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REGULATION TITLE: Student Account Collections
APPLIES TO: Students
ADMINISTRATIVE AUTHORITY: Division of Finance & Administration Chief Financial Officer (CFO)
APPROVED BY: Kentucky State University Board of Regents
EFFECTIVE DATE:
August 8, 2025
NEXT REVIEW DATE:
August 8, 2028
REGULATION STATEMENT:
This regulation implements the Student Financial Responsibility and Collections Policy by detailing the specific procedures, consequences, and timelines related to past-due student accounts.
DEFINITIONS:
See the Student Financial Responsibility and Collections Policy for relevant definitions.
PROCESS:
Payment Guidelines and Options
Students who cannot pay their entire balance by the published deadline must enroll in an official university payment plan. KSU offers a payment plan through CashNet, which is interest-free but requires a processing fee of $35 per semester.
Failure to pay an account balance by the due date or to make satisfactory payment arrangements may result in the following actions:
- A Financial Hold being placed on the student's account by the Bursar's Office, making the student ineligible for further registration and preventing the release of transcripts.
- The assessment of a late payment fee.
- Removal from registered classes.
- Restriction on the use of the student ID card.
- Eviction from university-owned residence halls.
Exception for Small Balances
Students whose account balances remain $500 or less after the application of all financial aid and other payments will not be removed from their registered courses. However, these students will still have a financial hold placed on their accounts until the balance is fully settled.
Collections Timeline
KSU will send notifications to students to attempt to recover outstanding balances according to the following schedule before referring an account to an outside agency:
| Days Past Due | Stage | Required Actions |
|---|---|---|
| 1 – 30 | Current | No collection action is required. |
| 31 – 60 | Initial Past-Due | The Bursar's Office sends an initial past-due notification to the student's KSU email address. A financial hold is placed on the student's account. |
| 61 – 120 | Delinquent | The student receives monthly past-due notice emails. The financial hold remains on the account. |
| 121+ | Pre-Collections | The student continues to receive monthly notices. Additional actions to collect the balance (e.g., restriction of ID card use) may be taken. |
| After 1 Term of Non-Enrollment | Final Notice & Referral | The Bursar's Office sends a final written notice to the student's last known address and personal email address (if known). If the balance is not resolved within fourteen (14) days of the final notice, the account will be referred to a third-party collections agency. |
Billing Disputes
If a student believes there is an error on their bill or requires more information, they must contact the Bursar's Office within sixty (60) days of the bill's date of issuance.
REFERENCES AND RELATED MATERIALS:
- KSU Student Financial Responsibility and Collections Policy
CONTACTS:
| Subject | Office | Telephone | |
|---|---|---|---|
| Policy Questions | CFO/Vice President of Fin. & Admin. | (502) 597-6429 | Melissa.Hicks@kysu.edu |
| General Questions | Bursar's Office | (502) 597-6278 | Bursarmail@kysu.edu |
HISTORY:
| Revision Type | Date of Issuance/Revision | Drafter(s)/Editor(s) |
|---|---|---|
| Issued (New Regulation) | June 2025 | Zach Atwell |