Procedure 7.6.2 Accounts Receivable Management - History

System Procedures
Chapter 7 - General Finance Provisions

Procedure History:

Date of Adoption: 07/29/03
Date of Implementation: 08/15/06
Date of Last Review: 07/19/21

Date & Subject of Amendments:

06/26/24 - Reviewed as a result of federal statute which requires examination of the process of holds on student records for past-due receivables. Language related to holds placed on student transcripts has been removed from Section 4, Subpart D.

09/13/21 – In Part 4, Subpart D, added three transcript requests that must be honored pursuant to Minn. Stat. 16D.

7/19/21 – Updated verbiage in part 4, subpart C, stating student may view account activity online reflecting current practice. Updated part 4, subpart D, raising the threshold at which a hold will be placed on a student account to more than $500 from $100; added verbiage allowing the president or their designee to temporarily lift a hold consistent with procedures under policy 5.12; also added verbiage stating transcript will not be withheld due to a balance of $500 or less owed to a college or university. Other minor changes were made for clarity and consistency.

11/12/15 - Amended to create new Part 1. Amended Part 2. Amended Part 4 regarding holds for registration and transcripts. Registration hold threshold increased to $100; transcript hold threshold remains at $30. Formatting and style changes throughout.

8/26/13 - Part 4, subpart A, remove verbiage requiring entry of the receivable into ISRS at the time account is first established; Part 4, subpart D, added sentence to clarify uncollectable receivables will result in a registration and transcript hold; Part 4, subpart G, added sentence to clarify application fees not earned until the fee is paid, also changed the term “canceling” receivable to “removing” receivable per Finance User Group feedback.

1/25/12 - The Chancellor amends all current system procedures effective February 15, 2012, to change the term "Office of the Chancellor" to "system office" or similar term reflecting the grammatical context of the sentence.

07/27/09 - Technical changes including changing Department of Finance to Management and Budget.

5/16/06 - To take effect August 15, 2006: Part 4, Subpart C, is added whereby colleges and universities will require students to view their account online as an electronic invoice in lieu of preparing and mailing routine paper invoices. Printed invoices with a uniform data format will be mailed to debtors selected for collection efforts in accordance with Minnesota Department of Revenue, Collections Division rules. Part 4, Subpart D, requires all colleges and universities to place a registration and official transcript hold on all unpaid student accounts with balances of $30 or more and that are more than 30 days past due before the begin date of the next term registration. Other smaller changes throughout the procedure.