1. Student AR Practices at SMCCD 2008 - 3CBG Conference Presenter – Raymond Chow, District Controller Phone (650) 358-6742 Email – chow@smccd.edu

2. Introduction San Mateo County Community College District Consists of three colleges. Enrolls over 25,000 students Banner users since 1993

3. Background The District’s policy does not prevent students from registering nor does it drop them for non payment Student enrollment more important then A/R collection Colleges win and District losses Conversion from EIS accounting to Banner

4. Policy District policies on AR balance prior to 2006 –Internal Collection Efforts Send out schedule bill to students Make SARS calls Send past due notice

5. Policy –External Collection Efforts (after 2006) upon exhaustion of all internal collection efforts unpaid student fees accounts are then sent to collection agencies The COTOP program for financial aid receivables Franchise Tax Board sponsored Interagency Intercept Collections program to offset unpaid parking citation receivables Working with District attorney office for returned checks collection

6. Collection Steps Goal to reduce outstanding student and non- student A/R Hire outside collection agencies Wrote off “old” uncollectable balances Redefine A/R procedures, schedule student billing, SARS calls and collection letters, etc.

7. Student Billing Procedures Develop and implement a billing time-table Sample internal A/R collection schedule

8. Collection Agency Process Initial Placement File Balance over $50 and with activities older than 2 years and not older than 7 years New placement File Twice a year Outstanding is older than 1 year

9. Collection Agency Process AR Data Synchronization Weekly download and upload of AR payment information to and from collection agencies Thank you !