Accounts Receivable Collections Administrative Rule (Page 5 of 13) in pdf

.04

Permanent address.

.05

Date of birth.

.06

Name and address of nearest relative or guardian not living with debtor.

.07

Credit references such as banks, credit cards, and retail stores.

.08

Any other relevant information.

2.50

Follow-up Requirements

When an account receivable is determined to be past due, the following actions should be initiated and

systematically followed until the debt is thirty (30) days past due and continue during the time for which

any extension of the referral has been granted:

.01

Ongoing telephone calls, e-mails, and any other commonly used communication media.

.02

At least one delinquency letter/collection letter, or, if time permits, a set of delinquency/collection

letters starting with a reminder and progressing to a final demand letter. Each letter shall describe

the applicable appeal or dispute process available to the debtor including any deadlines for

submitting or filing the appeal or dispute. The final demand letter shall state that the account has

been reduced to final agency determination by the completion of due process for the debtor, and

the account will be referred to State Central Collection Services if not paid by the date set in the

final demand letter.

Records shall be maintained documenting the actions taken, the person performing the actions, and the

dates of the actions.

2.60

Debts Referred to Central Collection Services

A Claimant State Entity shall, except where exempt by statute, refer appropriate debts to Central

Collection Services for collection when the debt is 30 days past due. The State Controller may grant a

standard extension of up to 60 days in addition to the 30 day referral requirement based on a

documented request and justification provided by the Claimant State Entity. When deemed to be in the

best interest of the State, the State Controller may approve a longer or indefinite extension. All extensions

shall be considered on an individual basis and granted only if the State Controller determines the

extension to be in the best interest of the State. All Participating Entities shall certify that all debts

assigned to Central Collection Services are valid debts, that the balances are accurate and that the

debtor has been afforded due process prior to assignment.

A debt may be referred to Central Collection Services earlier than 30 days past due if the following

conditions exist:

.01

The Claimant State Entity has made a good faith effort to collect the debt without success. This

effort shall include at a minimum sending written requests for payment and attempts to contact

the debtor by telephone, e-mail, and other commonly used communication media.

.02

The debtor has been afforded due process by notification of appeal rights.

.03

There are no unresolved disagreements between the Claimant State Entity and the debtor as to

the validity of charges comprising the debt.

.04

The Claimant State Entity is unable to contact the debtor after good faith efforts.

Accounts Receivable Collections Administrative Rule Page 5

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