Returned Check Handling

Implementation Date: 01/30/2020

Date of Last Revision: 05/09/2022

Next Review Due: 05/08/2024

Reviewed by VTH Administrative Team: 01/30/2020

Reviewed by VTH Board: N/A

Reviewed by Legal Counsel: N/A

Reviewed by Biosecurity Subcommittee: N/A

Subject to modification by the VTH Director without approval.

Policy

A unit must first be a cash-handling unit to be authorized to assume responsibility for returned check handling. This procedure does not apply if University Student Financial Services and Cashier Operations (USFSCO) handles the unit's returned checks.

Guidelines

Annually, the VTH will complete the Returned Check Handling form through USFSCO to verify that returned checks will be handled internally. USFSCO Returned Check Department for the University will receive notification of each returned check for the Veterinary Teaching Hospital (VTH), notify our unit of the returned check via PEAR, and charge the originally credited C-FOAPAL for the amount of the check.

Procedure (if applicable)

The VTH Business Office will handle all checks returned to the department. The Vetstar client account associated with the returned check will be determined, and the account will be flagged “No Checks”. The original check payment will be reversed from the client account creating a balance due and a $30 returned check fee will be assessed (procedure code GS001).

The client will be contacted by the VTH Business Office for repayment for the returned check and informed of the new balance due including the $30 fee. This balance will be sent to campus receivables, if not collected within 30 days from the notification being received from USFSCO in accordance with normal VTH and University billing policies.

Definitions (if applicable)

VTH – The collective clinical services of the Large Animal Clinic, the Small Animal Clinic, and the Veterinary Medicine South Clinic.