Debt recovery process for non-student debtors

Information about the University's debt recovery process for non-student debtors.

TimescaleNotes
Invoice date The University’s credit terms mean that we require payment within 30 days of an invoice being issued to a customer (please note that this is not working days).
Invoice date plus 30 days - due date The due date for the invoice has been reached. 
Due date plus seven days “Reminder letter 1” sent.
Due date plus 21 days “Reminder letter 2” sent.
Due date plus 28 days and beyond
  1. If the debt remains unpaid seven days after “Reminder letter 2” has been sent then this is followed up by email or telephone call to the customer.
  2. If the Fees Office are still unable to recover the debt after the emails and telephone calls have been made then the department that requested the invoice is contacted to request their assistance in getting the invoice paid and resolving any disputes or issues
  3. If the amount owed is more than £50, then the invoice is passed to the debt collectors after discussion with the requesting department and by agreement with the Finance Services Manager. At this stage the department is notified of the likely debt recovery fees that will be incurred.
  4. If the debt is deemed irrecoverable after referral to the debt collectors then Fees Office advise the requesting department and obtain their agreement to write off the debt to the workorder that the invoice was originally charged to.
Debt write offs require the approval of the Finance Services Manager and, depending on the amount of money owed, one of the following people: the Assistant Director, Finance Shared Services, the Deputy Director of Finance or the Director of Finance.

Contact us

Cash Office, Market Square
cash-office@york.ac.uk
+44 (0)1904 322117
+44 (0)1904 324125

Fees Office, Market Square
fees-office@york.ac.uk
+44 (0)1904 322120
+44 (0)1904 324125

Janet Boddy
Cash and Fees Office Manager
janet.boddy@york.ac.uk
+44 (0)1904 322457

For tuition fees issues:
gina.drake@york.ac.uk

For external customer invoices:
andrew.south@york.ac.uk

Contact us

Cash Office, Market Square
cash-office@york.ac.uk
+44 (0)1904 322117
+44 (0)1904 324125

Fees Office, Market Square
fees-office@york.ac.uk
+44 (0)1904 322120
+44 (0)1904 324125

Janet Boddy
Cash and Fees Office Manager
janet.boddy@york.ac.uk
+44 (0)1904 322457

For tuition fees issues:
gina.drake@york.ac.uk

For external customer invoices:
andrew.south@york.ac.uk