Important: Consolidation of Late Registration ChargesEffective Winter 2005 quarter, charges for paying registration fees late will no longer be assessed to your ZOTAccount in two stages. Previously, one $25.00 late charge was assessed immediately after the registration fee payment deadline, and another $25.00 late charge was added at the end of the second week of classes. This two-stage process was confusing to students and parents, who saw $25.00 late charges on two successive ZOTBills. To simplify late registration, a $50.00 consolidated late charge will be assessed when the registration fee payment deadline has passed. Therefore, your Winter 2005 registration fee payment must be applied by Friday, December 17, 2004, to avoid the $50.00 consolidated late charge. The Dean's authorization requirement, and the $50.00 late enrollment fee assessed at the end of the second week to students enrolled in zero units, remain unchanged. |
Many campus departments levy fines and other penalties for a variety of reasons, including late return or loss of departmental items, breakage, etc. Some even charge a fee for having to bill you! There are so many possible combinations that we won't even go into them here, but we want to mention a few that raise a lot of questions.
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Library Fines |
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Returned Checks and Stopped Payments |
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AR/C Collection and Delinquency Charges |
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Collection Agencies |
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Late Charges for Registration Fee Payment and Enrollment |
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Refunds |
If you don't return materials within the allowed lending period, after a suitable period of time as determined by the staff, and after conducting several searches, the Library will bill you for the replacement cost of the missing book(s). Library invoices are posted to the AR/C system as "Lost Book(s) Bills," and are billed separately from your ZOTBill charges (although past-due invoices will generate a financial hold on ZOTAccount Online). Current students may view outstanding balances for Library invoices using QuickSearch (see example below).
If you return the book(s) after billing, the amount owed is reduced to the $10.00 per book minimum for non-refundable processing fees, plus any late payment charges that have accrued. As a result, if you return 5 books after billing, you will owe at least $50.00. Processing fees for late reserve items, recalled books, or certain media may be higher, so check with the Library for specific information on these charges. Do not wait for the invoice balance to be reduced before paying the processing fees. To avoid late charges and/or a financial hold, billed materials must be returned and processing fees paid before the 30th day following the invoice due date. Payments for Library invoices must submitted to the Central Cashier for processing, not to the Library.
Example to show Library Invoices on QuickSearch (as viewed on 03/15/2004)
In this example, two Library invoices are shown. Note
the separate due dates and invoice numbers to apply payments promptly and
accurately. |
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Of course it's better to avoid being billed in first place. Keep track of the materials you have checked out, and return or renew items promptly, using MY ANTPAC. For timely notification in case of recalls or other issues, update your address, email, and telephone information with the Library through MY ANTPAC, as soon as changes occur. To display any additional fines the Library may have assessed, select "Unpaid fines and bills" from MY ANTPAC. Library invoices are mailed to the address on file in ANTPAC, even if you have changed your address through ZOTAccount Online, or the Registrar's Student Access. Saying that a bill was sent to the wrong address does not excuse late payment. We do not cancel charges just because you haven't let departments know where you are.
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Naturally, the campus takes a dim view of checks that cannot be honored, whether you have stopped payment or there are insufficient or uncollected funds in your account. Our bank automatically presents a check twice for payment, but your best policy is to maintain funds at all times to cover any outstanding checks. If a check fails to clear your bank after the second presentation, you are billed for that check by the Central Cashier's office.
A minimum service charge of $25.00 is included on each returned check invoice, regardless of the amount or the reason that the check was returned. If you bounce a $3.00 check for an add/drop transaction, you'll pay at least $28.00 to clear the invoice. Stopped payments are treated the same as any other returned check, so you will pay the returned check service charge to UCI, plus any fee for stopping payment to your bank. An additional service charge equal to the maximum late registration fee may be assessed on returned checks submitted for registration. Therefore, bouncing your check for registration fees could cost you at least $75.00 more than the original amount of the check.
Returned check invoices are posted to the AR/C system and are billed separately from your ZOTBill charges (although any returned check invoice generates an immediate financial hold on ZOTAccount Online). Current students may view outstanding balances for returned check invoices using QuickSearch (see example below). Balances shown on QuickSearch may include returned check service charges and applicable late charges. If you think that you have been billed for a returned check, but have not received any invoice information, contact the Central Cashier.
The consequences of a returned check are serious. A financial hold is placed immediately on your student records, preventing you from paying registration fees, accessing financial aid funds, and obtaining your transcript and diploma. The department to which you submitted the bad check may also withhold services. You may not use another personal check to pay a returned check invoice; certified funds (cashier's check, money order, or cash) are required. Your check-writing privileges may be suspended. Please visit the Central Cashier's web site or contact their staff for specific policies.
