AR/C Charges, Penalties, and Refunds


Attention: Current Students

Registration fees and other enrollment-related charges, lab charges, housing contracts and rent, library fines, returned checks, and various charges for goods and services (such as tutoring, reservations, and student health visits) are billed to your ZOT Account. Unpaid balances are subject to ZOT late charges and other penalties. Please refer to the ZOT Bill FAQ for more information.

What is AR/C?
Payment Agreements
AR/C Collection and Delinquency Charges
Collection Agencies
AR/C Overpayments and Refunds


What is AR/C?

Accounts Receivable and Collections (AR/C) is a computer system administered by Campus Billing Services. AR/C is used primarily to bill, monitor, and collect payments on University invoices issued to non-student accounts. Current students should refer to ZOT Account Online for registration fees and other student charges.

AR/C accounts include charges billed to:

Campus departments are required to issue a University invoice when billing for goods and services in amounts greater than $20.00. Departments may add a service charge for invoice processing to the stated costs.

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Payment Agreements

If you are a current student, you may request the transfer of certain unpaid charges from your ZOT Account to AR/C, to facilitate a payment agreement. Payment agreements are not available for charges such as returned checks, emergency loans, and PACE installments. Contact Campus Billing Services to discuss your debts; your account representative will explain the terms and conditions that pertain to your situation.

With a valid agreement, you promise to apply partial payments to your AR/C account according to the prescribed schedule. In return, Campus Billing Services allows you to register and obtain transcripts as an enrolled student, despite the balance due. Your account representative monitors your AR/C account, and places a hold on your student records if a payment is late or missing.

The transferred charges no longer appear in your ZOT Account. You may review your AR/C account and make electronic payments with QuickSearch. Notify Campus Billing Services immediately if a payment is late or missing. Your account representative may assist you by modifying the terms of your agreement, or locating a misapplied payment.

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AR/C Collection and Delinquency Charges

University invoices posted to the AR/C system are due and payable immediately upon presentation, not upon receipt. This means that billing begins as soon as the invoice is issued (on the invoice date). The date when a paper copy is delivered to you is irrelevant. The invoice date is printed on the original mailing and on subsequent AR/C notices and billing statements.

Be sure to pay all University invoices promptly. If a charge remains unpaid, it becomes past-due on the 30th day following the due date printed on the invoice. Postmarks do not apply; your payment must be processed by Central Cashier before the 30th day. For example, an invoice dated March 1 must be paid before March 31st to avoid late charges.

If you receive an AR/C statement, then it's likely that at least one of the invoices displayed on it is past-due already. AR/C statements display increasingly severe dunning language, ranging from "Past Due" (at 30 days) to "Final Notice" (120 days or more). Statements also describe potential collection actions, such as a financial hold or referral to a collection agency.

Late charges are added to each past-due invoice (not your overall AR/C account), according to the following table:

Day following invoice due date AR/C Late Charge Assessment Total AR/C Late Charge Amount

30th

additional $ 5.00

$ 5.00

60th

additional $10.00

$15.00

90th

additional $30.00

$45.00

If you are a current UCI student, you may review your AR/C account and make secure electronic payments with QuickSearch. Notify Campus Billing Services immediately if a payment is late or missing. Your account representative may assist you by temporarily suspending AR/C late charges, and/or further collection actions, while investigating the issue.

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Collection Agencies

If your AR/C account becomes seriously past-due, Campus Billing Services will issue a Final Notice requiring you to send payment to the Central Cashier immediately.  Do not ignore the Final Notice; it may be the last communication from UCI before your account is referred to an off-campus collection agency.  If you think there is a discrepancy with your account, or there are mitigating circumstances (such as bankruptcy), contact Campus Billing Services without delay. You may be able to avoid unnecessary bother and expense by simply communicating your situation.

After your account has been referred to a collection agency, you will be contacted by a representative of that company regarding your account.  You must now deal directly with the agency, rather than with UCI.  The agency representative will inform you about the company's collection terms and payment options.  Your account may be subject to additional collection charges, including court costs if your case is litigated.  Agencies also have the option to make adverse entries on your credit report, when appropriate.

The first priority for collection agencies is to collect debts.  With that said, agencies realize that it is better to work with you than to make paying difficult.  Collection agency representatives may offer payment plans or other strategies for resolving your debts, but they can't help you if they can't find you.  If you learn that your account has been referred to a collection agency, contact the appropriate company immediately:

Company Name Contact Information
Coast Professional P.O. Box 1848
Tustin, CA 92781-9959
(800) 231-0225
www.coastprofessional.com
General Revenue Corporation 11501 Northlake Drive
Cincinnati, OH 45249
(800) 234-6258
www.generalrevenue.com
Windham Professionals
Educational Collection Division
380 Main Street
Salem, NH 03079
(800) 208-5076
www.windhampros.com

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AR/C Overpayments and Refunds

If the Central Cashier processes a payment that is more than the amount presently owed on your AR/C account, then the system generates an overpayment automatically. Current students may view unapplied overpayments on QuickSearch. An overpayment entry may appear on an AR/C statement with unpaid charges. Contact Campus Billing Services to verify an overpayment on your AR/C account.

Important Note: AR/C overpayments are not necessarily converted into refunds. Campus Billing Services staff will review both your AR/C account and ZOT Account (if applicable), to determine if the overpayment amount resulted from a misapplied payment. An account representative may, at his/her discretion, transfer an overpayment between your accounts.

An AR/C overpayment may be applied to the fullest extent towards any outstanding campus debts (not just those that are past-due). According to campus policy and established collection procedures, overpayments are applied to late charges first, and then to remaining balances. De minimus (under $5.00) overpayments may be transferred to a holding account until you request a refund. Once applied, an overpayment is no longer visible on QuickSearch.

Allow at least 2 weeks for processing AR/C refunds, after all debts have been cleared. Typically a paper check will be issued to the most recent billing address on file in AR/C. If you have any questions about the disposition of an AR/C overpayment, contact Campus Billing Services.

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