After the payment due date (usually the 10th of the month), a report is generated that lists each account in dunning status 3 and 8. Different collection measures are taken based upon the type of account.

• B = Business Accounts: These accounts are forwarded to a collection agency after the due date of the final bill. OUB will contact university departments to see if the charge is in dispute or some other problem exists with the account prior to sending to collection. This does not include the Pharmacy, Library, CNS, Electric Service, and Parking. This is done in an effort to prevent having to negotiate whether or not collections fees must be paid if there is a dispute.
• F = Faculty/Staff: Accounts are sent to the collections agency, unless we have written permission to payroll deduct.
• N = Non-Students: Accounts are forwarded to a collection agency after the due date of the final bill.
• P = Public Agencies: Phone calls are attempted, if payment is still not made, accounts are forwarded for collections.
• S = Students: The student's account is blocked which prevents further registration. If the student is currently enrolled, no other action is taken until the student is no longer enrolled. Once student is no longer enrolled, the account is treated the same as "Non Students".
• T = Third Party Contracts: After the contract memo expires for the term, the student will be billed and all procedures for "student" will be followed.
• V = Virginia Tech Accounts: These are internal accounts, phone calls are placed and department head is contacted if payment is not received.
• X = Past Due Accounts with payment arrangements or disputes: No action taken at this time. A report is issued for follow up on notes to make sure arrangements are being kept.

Charges that have been processed for collection and sent to a collection agency will show a term in Banner of "000099" or "000088". The original charge will be marked up by the amount of collection cost, currently 33 1/3%. Accounts that are sent to the office of the Attorney General are coded term "000096" or "000094".

Once a charge has been accepted by the collection agency, the University is bound by contract to pay collection costs on any payment received towards these charges. The referring department may be liable for the collection costs if the customer does not pay.

If charges are found to be in error or incorrect, the account is adjusted and the collection agency is notified.

It is the charging department's responsibility to keep active records to support charges on accounts until they are paid in full and to keep accounts updated. Failure to do so may result in collection costs being charged back to the department.

After an account is returned from the collection agency as uncollectible, the account is placed into term "000098" for prewrite off.