State Employee Debt Collection Policy & Procedures

§ 143-553.  Conditional continuing employment; notification among employing entities; repayment election.

(a) All persons employed by an employing entity as defined by this Part who owe money to the State and whose salaries are paid in whole or in part by State funds must make full restitution of the amount owed as a condition of continuing employment; provided, however, that no employing entity shall terminate for failure to make full restitution the employment of such an employee who owes money to the University of North Carolina Health Care System for health care services.

(b) Whenever a representative of any employing entity as defined by this Part has knowledge that an employee owes money to the State and is delinquent in satisfying this obligation, the representative shall notify the employing entity. Upon receipt of notification an employing entity shall terminate the employee's employment if after written notice of his right to do so he does not repay the money within a reasonable period of time; provided, however, that where there is a genuine dispute as to whether the money is owed or how much is owed, or there is an unresolved issue concerning insurance coverage, the employee shall not be dismissed as long as he is pursuing administrative or judicial remedies to have the dispute or the issue resolved.

(c) An employee of any employing entity who has elected in writing to allow not less than ten percent (10%) of his net disposable earnings to be periodically withheld for application towards a debt to the State shall be deemed to be repaying the money within a reasonable period of time and shall not have his employment terminated so long as he is consenting to repayment according to such terms. Furthermore, the employing entity shall allow the employee who for some extraordinary reason is incapable of repaying the obligation to the State according to the preceding terms to continue employment as long as he is attempting repayment in good faith under his present financial circumstances, but shall promptly terminate the employee's employment if he ceases to make payments or discontinues a good faith effort to make repayment. (1979, c. 864, s. 1; 2007-306, s. 2.)

Past Due Account

1. Employees will be billed monthly.  The balance on the Employee Bill must be paid in full or the employee must make satisfactory payment arrangements with Donna Jones, Manager of Student Accounts, 227-3105, within 30 days of the date of the Bill.
Payroll Deduction Agreement for Faculty/Staff (Word)

2. If the balance is not paid or satisfactory payment arrangements made, an Employee First Notice will be sent to the employee.  The past due balance on the account must be paid in full or  satisfactory payment arrangements must be made with Donna Jones, Manager of Student Accounts, 227-3105, within 30 days of the date of the Notice.

3. If the balance is not paid or satisfactory payment arrangements made, an Employee Final Notice will be sent to the employee and a letter will be sent to the supervisor. The past due balance on the account must be paid in full or  satisfactory payment arrangements must be made with Donna Jones, Manager of Student Accounts, 227-3105, within 30 days of the date of the Notice.

4. If the balance is not paid or satisfactory payment arrangements made within 30 days of the Employee Final Notice, the employee’s supervisor will be contacted and G.S. 143-553 will apply. Termination procedures shall be in accordance with all applicable due process/hearing requirements, if any, based upon the employee's classification.

5. If there is a genuine dispute as to whether the balance is owed, the employee will not be terminated as long as he/she is pursuing administrative or judicial remedies to have the dispute resolved. In that case, the employee must contact Donna Jones in the Student  Accounts Office, 227-3105, and explain the situation.

Returned Check

1. The amount of the returned check and a $25.00 charge for each returned check will be charged to the employee’s account.

2. A letter will be sent to the employee stating that the returned check(s) must be replaced within 10 calendar days of the date of the letter via cash, certified check or money order or satisfactory payment arrangements must be made with Donna Jones, Manager of Student Accounts, 227-3105.

3. If the returned check has not been replaced within 10 days of the date of the letter or satisfactory payment arrangements have not been made, a letter will be sent to the employee’s supervisor.

4. If the returned check has not been replaced within 10 days of the date of the letter to the supervisor or satisfactory payment arrangements have not been made,  G.S. 143-553 will apply.  Termination procedures shall be in accordance with all applicable due process/hearing requirements, if any, based upon the employee's classification.

5. The employee’s check cashing privileges are permanently revoked.

 

Copyright by Western Carolina University      •      Cullowhee, NC 28723      •      828.227.7211      •      Contact WCU
Maintained by the Office of Web Services      •      Directions      •      Campus Map      •      Emergency Information      •      Text-Only

Office of Web Services