Returned Checks
| Effective: | 08/17/10 | Approved By: Senior Associate Vice President for Financial Affairs and Chief Financial Officer | |
| Revised: | 02/15/24 |
For Assistance Contact: Assistant Vice President of Financial Services & University Bursar
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Purpose/Scope
This guideline establishes procedures for returning checks when the bank will not honor the payment amount.
Authority
- UTS166
- UTSA Handbook of Operating Procedures (HOP) 5.08 — Returned Checks and Debt of Students
University Guidelines
Table of Contents
A. General Information
Paper or electronic (e-check) checks presented for payment may be returned unpaid for any reason, including non-sufficient funds (NSF), stop payment, online data entry error or closed account.
Upon notification by UTSA's bank of a returned check, Fiscal Services will make adjusting entries on the student account or departmental Cost Center and/or add holds as appropriate.
B. Faculty and Staff Returned Checks
UTSA faculty or staff employees presenting a paper or electronic check for payment to UTSA that is subsequently returned for any reason are subject to a $25 returned check fee (assessed to the originator of the check payment).
Fiscal Services will reverse the credit posted to the affected Cost Center.
C. Student Returned Checks
UTSA students who present a paper or electronic check for payment that is subsequently returned without credit for any reason are subject to a $25 returned check fee (assessed to the student's account at time of repayment).
A hold will be placed on a student's account, causing a loss of services at UTSA’s discretion until repayment has been made. The hold may result in
- Suspension or withdrawal from current enrollment;
- Bar against readmission;
- Withholding of grades, transcripts or degree;
- Removal from UTSA Housing;
- Placement of the past-due balance with a professional collection agency.
Fiscal Services will not accept a check from a student who — whether willfully or otherwise — has previously submitted two returned checks to UTSA.
D. Repayment
The Office of Financial Services and University Bursar initiates the repayment process by submitting an official request for repayment via postal mail to the originator of the check and retains the original documents on file.
The student or employee can then make repayment by cash, credit card (in person with signature) or money order with Fiscal Services.
