External Customer

Welcome to the University of Virginia's Accounts Receivable External Customers resources webpage. External customers include individuals, corporations, foundations, state and federal agencies, and other individuals and entities outside of the University. Please refer to the expandable sections below for additional information on Accounts Receivable operations at the University of Virginia.

Contact Information:

Email: uva-ar@virginia.edu

Phone: (434) 924-7180

Fax: (434) 924-1034

Note: The University of Virginia's central Accounts Receivable unit does not assist with Medical Center patient billings or with student charges.

Student debt-related questions should be directed to the Student Financial Services Call Center: (434) 982-6000
Medical Center debt-related questions should be directed to Patient Financial Services: (434) 924-5376

Payments

1. EPay@UVA (for payment by credit card or e-check)

The recommended method for remitting payment to the University of Virginia is by using EPay@UVA ("EPay"). EPay is a secure payment application hosted by NelNet Business Solutions that allows customers to pay by credit card (VISA, MasterCard, Discover, and American Express are accepted) or by e-check payment charged directly to a customer's checking or savings account.

The University of Virginia selected EPay as its electronic payments servicers because it protects customer data in accordance with the Payment Card industry Data Security Standards. While EPay is a secure site, customers are nevertheless encouraged to be aware of potential security issues with using a public computer or an unsecured public network to process an electronic payment.

2. Checks

The University of Virginia also accepts checks (no currency please) mailed to the following address:

University of Virginia

Attn: Accounts Receivable

PO Box 400201

Charlottesville, VA 22904-4201

Disputed Charges

Occasionally a customer may dispute the validity of an invoice. Below is the process for registering and resolving a formal dispute under the Fair Credit Billing Act (FCBA):

The customer must notify Accounts Receivable in writing within 60 days of receiving the initial billing statement or invoice to formally dispute the charge (NOTE: a verbal complaint does not constitute an official dispute of a charge).
Accounts Receivable will send a written acknowledgement of the disputed charges within 30 days of receipt of the customer's written notice of dispute.
Within 90 days of receipt of the customer's written notice of dispute, Accounts Receivable will either correct the amount owed (if determined to be in error) or provide a written response to the customer explaining the reason for pursuing collection of the charge.

Set-Off Debt Collection Program

The Set-Off Debt Collection (SODC) program was enacted by the Virginia General Assembly to provide Virginia agencies with the ability to collect unpaid debts by withholding funds from tax refunds, lottery winnings, and similar payments issued by other state agencies. For example, funds may be withheld from a debtor's income tax refund to pay an overdue receivable held by a Virginia educational institution. The University is required by law to use these programs to collect delinquent outstanding debts.

The SODC Process:

Prior to entering a debt into the SODC program, Accounts Receivable will send several written notifications to the customer.
Accounts Receivable continues its collection efforts until notified by the SODC program that the claim has been matched to an outgoing payment from another Virginia agency that is sufficient to settle the debt.
When notified that a claim is matched, Accounts Receivable verifies whether the debt is still valid (uncollected) and then provides the customer with written notice of the exact amount being withheld, the reason that it is owed to the University, the amount of any remaining balance, and information on how to dispute the claim.
The customer has 30 days from the date the notice was mailed to formally dispute the claim by making written application for a hearing to Accounts Receivable.

Note: Funds collected through the SODC program are not applied to University debt until received from the Commonwealth of Virginia, which can take up to 3 months. If a customer's debt has resulted in placement of a "hold" on their transcript, customers should contact Student Financial Services at (434) 982-6000 to discuss payment options so that the hold can be removed.

Collection Agencies

As a state agency, the University of Virginia is obligated to take all actions required by law to collect outstanding debts. After exhausting normal collection efforts, Accounts Receivable will submit debts to external collection agencies for further collection efforts. Accounts Receivable makes several attempt to contact customers prior to submitting their debt to a collection agency.

Once assigned to a collection agency, Accounts Receivable is no longer permitted to accept payments on the debt. All payments must be made to the collection agency responsible for the account.

Debts assigned to collection agencies are assessed an additional collection fee by the agency in the range of 33-40% of the debt. Customers are therefore encouraged to contact Accounts Receivable before debt is assigned for collections to avoid additional collection fees.

