Employee Past Due Account Policy

Policy Statement

The purpose of this policy is to articulate the financial obligations of University of St. Thomas employees to the University and the sanctions for not fulfilling those obligations. This policy applies to all faculty and staff, including priests, of the University and to all financial obligations and payments due or made to the University by an employee. Excluded from this policy are student workers.

Employees are required to satisfy their financial obligations to the University of St. Thomas in a timely fashion. Employee financial obligations include, but are not limited to, the following:

  • Tuition & Fees
  • Dishonored Checks & NSF Fees
  • Parking Violations
  • Library Fines
  • Gainey Conference Center
  • Child Development Center
  • Catering Services
  • Facilities Rental
  • Service Center

Failure of an employee to pay for services provided, or fines assessed, by the due date noted on any billing statement will constitute debt delinquency and may result in loss of these services; loss of certain university opportunities; disciplinary action; referral to a collection agency; and reporting to a credit bureau.

Notification Process

Employees are allowed 30 days to pay the minimum balance due on their billing statement; if that balance is not paid within 30 days of receiving the initial billing statement the account becomes past due. Please note that if the past due balance is a result of writing a returned of dishonored check, according to Minnesota Statutes 609.535 and 604.113 this is a misdemeanor, and as such returned/dishonored checks are taken seriously. A $30.00 charge will be added for each returned/dishonored check.

30+ Days Past Due

If the balance due becomes 30+ days past due, the employee is informed:

  • There is a maximum of 30 additional days to pay the account in full
  • -or- to establish a satisfactory plan for payment with the Assistant Director in the Business Office.
  • Of the course of action if outstanding balance extends to 60+ days past due.

60+ Days Past Due

If the balance due becomes 60+ days past due, the employee is informed that:

  • Their manager has been notified of the employee’s failure to pay their past due balance owed the University.
  • The past due balance has been reported to the appropriate department on campus from whom services were rendered.
  • The employee’s future on-campus credit privileges have been revoked.
  • Of the course of action if outstanding balance extends to 90+ days past due.

90+ Days Past Due

If the balance due becomes 90+ days past due, the employee is informed that:

  • The balance has been turned over to a third party collection agency and reported to the credit bureau(s), which may have an impact on the employee’s credit score.
  • The employee’s Academic and Administrative Advisory Committee (AAAC) member and the Chief Financial Officer have been notified that the account was placed with a collection agency in an attempt to collect the unpaid balance due the University.
  • The employee’s wages have been frozen.
  • Escalating disciplinary actions could result including, but not limited to, the loss of the right to take classes and a suspension of tuition remission privileges for the employee, spouse, or dependent children.