Policy 7 – 06: COLLECTIONS POLICIES AND PROCEDURES

The College Business Office shall collect all amounts due resulting from items that have been credited to students’ accounts but returned because of insufficient funds, rejection, or errors of commission or omission.

The Business Office shall collect amounts due from Financial Aid to students before applying refunds to students ’ accounts.

In it’s collection of returned items the College follows Massachusetts General Laws, Chapter 266 Section 37, which reads:

Whoever, with intent to defraud, makes, draws, utters or delivers any check, draft or order for the payment of money upon any bank or other depository, with knowledge that the maker or drawer has not sufficient funds or credit at such bank or other depository for the payment of such instrument, although no express representation is made in reference thereto, shall be guilty of larceny. As against the maker or drawer thereof, the making, drawing, uttering or delivery of such a check, draft or order, payment of which is refused by the drawee shall be prima facie credit with such bank or other depository, unless the maker or drawer shall have paid the holder thereof the amount due thereon, together with all costs and protest fees, within two days after receiving notice that such check, draft or order has not been paid by the drawee. The word “credit” as used herein, shall be construed to mean an arrangement or understanding with the bank of depository for the payment of such check, draft or money order.

Bad Check Procedure –
The student’s account is credited with initial payment. Quincy City Hall notifies the Business Office of the bad check and sends the check back to the Business Office. The Business Office then receives a listing of bad checks. The Office cuts a check to the City of Quincy for the amount of the bad check plus any bank fees that may have been incurred. The bad check is then recorded on CMDS. The current student status “CS” is changed to bad check “BC”. A hold is put on the student’s account. The Business Office employee puts “Do not accept Personal Checks” in the notes section of the computer program. The Business Office notifies the student of the bad check. The payment accepted on a bad check, including any bank fee, must be cash, money order, or charge card. A receipt is given to the student. The “BC” status is changed back to “CS”. The hold on the student’s account is removed. The original check is returned to the student.

Financial Aid Procedure –
The Financial Aid Office transfers aid to student’s account. The Business Office is given a listing of Financial Aid recipients. The Business Office checks the student’s charges and makes certain the student is correctly billed. The Business Office then sees if there is a credit balance.

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