Longwood University  Chief Administration and Finance Officer:      Human Resources        201 High Street, Lancaster 335, Farmville, VA  23909         Phone: 434.395.2074     Fax: 434.395.2666

Policy 5212
EMPLOYEE DEBTS TO THE INSTITUTION
(Formerly Prompt Payment of Debts)

I.    PURPOSE

The purpose of this policy is to establish an expectation of prompt payment of employee debts 
to the institution. 

II.    DEFINITION

Debts: Debts are financial obligations such as personal long distance phone charges, use of Longwood space for a personal event, parking violation fees, etc.

III.    POLICY

The institution expects that all employees will honor these obligations and promptly pay bills.  
If debts fall into arrears, it places an unreasonable burden on the institution and its resources. Under normal circumstances all employee debts to the institution should be paid within thirty (30) calendar days of issuance of the bill.

        A.  Supervisory Notice: The employee's immediate supervisor will receive a copy of any
        late bill payment notices. Appropriate disciplinary action will be taken against employees
        who refuse to pay for Longwood services which they have utilized or Longwood-imposed
        library or parking fines. Similarly, appropriate disciplinary action will be taken against
        employees who either pay Longwood-generated bills late or do not pay bills within
        forty-five (45) days after the due date.

        B. Garnishment and Liens: Garnishment orders and lien actions are legal vehicles by
        which the institution could seek to collect debts from employees through court ordered
        remediation. These methods are costly and time-consuming, and are avoidable. But the
        institution may be required to resort to such measures if left with no choice. If the
        institution is forced to seek a legal judgment against an employee in lieu of non-payment 
        of debts, the Human Resources Office will notify the employee in writing of the institution's
        intent to proceed with this remedy.

        C.  Voluntary Payroll Deduction Option: One possible proactive alternative to legal or
        collection process is voluntary payroll deduction. If an employee finds himself or herself in 
        a circumstance where indebtedness to the institution has gotten out of control, setting up a
        payment plan through voluntary payroll deductions can be discussed with the institution's
        Payroll Manager.

        D.  Exceptions: In rare cases where an employee is experiencing problems adhering to 
        the requirements of this policy, proactive communication by the employee, with the
        department issuing the bill and the Human Resources Office is essential.  There are means 
        to responsibly address the problem.  Non-communication and  avoidance is not responsible
        and reflects poorly on performance and character.

Revised and approved by the Board of Visitors, September 7, 2002.

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