Accounts Receivable Collections Administrative Rule Page 3
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13Debtor – means any individual, corporation, or business owing money to or having a delinquent
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account with any Participating Entity, whose obligation has not been adjudicated, satisfied by
court order, set aside by court order, or discharged in bankruptcy.
Delinquent Account – means a debt that is past due and for which no payment plan has been
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established.
Due Date – means the date established for payment according to the terms of the agreement or
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levy for the goods, services, fines, or monies loaned.
Offset – means the interception of a State (or applicable Federal) payment that would otherwise
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be paid to a debtor but instead is paid to a Participating Entity (or the Federal government) to
satisfy part or all of a debtor’s obligation to the State (or the federal government). Includes without
limitation Vendor offset, Tax offset, Gaming offset, Lottery offset, Federal TOPS offset.
Past Due – means a debt that has not been paid to the State by close of business on the due
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date.
Participating Entity(ies) – includes Claimant State Entities and Participating Political Subdivisions
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Participating Institution of Higher Education – means a State Institution of Higher Education
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where the institution’s governing board has not elected to promulgate rules and regulations as
authorized in 23-5-113, C.R.S, for the Institution to collect loans or other obligations owed to the
Institution.
For those Institutions of Higher Education who have promulgated rules and
regulations but continue to assign accounts to Central Collection Services or allow Central
Collection Services to retain previously assigned accounts, these A/R Rules apply to only the
accounts assigned to Central Collections Services.
Participating Political Subdivision – means an entity that is legally separate from the State that is
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a political subdivision of the State and has entered an agreement with State Central Collection
Services for accounts receivable collection services.
Release – means absolving a debtor of all responsibility for payment of an obligation to the State
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with no consideration received by the State. Release results in removal of an account receivable
balance from the general ledger and all subsidiary ledgers of the Claimant State Entity, and it
terminates all collection efforts. Compare to Compromise and Write-off.
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Tax Refund - means a refund on taxes to the taxpayer when the tax liability is less than the taxes
paid as determined by the Colorado Department of Revenue.
Vendor – any entity being paid state funds from the State’s central Financial Reporting system.
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Vendor Offset – means the interception of a payment that would otherwise be paid to a State
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vendor but instead is paid to a Claimant State Entity to satisfy part or all of the vendor’s obligation
to the State.
Write-off – means removing an account receivable balance from the general ledger accounts of a
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State agency or Institution of Higher Education. The account shall remain as a record in the State
agency or Institution of Higher Education subsidiary accounts receivable system. Write-off does
not absolve the debtor of responsibility for the obligation or terminate collection efforts by the
State. Write-off shall only be approved by the State Controller or his/her delegate. Compare to
Compromise and Release.
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