Occasionally students risk making payments with insufficient funds, gambling that their checks will be returned after crucial deadlines, such as registration, have passed. This practice is not only unwise; it is ineffective in the long term. Students who write bad checks may manage to register for the current quarter, but soon find that the financial hold on their student records brings many more problems. For example, they may no longer have access to the financial aid needed for living expenses, or they may be prevented from obtaining transcripts for graduate school or a prospective employer. Students who are unable to pay their returned check balances cannot complete the next quarter's registration.
Campus policies do not allow Campus Billing Services to offer formal payment arrangements for returned check invoices. However, if you are unable to pay these debts in full as required, you should make a partial payment as soon as possible and then continue making payments as often as you can manage. The longer it takes to retire your returned check invoices, the longer your student records will remain on hold. Also, keep in mind that late payment charges will be assessed if no payment is received within 30 days of the invoice date.
Example to show Returned Check Invoice on QuickSearch (as viewed on 05/15/2004)
Use the due date and invoice number to apply your payment promptly and accurately. The date and number of your returned check are provided in the charge description for you to reference your records. Note that a returned check invoice generates a financial hold that is visible on ZOTAccount Online, even though the amount is not past-due. |
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Be sure to pay all University invoices quickly to avoid collection late charges. Expect any invoice from a campus department to be due and payable immediately upon issue, not upon receipt. Unlike student loans, University invoices have no "grace period" during which you may defer your payment. You have 30 calendar days, starting at the date printed on the invoice, during which payment must be received at the Central Cashier to avoid incurring a late charge and a financial hold. 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.
University invoices are posted to the AR/C system, for collection by Campus Billing Services. If you are a current student, check your AR/C account regularly using QuickSearch. Except for returned checks (which generate an immediate hold), invoices that are not yet past-due appear in the "Other AR/C Charges" section, as shown in the example below. Make note of the due date for each invoice and be sure that the balance is paid promptly to avoid a late charge and a financial hold. After submitting payment, check your AR/C account to confirm that your payment has been applied. Invoices that have been retired (paid or canceled in full) will no longer appear on QuickSearch. If you have any questions about your account, do not hesitate to contact Campus Billing Services.
Example to show University Invoices on QuickSearch (as viewed on 03/15/2004)
In this example, the Housing invoice is due 03/01/2004.
Payment must be applied to this invoice before
03/31/2004 to avoid a late charge and a financial hold. |
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If an invoice remains unpaid, it becomes past-due on the 30th day following the due date printed on the invoice. 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 |
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30th |
additional $ 5.00 |
$ 5.00 |
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60th |
additional $10.00 |
$15.00 |
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90th |
additional $30.00 |
$45.00 |
The total late charge amount cannot exceed the amount owed for the invoice. For example, the late charge for a $10.00 invoice will be at most $5.00 (for a total amount due of $15.00), but the late charge for a $45.00 invoice can increase to $45.00 (for a total amount due of $90.00). Once a payment has been applied to a particular invoice, late charges no longer can be added, even if an amount remains due on the invoice afterwards. With these rules, it makes sense to apply a payment as soon as possible.
Any payment processed on or after the 30th day will be applied to the late charge assessment first. If you do not include the late charge amount in your payment, a past-due balance will be left on your account. For example, if you owe $15.00 for a past-due invoice ($5.00 late charge plus $10.00 invoice balance), a payment of only $10.00 will clear the late charge but leave a past-due balance of $5.00 on the invoice. Current students can see past-due balances on QuickSearch; all other account holders should contact Campus Billing Services for information.
Regardless of its amount, a past-due balance generates a financial hold which is visible on ZOTAccount Online. Financial holds prevent you from paying registration fees, accessing financial aid funds, and obtaining your transcript and diploma. You wouldn't want your registration fee payment held and your classes dropped just because you forgot to pay a library fine. Check your AR/C account regularly using QuickSearch, and pay any past-due balances as soon as possible. If you are unsure about any item in your account, contact Campus Billing Services for assistance.
Example to show Holds and Past-Due Invoices on QuickSearch (as viewed on 05/15/2004)
Here the Housing invoice from the previous example is unpaid,
and more than 60 days past-due. Its amount due has increased from the
original $100.00 to $115.00, as a $5.00 late charge was added on the 30th day
(03/31/2004), and an additional $10.00 late charge was added on the 60th day
(04/30/2004). Since this invoice has a past-due balance, it generates a
financial hold that is visible on ZOTAccount
Online. If the invoice remains unpaid on 05/30/2004, an additional
$30.00 late charge will be added, for a total of $45.00 in late charges, and a
new amount due of $145.00. |
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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 is some mitigating circumstance (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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Click here for 2004-2005 ZOTBill Statement Dates |
| The minimum amount due must be received on or before the specified ZOTBill Statement due date; postmark dates do not apply. Late fees are assessed and posted to your ZOTAccount when charges remain outstanding after their respective due dates. Don't risk having your classes dropped because you didn't pay your registration fees on time. |
Students should enroll in classes using WebReg, or add classes using add-drop cards, as instructed by the Registrar's Office in "Registration at a Glance." Students are responsible for confirming and monitoring their enrollment using Student Access. To avoid a late enrollment charge of $50.00 for the quarter, be sure that you have enrolled in classes and paid your registration fees by the end of the second week of classes. The charge for late enrollment is assessed on your ZOTBill, and appears on ZOTAccount Online. Past-due late enrollment charges must be cleared before the next quarter's registration can be completed.
