Students are expected to access financial information through MyMadison. Failure to receive email notification of a posted electronic statement is not a justification for granting immunity in financial matters. Failure to access available data through self-service access via MyMadison or to read and comply with University regulations will not exempt students from whatever financial penalties they may incur. 

Any amount owed to the University including, but not limited to, tuition, fees, room rent, meal plans, and loans becomes past due if payment is not received by the payment due date. When a balance becomes past due, additional collection activities take effect. 

As part of the check-in process, students must sign the Financial Responsibility Agreement acknowledging the University’s financial policies. 

Failure to attend a course after registering will not cancel the charges for that course. A student must officially drop the course by the add/drop deadline posted by the Office of the Registrar to qualify for a refund or release of charges. Failure to pay will not release a student from responsibility for tuition charges. Withdrawing from a class after the official add/drop deadline will not reduce tuition charges. 

Students with outstanding debts are denied any registration activity until all debts are paid in full. Student accounts are subject to the financial policies of James Madison University, as specified in the University Catalog. Upon recommendation of the Director of the University Business Office and with the approval of the Associate Vice President for Finance, students in debt to the University may be suspended from their classes or may be withdrawn. 

Collecting debts includes multiple steps and communications. Unless the student resolves the debt, the University will advance the matter to the next step in the collection process. If an account is sent to a collection agency, all payment arrangements must be made through the collection agency.  

Payment Methods 

Accounts that have not been transferred for external collections can be paid through multiple payment options. 

• Electronic Check (e-check) payment through M3 – a free payment option 
• Credit / Debit Card through M3 – with a service charge 
• International Payments through M3 – rates vary depending on currency 
• Check mailed or brought to the UBO – a free payment option 
• Cash brought to the UBO – a free payment option 

In order to remove a hold, the University requires fifteen business days for check / e-check payments to clear or payment with “guaranteed funds.” Guaranteed funds are cash, credit card, cashier’s check, or money order. 

A $50 returned check fee will be assessed on any check / e-check returned due to non-sufficient funds or closed account. The $50.00 fee is in accordance with Virginia State Law (VA Code §8.01-27.1).” 

Collection Payment Plans 

When an account becomes past due, the University may offer a student a no-interest collection payment plan. The plan has a one-time enrollment fee and consists of equal monthly payments that are automatically debited from a bank account or charged to a credit/debit card. The payment plan will offer the student multiple payment timelines and monthly payment amounts. If the student cannot afford to accept the offers, they are encouraged to reach out to the Account Specialist managing their account to discuss other payment timelines. Any holds that are on the student account will remain until the balance is paid in full. 

The University uses multiple methods to collect past due balances.  

During the semester, the University notifies students of account information via: 

• Statements - The first statement for the semester is sent at least 30 days prior to the semester due date. A statement notification email is sent to all students and to any authorized users they have set up. This notification is sent regardless of whether a balance is due on the account. Subsequently, UBO sends statement notifications every other week for accounts that have a balance due. 

• Targeted emails – Multiple emails are sent throughout the semester to students in specific populations that have balances on their accounts. These populations include, but are not limited to, students without authorized users, students with payment plans that do not cover the full balance, students who have not completed certain loan requirements, and students with holds. 

• Outgoing phone calls – In certain cases, UBO staff make outgoing phone calls to students with overdue balances. Outgoing calls provide courtesy reminders that a balance is due; not all past due students will receive a call. 

• Placing holds / late fees – Balances that remain past due after the due date are subject to holds and late fees. Holds are placed shortly after the due date. Holds prevent further class registration and receipt of a diploma. Late fees are assessed approximately one month after the due date and are calculated at three percent of the past due balance.  

After the semester ends, the account is transferred to JMU internal collections. The internal collections process proceeds through the following steps: 

• First past due letter – a letter is mailed to the student’s home address notifying them of the balance on the account. A copy of this information is emailed to the student using the home email address they provided upon enrollment.  

• Collection payment plan offer – A payment plan offer is included in the initial past due letter. Reminder emails are also sent about the payment plan offer. The offer is available for 30 days.  

• Second past due letter – 30 days after the first past due letter, a reminder letter is mailed to the student’s home address.  

• Two outgoing phone calls are made. 

If an account remains unpaid after internal collection activities have been completed, it can be transferred to a third party for collections. Balances transferred to a third party must be resolved through that third party. Balances transferred to the Virginia Office of the Attorney General will result in additional collection costs. An account transferred to a third party could have additional impacts such as debt collection litigation and/or reporting to a credit reporting agency. 

The University pursues debt in accordance with the guidelines set forth by the Commonwealth of Virginia in the Virginia Debt Collection Act. Virginia State law requires that the University make every attempt to collect past due amounts owed to state agencies.  

If full payment has not been made within 60 days of the start of the collection process, the account will be placed with a collection agency or the Office of the Attorney General. Students are responsible for any collection fees incurred if the account is referred to the Office of the Attorney General. Students who are referred to outside collections risk tarnishing their credit rating and will be subject to further enforcement proceedings. Collection efforts are costly for the student; avoid unnecessary costs by paying on time! Collection fees cannot be appealed. If an account has been referred to a collection agency, the student should contact the agency immediately to make payment arrangements.  

Additionally, the account can be listed by a Credit Bureau as a bad debt. A delinquent account can be collected in full from income tax refunds, lottery winnings, or other refunds due from the state. Timely payment is strongly encouraged so that collection efforts can be avoided. 

JMU partners with the following collection agencies: 

Office of the Attorney General 
Post Office Box 610 
Richmond, Virginia 23218
Office (804) 786-1794
Fax (804) 786-4839 

Todd, Bremer and Lawson, Inc. 
Post Office Box 36788 
Rock Hill SC 29732-0512 
Phone (877) 427-6544 
Fax (877) 328-8242 

Williams and Fudge 
Post Office Box 11590 
Rock Hill SC 29731-6266 
Phone (800) 551-5772 
Fax (803) 329-0797 

Under the provisions of this act, an individual's Virginia income tax refund, lottery winnings or other refunds due from the state will be subject to the University's claim for any unpaid balance of tuition and fees. Accounts can be subject to Setoff Debt in addition to being referred to a collection agency or the Office of the Attorney General. 

The Setoff Debit Process 

• What actions occur before an account is sent to Setoff Debt? 
  • JMU completes internal collections activities prior to sending an account to Setoff Debt. This includes sending letters and making phone calls. 

• When are accounts sent to Setoff Debt? 
  • JMU sends accounts to Setoff Debt once internal due diligence activities are completed. 

• How often are accounts updated with Setoff Debt? 
  • The University updates the Setoff Debt system when payment is received from the student. In addition, the system is updated each December to renew the data for the upcoming calendar year. 

• Do other collection activities continue while the account is with Setoff Debt?  
  • Yes. Other collection activities continue once an account has been listed in the Setoff Debt system. 

• What does UBO do when there is a “match”? 
  • When the University is notified that a claim is matched, the University confirms that the debt is still valid and notifies the debtor of the match via mailed letter. The letter tells the debtor the amount being withheld and how to dispute the claim.  

• What does the debtor need to do to dispute the claim? 
  • The debtor has 30 days to dispute the claim by contacting the University Business Office in writing. Disputes must be sent to the attention of the Compliance Manager. 

• How soon will JMU receive the funds? 
  • Once a claim is finalized, the Setoff Debts system transfers the funds to the University. This process can take up to three months from the original match date.