For Businesses

ACHs/Wires

Accounts Receivable accepts direct deposit payments via ACH and bank wires. For banking-related information, such as Account Number, Swift Code, or Routing Number, please contact Accounts Receivable at uva-ar@virginia.edu.

W-9 Forms

The most recent University W-9 form can be found on the Tax Compliance website in the "Tax Documents On-Line" section.

External Customer FAQs

I received an invoice from your office, but I don't know why. What should I do?

Please contact Accounts Receivable at (434) 924-7180 or by email at uva-ar@virginia.edu. In many cases, Accounts Receivable will refer customers to the University department or unit that initiated the invoice to obtain information about the charge.

When is my invoice due?

The upper right corner of the original invoice contain several pieces of important information, including Customer Number, Transaction Number, Transaction Date, and Due Date. Payments must be received on or prior to the due date to avoid collection efforts. Payments made by credit card or e-check through EPay@UVA are applied the following day.

Do you take credit cards?

Accounts Receivable accepts payments by any of the four major credit card (VISA, MasterCard, Discover, and American Express) through EPay@UVA. Please review the "Payments" section above for additional details on remitting payment through EPay.

How do I notify Accounts Receivable of a change in name or address on my account?

Customers can notify Accounts Receivable by phone, email, or letter. When submitting a request for change of name or address, customers should include both their old contact information and the new information along with their Customer Number from a previous invoice. Customers should also remember to notify the University of Virginia department or unit that assessed the charge prior to making a subsequent purchase.

Email: uva-ar@virginia.edu.

Phone: (434) 924-7180

Mail:

University of Virginia

Attn: Accounts Receivable

PO Box 400201

Charlottesville, VA 22904

I can't pay in full right now. What should I do?

As a state agency, the University of Virginia is obligated to take all actions required by law to collect outstanding debts. If a customer makes only partial payment (or no payment) on their debt before the due date, Accounts Receivable is obligated to continue its collection activities, which may include submitting the debt to the SODC Program or forwarding it to an outside collection agency. Collection agencies will report outstanding customer debt to the various credit reporting agencies where it will be noted on the customer's credit history for seven years, even after the debt is paid. To avoid unnecessary collection activity, customers are encouraged to contact Accounts Receivable to discuss payment arrangements.

I made payment on my invoice but I'm still getting letters demanding payment. What should I do?

Customers who believe that Accounts Receivable is incorrectly pursuing a charge should contact us by phone at (434) 924-7180 or by email at uva-ar@virginia.edu to discuss the problem. Customers should be prepared to provide proof of payment such as a cancelled check or a receipt from the EPay system (for payments by credit card or ACH/e-check), as well as the Customer Number and Transaction Number from the invoice in question so that Accounts Receivable can clearly identify your payment in the receivables system.

My credit rating is being affected because I didn't pay an invoice on time. How can I correct this?

Collection agencies will report outstanding customer debt to the various credit reporting agencies where it will be noted on the customer's credit history for seven years, even after the debt is paid. Once a debt is referred to a collection agency, Accounts Receivable is no longer permitted to accept payments on the debt or alter or remove a comment from a credit report. All payments must be made to the collection agency responsible for the account.

Can I make payment for my child's tuition using the Epay@UVA payment gateway?

No, payments made through the EPay@UVA gateway are not connected to student accounts. Customers making payments for student charges must use the student payment gateway, OnPlanU. Contact Student Financial Services at (434) 982-6000 or visit their website at http://sfs.virginia.edu/finances for assistance in paying a student charge.

I received an invoice from the UVA Medical Center or the UVA Physicians Group (UPG). What should I do?

The UVA Medical Center and its physician group are separate from the academic departments of the University of Virginia. Invoices issued by the UVA Medical Center or the UVA Physicians Group will contain payment instructions as well as mailing addresses and contact information for the office that issued the invoice. Customers with questions about a UVA Medical Center or UVA Physicians Group invoice should contact the issuing organization.

Accounts Receivable is unable to accept payments for the UVA Medical Center or the UVA Physicians Group. Any payments received will be returned to the sender.