The penalty for paying registration fees late is now a $50.00 consolidated charge on your ZOTBill. The consolidated charge is assessed immediately after the registration fee payment deadline. If your registration fee payment is not applied by the quarterly deadline, you will owe at least an additional $50.00. For the current quarter's deadlines, refer to "Registration at a Glance" at the Registrar's web site. You can see any charges for late registration fee payment on ZOTAccount Online. Past-due charges must be cleared before the next quarter's registration can be completed.
If you fail to enroll before paying registration fees in the third week, you will owe the $50.00 late enrollment charge plus the $50.00 consolidated late payment charge, for a total of $100.00 in late charges. In addition, you will be required to obtain the Dean's authorization before your payments may be applied. Undergraduates should contact the academic counseling office for their major, while graduate students should follow instructions on the Late Registration Authorization downloaded from Office of Graduate Studies web site. If you do not know which office is appropriate, contact the Registrar.
It's likely that you will receive at least one email reminder, prompting you to obtain the Dean's authorization, when needed. Nevertheless, it is your responsibility to know Late Registration deadlines and procedures. If you fail to obtain the Dean's authorization when required, your ZOTAccount will be on hold, any registration fee payments will remain unapplied, and your registration fees will be unpaid. Dean's authorizations expire after 3 business days. To check for a Dean's authorization hold, or to confirm your registration fee payment status, use ZOTAccount Online.
Note: the staff at Campus Billing Services and the Central Cashier cannot process a Dean's authorization to release your hold, nor are they permitted to waive charges for late enrollment or late registration fee payment. If you wish to dispute these penalties, we will direct you to the appropriate department (typically the Registrar, Office of Graduate Studies, or Ombudsman) for assistance.
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If the Central Cashier processes a payment that is more than the amount owed on your AR/C account, the system may generate an overpayment automatically. Current students may view unapplied overpayments on QuickSearch; others should contact Campus Billing Services for information. Once applied, an overpayment is no longer visible on QuickSearch.
It is important to note that AR/C overpayments are not necessarily converted into refunds. Campus Billing Services staff will review your account and may, at their discretion, apply an overpayment to the fullest extent towards any outstanding campus debts (not just those that are past-due). As with payments, overpayments are applied to late charges first, and then to an invoice balance. Allow at least 2 weeks for processing refund checks after all debts have been cleared. If you have any questions about the disposition of an AR/C overpayment, contact Campus Billing Services.
If your enrollment status changes (full-time to part-time, and/or nonresident to resident), or you withdraw, ZOTAccount Online displays a credit in the amount that your quarterly registration fees have been reduced. This credit is applied to outstanding ZOTBill charges as needed to resolve your account. Provided that you do not have a financial hold, any remaining credit may be used to generate a refund check for mailing or direct deposit into your bank account.
It is your responsibility to monitor your ZOTAccount Online to confirm postings for any enrollment status changes applicable to your situation. If you have completed the paperwork necessary to withdraw, or to petition for part-time or resident enrollment status, but you do not see a credit on your ZOTAccount Online, follow up with the office that accepted your documents. There may be an issue with your paperwork that has delayed processing. Otherwise, contact Campus Billing Services for assistance.
If you think your enrollment status change entitles you to a refund, but you have not received a check, review the "Current Account" entries in ZOTAccount Online. You will be looking for transactions similar to the shaded ones shown in the example below, with the enrollment status change credit in the Payment/Credit column and any refund in the Charge/Debit column. It is your responsibility to keep your address and bank account information current as requested, to avoid delays in receiving refunds. If you have any questions about the disposition of a refund check from ZOTAccount Online, contact Campus Billing Services.
Example to show Enrollment Status Change Credit and Refund Check Issuance(shading added for illustration only; not present in ZOTAccount Online)
In this example, the enrollment status change credit of $2055.50 (for withdrawing from Fall 2003 quarter) was applied to outstanding financial aid charges (in the amounts of $519.00 and $1200.00), and the remainder was used to generate a refund check in the amount of $336.50. |
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