It is common for a manager to deal with the collections process on a regular basis, as this occurs when a resident owes money to the property after move-out. It is important to know when it is appropriate to assign a move-out case to OCSI (our collections agency) and what happens once the agency takes over.
Move-Out Statements:
Any resident owing a balance at the time of move-out must be mailed a move-out statement to the forwarding address. If no forwarding address was given, then the move-out statement should be sent to the last known address, as well as emailed to the resident. If a move-out statement is returned through the mail, the manager must retain the returned letter in the permanent site file. Once a move-out statement is mailed, it is up to the resident to remit payment. The manager is not responsible for pursuing the resident. However, it is in the best interest of the property to collect balances before they are sent to collections because the collections agency keeps 40% of any collected balances.
Collections:
At the end of each month, resident move-out files received at the Site Employee Resource Center (SERC) are reviewed for balances due and then sent to collections. Files are sent to collections 60 days from the last day of the month in which the move-out occurred. Once a file is sent to collections, all payments are handled through Oregon Credit Systems, Inc (OCSI). If a resident wishes to make a payment after they have been sent to collections, please direct them to OCSI (contact info below). At that point, Cambridge no longer handles payments. If you aren’t certain whether a move-out has been assigned to collections, feel free to contact SERC and ask.
OCSI Contact Information:
Contact: Karla Eldred
Phone: 503-639-6993
Email: karlae@oregoncreditsystems.com
Cambridge Payment Plan Policy: Cambridge does not accept payment plans EXCEPT IN CASES WHERE REQUIRED UNDER A COURT ORDER OR BY GOVERNMENT POLICY OR REGULATION. All payments must be submitted within 60 days of move-out, prior to the resident being sent to collections.