UNIVERSITY OF WALES INSTITUTE, CARDIFF

Cardiff Metropolitan University

Finance Department

DEBTOR POLICY AND

PROCEDURE

Established: February 2015

Version: 1

Related Document: Tuition Fees Policy

CARDIFF METROPOLITAN UNIVERSITY

Debtor Policy & Procedure

Contents

Section 1 – Tuition Fees and other Academic Related Charges

1.1 Introduction

1.2 Home/ EU Students

1.3 International Students

1.4 Sponsored Students

1.5 Payment Options

1.6 Other Academic Related Charges

1.7 Debtor Sanctions

Section 2 – Non-Academic Related Charges

2.1 Debtor Sanctions

Section 3 – Trade Debt

3.1 Introduction

3.2 Credit Control Procedure

Section 1 – Tuition Fees and other Academic Related Charges

1.1 Introduction

Information on Tuition Fees and Payment Options is made available on

the Cardiff Met Fee Website during October prior to the

commencement of each Academic Year (the following September):

www.cardiffmet.ac.uk/study/finance

Once Enrolment has been completed the student would be liable for the

appropriate tuition fee charge; the University’s Terms & Conditions are

accepted when confirming ‘Offer’. Fee specific regulations are

highlighted on the above web page and also in Section 2 of the Student

Handbook.

1.2 Home/ EU Students

Once enrolled, the student will be deemed to be self-financing until

evidence is provided of third party funding; written confirmation from

sponsor must be provided if not SLC funded.

If the SLC is providing assistance towards tuition fees, this information

will be obtained directly from the Student Finance database; NB details

will only be provided when an application is complete and the signed

declaration returned to the SLC.

If self-financing, the tuition fees are payable as soon as the enrolment

process is completed, unless the student has elected to pay by

instalment via Direct Debit

An Invoice/ Statement will be sent to the registered correspondence

address shortly after the enrolment period outlining the financial

liability with the University.

1.3 International Students

Once enrolled, the student will be deemed to be self-financing until

evidence is provided of third party funding; written confirmation from

sponsor should be provided prior to enrolment.

Self-Financing students must make a minimum upfront payment of

60% of the total fee for that academic year at time of enrolment; if this

is not made, the debtor sanctions (Section 1.7) will immediately apply.

Any balance after the enrolment period will be subject to a 5%

administration charge.

The remaining balance of the tuition fees after the enrolment period

will be payable within 4 months of the recorded enrolment date.

An Invoice/ Statement will be sent to the registered correspondence

address shortly after the enrolment period outlining the financial

liability with the University.

1.4 Sponsored Students

As long as written proof of sponsorship has been provided, an invoice

will be sent to the sponsor after the enrolment period allowing 30 days

for payment.

If the fee remains unpaid after 30 days, a reminder will be sent (and E-

Mailed if address available) to advise that payment is overdue.

If the fee still remains unpaid 21 days after this, a Final Notice will be

sent to the sponsor requesting immediate payment.

Unless the charge is queried at this point, the charge will be removed

from the sponsor account and the student will be deemed as self-

financing and follow the debtor sanctions outlined in Section 1.7.

The only exception will be for sponsors funding the tuition fees of

International Students; the International Office is sent the Invoices

when generated and liaise directly with the sponsoring body. Regular

updates are provided to the International Office outlining which

sponsors are in default.

1.5 Payment Options

If fees are not paid prior to, or as part of the enrolment process, then

students must sign up to one the University’s instalment schemes.

For International Students, this is outlined in Section 1.3.

For standard enrolments i.e. September/ October, a Direct Debit

scheme for four equal payments from November – February of that

academic year.

Any non-standard enrolment will be afforded the same payment term

(i.e. 4 equal consecutive monthly instalments), but this will be by a

signed authorisation to take funds by Debit/ Credit card.

No surcharges will be applied to Payment by Instalment options for

Home/ EU students.

1.6 Other Academic Related Charges

If, when enrolled, a student becomes liable for any additional academic

related non-tuition charges i.e. Library Charges, Bench Fees, Penalty

Charges (including Unfair Practice and Resit; please refer to

Student Handbook for further details), then these are payable as

soon as incurred. Failure to pay may result in an immediate withdrawal

of IT access (see Section 1.7).

1.7 Debtor Sanctions

Once enrolment is completed, an Invoice/ Statement will be sent to the

registered correspondence address outlining any balance payable; NB

this is for ‘information only’ if the student has elected to pay by

instalments.

If payment is not made within eight weeks from this document being

sent, a further reminder will be sent to the correspondence address

along with an e-mail reminder to both the Cardiff Met and Preferred

addresses (if available) outlining that IT access may be withdrawn if

there is continued non-payment.

If a balance remains four weeks after this, we will again send an e-mail

to both the Cardiff Met and Preferred addresses confirming that the

sanction will be applied within one week.

The debtor sanction will not be removed unless payment is made,

agreement can be reached on the payment of the balance, or a query

can be applied that questions the validity of the charge.

The debtor sanction will restrict access to Cardiff Met IT facilities

(including the VLE) and swipe access to doors; it will also prevent re-

enrolment and the production of any Certificate/ Transcript.

Prior to the end of the Academic Year a Final Notice will be sent to the

registered correspondence address outlining the implications of further

non-payment.

If the fee remains outstanding once the enrolment period has expired,

the debt will be referred to an external collection agency for further

action. Any costs associated with this referral will be added to the

balance payable.

Notification will be sent to the registered correspondence address prior

to this action taking place.

Applicants who are in debt to the University for any reason, shall not

normally be permitted to enrol on a programme at the University. If an

applicant who is a debtor enrols without disclosing the debt and

obtaining specific information from Finance, then they will be subject

to investigation under the student disciplinary procedure for dishonesty

and all sanctions including exclusion will be available to the

investigating officer.

Section 2 – Non-Academic Related Charges

2.1 Debtor Sanctions

The individual School/ Department will determine when and how the

charge is payable and will manage all follow-up correspondence with

the debtor.

No ‘in-year’ debtor sanctions will apply to students (as outlined in

section 1.7) and we will not restrict academic progression or the

production of any Certificate/ Transcript.

If the fee remains outstanding once the enrolment period has expired,

the debt will be referred to an external collection agency for further

action. Any costs associated with this referral will be added to the

balance payable.

Notification will be sent to the registered correspondence address prior

to this action taking place.

Admission/ Enrolment to any other programme may be refused if

financial liability has not been settled.

Section 3 – Trade Debt

3.1 Introduction

Invoicing for Trade activity is ordinarily contained within the Finance

Department. Exceptions to this are PDR, Conferencing and School of

Health Sciences who have the ability to raise their own Invoices (Sales

Orders).

Sales Requisition Forms are completed by Department/ School and

sent through to Finance to be recorded on the University Finance

System. The Customer is created (if not already on system) with a

standard 30 day credit term. Invoice will be sent as soon as charge is

created.

Any changes to the original charge (e.g. Credit) must be communicated

by Amendment/ Cancellation form directly to the Finance Department.

3.2 Credit Control Procedure

If the invoice remains unpaid after the standard 30 day credit term, a

Statement with covering letter is sent to the customer by way of

reminder.

If after 60 days the invoice is still outstanding, a Final Notice will be

sent to the customer requesting immediate payment.

This will be followed up by a telephone call/ E-Mail (if details

available).

If the charge remains outstanding after 91 days, the Department/

School requesting the initial invoice will be consulted on referring this

debt to one of our external collection agencies for further action.