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University of Bath

Reminder process

When dealing with debtors Credit Control send out reminders in a certain order. All correspondence is copied to the department administrator for reference.

Students

First reminders are emailed to the Students University accounts and personal accounts one day after the invoice becomes overdue. This asks for the balance to be settled in 10 days.

Second reminders are emailed to the Students University accounts and personal accounts, 11 days after the due date. This asks for the balance to be settled within seven days. At this point a first late payment charge may arise.

Third reminders are emailed to the Students University accounts and personal accounts, 18 days after the due date. This asks for the balance to be settled within seven days. At this point a second late payment charge may arise.

If payment is not received within seven days (25 days after the due date) the department will be contacted to determine if there any other circumstances that may be affecting the student’s ability to pay. The student’s status is reflected to C FIN status to indicate there are payment problems with the account.

After liaising with the department, a request will be made to the Academic Registry asking for a letter to be sent to the students University account and personal account stating that unless payment is made within 18 days, they will be withdrawn from the University.

If payment is not made and after consulting with the Academic Registry withdrawal may now take place.

This cycle depends on the contact we receive from the student. We will try to help wherever possible and urge students to contact us. This may lead to the process being delayed or interrupted.

Commercial

First reminders are sent via letter three days after the invoice becomes due. It asks for payment to be made within 10 days.

Second reminders are sent via letter 17 days after the invoice due date. It asks for payment to be made within seven days.

Third reminders are sent via letter 30 days after the invoice due date. It asks for payment to be made within seven days and threatens the use of a Debt Collection Agency if payment is not received.

Telephone calls and emails are also used as collection tools at any stage during the process, if deemed necessary.