NOTICE: The Finance Policies and Procedures Manual, along with the previous manual, is undergoing changes. These sites are continually updated to reflect changes in business processes. If you cannot find the information you are seeking in these policies, email for more information.
Policies and Procedures

Policy 503 – Accounts Receivable

January 23, 2004
Last Updated
February 18, 2016
Last Reviewed
June 29, 2015
Responsible University Officer
University Controller
Responsible Unit
Accounting Services

Policy Statement

All appropriate and cost-effective actions to collect accounts receivable shall be taken, with the objective to sustain proper management of University receivables held by campus units. All accounts receivable should be billed monthly. A concerted effort should be made to collect accounts, including the current amount due applicable to installment payments. Departments should send follow-up notices on uncollected accounts.

The University is required by law to establish internal policies and procedures for the management and collection of accounts receivable and be consistent with the statewide policies and procedures adopted by the Office of the State Controller (OSC) and UNC General Administration Business Compliance Program procedural guidelines. Each department must maintain records and supporting documentation for their accounts receivable. Departments must charge interest and penalties as outlined in N.C.G.S. § 147-86.23, engage in skip tracing of debtors (N.C.G.S. § 147-86.24), report debts to the Setoff Debt Collection Program (N.C.G.S. § 147-86.25) through Accounting Services or directly to the NC Department of Revenue as established, and provide quarterly reports to Accounting Services for required reporting to the State Controller (N.C.G.S. § 147-86.26).

Reason for Policy

To ensure that the University is paid for goods and services rendered, by maintaining accurate billing and timely collection for services provided by the departments, ensure compliance with applicable state and federal laws; ensure fairness for both the debtor and the University.



Special Situations



  • 503.1 - Collecting Past Due Accounts Receivable (non-student)
  • 503.2 - Writing Off Uncollectible Accounts
  • 503.3 – Managing a Notification of Bankruptcy

Additional Information

Frequently Asked Questions

Q:   When is an account considered delinquent?
A:   An account is generally considered delinquent if it is at least 60+ days in arrears or past due, and no arrangements have been made by the debtor to satisfy the obligation.

Q:   Are indigent care accounts and contractual adjustments (with UNC Faculty Physicians) considered a debt to the University?
A:   If an account is determined to be an indigent care account or a contractual adjustment, then that portion of the account is no longer classified as a receivable or debt to the University and, therefore, the procedures to account for uncollectible receivables do not apply.

Related Data

503.1rd – UNC Procedural Guidance on Collection of Past Due Accounts and Write-Offs

North Carolina Office of State Controller - Statewide Accounts Receivable Program

North Carolina General Statute § 147-86.21 - State agencies to collect Accounts receivable in accordance with statewide policies

North Carolina General Statute § 147-86.22 - Statewide Accounts Receivable Program

North Carolina General Statute § 147-86.23 - Interest and Penalties

North Carolina General Statute § 147-86.24 - Debtor Information and Skip Tracing

North Carolina General Statute § 147-86.25 - Setoff Debt Collection

North Carolina General Statute § 147-86.26 - Reporting Requirements


Accounts Receivable Accounting Services --Cash Management 919-962-1601 919-962-3306


February 18, 2016: Added Link for new Procedure 503.3.
June 29, 2015: Updated information collecting accounts.
July 1, 2010