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Accounts Receivable


Accounts receivable must be reviewed on at least a monthly basis by the responsible collecting department (see below). Collection efforts on all receivables begin after the account is 30 days past due (this does not apply to currently enrolled students who must make financial arrangements with the respective campus business office). The University calculates an allowance for doubtful accounts in accordance with generally accepted accounting principles. Accounts are turned over to a collection agency when internal collection efforts are deemed unsuccessful. Written approval is required to forgive past due debts. See table below for debt forgiveness thresholds.

Accounts receivable defined

Amounts due to the University from external sources. Accounts receivable categories include student accounts, non-student receivables, clinic receivables, and loans receivable.
Note: Amounts due between University campuses or departments are not accounts receivable.

Collection responsibility

The individual(s) responsible for collections depend upon the type of receivable:

If... Then...
Student receivables Director, Student Business Services (Stockton)

Director Financial Administration (Sacramento accounts)

Director for Fiscal Services (San Francisco accounts)


Student Loans Director, Student Business Services (Stockton)

Director Financial Administrations (Sacramento accounts)

Director for Fiscal Services (San Francisco accounts)


Dental clinic receivables Clinic manager


Other Billing campus, school, department

Accounts Receivable Write-off

The following thresholds apply to Accounts Receivable write-off:

  • Debt Amount: < $2,500

Approval Level Required

If... Then...
Dental Clinic Assistant Dean Clinic Services


All others - Director, Student Business Services (Stockton accounts)

- Director Financial Administration (Sacramento accounts)

- Director for Fiscal Services (San Francisco accounts)
  • Debt Amount:$2,500 - $15,000

 Approval Level Required

If... Then...
Dental Clinic Dean, Dugoni School of Dentistry


All others - Associate Vice President for Business & Finance (Stockton accounts)

- Assistant Dean, Administrative Affairs (Sacramento accounts)

- Dean (San Francisco accounts)
  • Debt Amount: > $15,000

Vice President for Business & Finance


Allowance for doubtful accounts defined

Amount of outstanding receivables that the University estimates it will not recover.


Allowance for doubtful accounts calculation procedure

The allowance for doubtful accounts calculation is done, at a minimum, annually as part of fiscal year end processes (June 30). Follow the procedure below to calculate this allowance:

Step Action
1 Review detailed aged accounts receivable balance by account type (student, non-student, clinic, loan) and category (1-30 days past due, 31-60 days past due, 61-90 days past due, > 90 days past due).
2 Determine from historical records the total amount written off for each account type.
3 Determine what percentage this amount represents for each category.
4 Apply this percentage to fiscal year end balances by account type and category to determine overall total.
5 Submit calculations to Controller for review and posting to financial statements. Year end calculation (i.e., June 30 calculation) is due no later than July 10 each year.


Allowance for doubtful accounts calculation responsibility

The individual(s) responsible for calculation of the allowance for doubtful accounts are:

Type Responsibility

Student accounts receivable

Director, Student Business Services (Stockton)

 

Director Financial Administration (Sacramento accounts)

 

Director for Fiscal Services (San Francisco accounts)

Loans receivable Director, Student Business Services (Stockton)

Director Financial Administration (Sacramento accounts)

Director for Fiscal Services (San Francisco accounts)
Dental clinic receivables Director for Fiscal Services, Dugoni School of Dentistry


Additional information

All receivables report under the Controller's Office.

About This Policy
Last Updated
8/30/2016
Original Issue Date
7/1/2007

Responsible Department
Controller