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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.

These procedures specify the steps that must be taken to ensure past due accounts receivable are collected in a timely, fair and cost-effective manner.

This procedure addresses how to request a cash advance, guidelines for maintaining supporting documentation at the department level, and procedures for reconciling and settling cash advance.

The purpose of this document is to establish a uniform policy for billing of procedures, items, or tests provided to subjects who participate in clinical research studies. This policy supplements existing policies related to the conduct of clinical research studies. This policy is applicable to medical items or services provided as part of a clinical research study; however, it does not apply to studies that do not involve human subjects.

This procedure details the steps to request and reconcile a Cash Advance related to a sponsored project. The UNC Finance Division’s Policies and Procedures Manual should be followed for requesting and reconciling cash advances for non-sponsored activities.

Cash advances are necessary for efficiency or because they are the only means acceptable to the payment requirements of the service rendered. This policy explains how to obtain the necessary funds to meet payment requirements, appropriate use and settlement of such cash advance funds.

Cash Advances are required to allow business to be conducted in specific situations. It is necessary to determine the acceptable circumstances to use this process and the methods by which they must be managed.

The University is required by the State of North Carolina to maintain due diligence in the safeguarding of the University's assets. Making payments prior to receipt of goods and services violates good internal control and places the University's assets at risk.

This procedure outlines conditions for pre-payment of applicable travel expenses for pre-approved University business travel.

These procedures apply only to University student accounts receivable.

Accounts should be written off when all collection procedures, including those required by the Office of the Attorney General (OAG), have been conducted without results and management deems the accounts uncollectible.

This procedure specifies the steps that must be taken relevant to accounts receivable where the debtor has initiated bankruptcy proceedings. This procedure applies to all University-owned accounts receivable.

North Carolina law requires the University to charge and collect tuition, fees and other applicable payments for the term at the beginning of each semester or quarter (NCGS § 116-143). The University is also required to collect Accounts Receivable, including past due accounts in accordance with guidelines established by the Office of the State Controller.

All activities involving the collection of human biological specimens for research purposes, as well as the research use of specimens collected for clinical care, must be conducted under the terms of an IRB approved research protocol. The collection and use of human biological specimens (either identifiable or de-identified) must comply with all applicable laws and regulations for research involving human biological specimens or superseding requirements.

Accidents or sickness which occurs while traveling internationally pose unique challenges. Participants may be unfamiliar with the medical services and locations of their host country. Language barriers and different billing requirements may affect prompt medical services. In addition, serious injuries may require the need for medical evacuation or repatriation services.