www.mybrcc.edu
TITLE:
DELIQUENT ACCOUNTS POLICY
EFFECTIVE DATE:
LAST REVISION:
July 1, 2013
November 13, 2014
Policy No. 8.1005
PURPOSE:
This policy describes the guidelines and procedures involved in the processing of delinquent
student accounts.
PROCEDURE:
Accounts are placed in collections 30 days after the end of the semester. The Attorney General
Office is the Collections Agency of record.
There are three different phases of collections:

Pre-Collections: three letters (fee bills) are sent to students to gently remind them that
they have an outstanding balance. The third fee bill will inform the student of the next step
which is collections.

Phase 1: Attorney General Office will seek payment from the student for 30 days. Letters
are sent to students to inform them that Baton Rouge Community College is seeking
assistance from a collection agency and for someone to contact us before it affects their
credit.
Day 31 will start the official collection which will then affect the students’ credit report.

Phase 2: hard push collections effort with phone calls. If money is collected in this phase,
AG will collect their fees from the student and BRCC will receive 100% of the delinquent
debt. Write Off
Accounts will be written off as uncollectible once Pre-Collections and Phase 1 has been exhausted
and students are placed in Phase 2.
When a debt is determined to be uncollectible, the debt shall be written off from the financial
accounting records and is no longer recognized as an account receivable for financial reporting
purposes. A debt is considered to be uncollectible when it meets one of the following criteria:
1. All reasonable collection efforts have been exhausted.
2. The cost of further collection action will exceed the amount recovered.
3. The debtor is deceased and there is no estate.
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4. The debtor cannot be located.
5. The debt was discharged in bankruptcy.
6. The applicable statute of limitations for collection of the debt has expired (3 years).
Writing off an accounts receivable is sensitive and should therefore be subject to strong internal
accounting controls. All write-offs of uncollectible accounts receivable require the approval of the
Vice Chancellor of Finance or designee.
Holds
Holds will be placed on student accounts once the account reach Phase 1. This will prevent the
student from registering in future courses. (Holds will only be removed by Finance staff.)



Holds are removed once accounts have been satisfied.
Students with write-offs on their account will keep a hold until the debt is satisfied.
Students who are expecting to receive financial aid in future semesters will be reviewed on
a case-by-case basis.
Source of Policy: Finance
Related Policy:
Approved by:
Chancellor Andrea Lewis Miller
Responsible Administrator: VC for Finance
LCTCS Policy Reference: 5.008
LCTCS Guideline Reference:
Date: 11/13/2014
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