503 - University of North Carolina at Chapel Hill Policy on Accounts Receivable

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.

Policy Statement

All appropriate and cost-effective actions to collect accounts receivable must 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. General Statute (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 UNC-CH Accounting Services or directly to the NC Department of Revenue as established, and provide quarterly reports to UNC-CH Accounting Services for required reporting to the State Controller (N.C.G.S. § 147-86.26).



Special Situations



  • Finance Procedure 503.1 - University of North Carolina at Chapel Hill Procedure on Collecting Past Due Accounts Receivable (non-student)
  • Finance Procedure 503.2 - University of North Carolina at Chapel Hill Procedure on Writing Off Uncollectible Accounts
  • Finance Procedure 503.3 - University of North Carolina at Chapel Hill Procedure on 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


Policy Contact
Subject Contact Telephone Fax E-Mail
Accounts Receivable Accounting Services - Cash Management 919-962-1601 919-962-3306 cash_management@unc.edu



  • February 18, 2016: Added Link for new Procedure 503.3.
  • June 29, 2015: Updated information collecting accounts.
  • July 1, 2010
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Article ID: 131524
Thu 4/8/21 9:10 PM
Tue 10/31/23 1:18 PM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
University Cash Manager
Next Review
Date on which the next document review is due.
06/08/2026 10:00 AM
Last Review
Date on which the most recent document review was completed.
06/06/2023 10:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
02/28/2018 12:00 AM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
02/28/2018 12:00 AM
Date on which the original version of this document was first made official.
01/23/2004 12:00 AM