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Policy 5212

COLLECTION OF DEBTS OWED BY EMPLOYEES TO THE UNIVERSITY

(Formerly Prompt Payment of Debts)

I. Purpose

The purpose of this policy is to provide guidelines for Longwood University to collect all debts owed to it by its employees.

II. Authority

The university has the right under Virginia law to withhold such debts from an employee's pay. Section 2.2-4800 et seq. of the Code of Virginia gives the university the authority to enforce this policy. Section 40.1-2.1 of the Code exempts State agencies from Title 40.1 provisions, including 40.1-29, which restricts withholding of employee wages or salaries.

III. Definition

Debts: An amount or value owed to the university by the employee.

Employee: Any person employed in any capacity by the university, including part-time and full-time instructional faculty, administrative and professional faculty, classified, wage, students, and any other individual receiving remuneration for services performed in an employment relationship with the university.

Withhold: A deduction from the amount of salary, wages, or leave payout amounts normally paid by the university to the employee.

IV. APPLICABILITY

This policy applies to all university employees. All debts owed to the university by employees are covered by the terms of this policy.

V. Policy

It is the policy of the university to collect all debts owed to it by its employees. Such debts may include, but are not limited to the following:

  • Parking Fines
  • Library Fines
  • Personal long distance phone charges
  • Any unpaid student account balance, i.e., tuition, fees, any other amount assessed on the student's account, etc.
  • Unpaid non-student account balances
  • Unpaid bill for use of Longwood space for a personal event
  • Cost of state items issued to employee and not returned at separation

Under normal circumstances, all employee debts to the institution should be paid within thirty (30) calendar days of issuance of the bill. If an employee does not pay their bill by the due date, the amount owed will be deducted from their paycheck.

  1. 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.

VI. PROCEDURE

(http://www.longwood.edu/hr/index.html)

Revised and approved by the Board of Visitors, September 7, 2002.
Revised and approved by the Board of Visitors, September 14, 2012.