is assessed against the loan and is deducted from the total loan proceeds.  This deduction is reflected in each disbursement.  The Office of Financial Aid and Scholarships is responsible for the selection of the recipients in accordance with federal regulations.  OFAS obligates loans, reports to the Department of Education, and assures that the loan program is administered correctly.

The Unsubsidized Federal Direct Ford Loan is non-need-based with the student being responsible for paying the interest while enrolled. Students may choose to defer the interest by having it added to the principal, which is called capitalization.  The loans have a variable interest rate.  Students must be enrolled at least halftime and repayment begins six months after graduation, withdrawal, or if the student drops below half-time enrollment.

The Subsidized Federal Direct Ford Loan is need-based with the government paying the interest on the loan while the student is enrolled.  The loans have a variable interest rate.  Students must be enrolled at least halftime and repayment begins six months after graduation, withdrawal, or if the student drops below half-time enrollment.

304-04 Federal Direct Parent Loan for Undergraduate Students (FDPLUS)

The FDPLUS is a federal loan borrowed by the parent on behalf of a dependent student to assist with educational expenses. The FDPLUS is a non-need based loan at a variable interest rate capped at 9%.  Interest is charged on the loan to the borrower from the date the first disbursement is made until the loan is paid in full.  Repayment generally begins within 60 days after the final loan disbursement.  A 4% loan fee is deducted proportionately by the federal government each time a loan disbursement is made.  See Federal Programs on the Financial Aid & Scholarships website for further information.

304-05 Exit Interview Requirements – Federal Perkins Loan

When students complete their coursework at OSU and are ready to graduate, the staff of the Office of Business Affairs Student Loan Office sends a letter to the student requesting borrower information, providing a repayment schedule for the loan, and also providing a rights and responsibilities pamphlet.  The student borrower is responsible for keeping OSU informed of all address changes during the entire repayment period.  OSU reports all loans to the credit bureau.

304-06 Student Loan Hold

A student loan hold is placed when a borrower is delinquent on a loan that is collected at OSU (Federal Perkins loan, OSU institutional loan, OSU Pharmacy loan).  The borrower is not allowed to register for classes and cannot get a transcript until the past due amount has been taken care of. 

305 Students - A/R In Collections

Fiscal Operations Manual
Section 300: Accounts Receivable
Effective: 01/01/2003

The Collection Department of the Office of Business Affairs Office is responsible for receivable balances owed the university, consisting of fees, fines, tuition, and other charges typically owed by students, either current or former.  When a student leaves school owing money, their receivable account balance is placed in collection status.  A collection fee of $20 is assessed, and collection procedures are initiated.

As a state agency, Oregon State University is held accountable by state regulations to determine assignment to “an outside agency” for collections activity when our attempts have proven unsuccessful.

In-house collection activities: Once the account is placed in collection status, the account is assigned to an in-house revenue agent.  The revenue agent begins a series of collection calls and letters to establish a repayment plan.  All students are asked to sign a repayment agreement.

Assignment to collection agencies: When all attempts fail to establish a payment plan with the student, the account is placed with an outside contracted collection agency.  As a state entity, Oregon State University may use the Oregon Department of Revenue as a source for outside collection service.  The Department of Revenue is used primarily when garnishment is possible.  OSU also uses several contracted collection agencies as a means of third party intervention for debt liquidation.

Set off individual liability (SOILS): Non-current students whose in-house collection account is not paid in full within a specified time frame are subject to attachment of any refunds owed them by the state.  OSU is required by state law to participate in the offset program.

306 Non-student Receivables

Fiscal Operations Manual
Section 300: Accounts Receivable
Effective: 01/01/2003
Revised: 02/10/2012

Revenues are normally recorded in departmental indexes within three days of receiving them in the Office of Business Affairs.  Departments must submit accurate information when requesting billing, including amounts, names, addresses, and an appropriate detail code.

Accounts Receivable Detail codes must be established before charges can be processed.  A Detail Code Request form may be found on the Business Affairs website.

The Collection Department in the Office of Business Affairs is also available for assistance to departments with collection services on debts not recorded in revolving accounts.  These revenues are generally recorded at the time of collection.  Departments may contact the Office of Business Affairs Collection Manager for assistance.  When a department or college has a debt for which intervention is necessary, the account may be assigned to the collection department.

307 Bad Debt / Write Off Policy

Fiscal Operations Manual
Section 300: Accounts Receivable
Effective: 01/01/2003

ORS 293.240 provides a procedure by which a state agency may obtain approval from the Secretary of State to write off, from the agency’s accounts, uncollectible debts that are due the agency. 

307-01 Bad Debt Expense

A bad debt expense is charged to all departments submitting charges to be billed through accounts receivable.  The amount is a percentage of the accounts receivable balance at year-end.  The percentage is based on the bad debt experience of the individual fund submitting charges.  The calculation is done by the Office of Business Affairs, and is adjusted annually.

307-02 Write-Off Criteria

The following criteria for uncollectible debts are approved for adoption and use by all state agencies.

  • The debtor does not and will not for the foreseeable future own or have the right to own assets from which the state agency could collect the debt.
  • It is reasonably estimated that the cost of collecting the debt would be equal to or exceed the amount of the debt.
  • The debtor is deceased and there are no assets in the debtor’s estate from which the state agency could collect the debt.
  • The debtor’s estate is subject to a pending bankruptcy proceeding in which it is reasonable to conclude that the debt will be discharged and that the state agency will receive none or an insubstantial share of the assets of the bankruptcy estate.
  • The agency is and will be for the foreseeable future unable to collect the debt from the debtor or from anyone owing the debtor money or holding assets of or from the debtor.