Arranged By: Alphabetical by name
Application Number: 89-23
Item Number: 200.07
This record series consists of returned checks and corresponding file cards which are maintained by the Bursar's Office. Any check written by a student to the University which is returned due to insufficient funds is stapled to a file card containing the following information: student name, social security number, dollar amount of the check, date check was written and date returned, whether the debt has been charged off by the University in accordance with the Act in relation to uncollectable claims and accounts receivable of state agencies (Ill. Rev. Stat. 1989, ch.15, par. 102) or remains an account receivable, the date, voucher number, and account number to which any debt was charged off, and any related correspondence. A hold is put on the records of any student who fails to pay the University; thus, this information is needed in order to answer any questions regarding holds on records.
Take the following steps for disposition: a) Retain all documentation regarding those returned checks which have been paid off by the individual for six (6) years after closure of account, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated. b) Retain all documentation regarding checks which remain unpaid or those which are charged off by the University permanently in the office.