Middlebury

Difference between revisions of "Billing"

(billing)
 
(edits to billing procedures)
Line 1: Line 1:
 FINES AND BILLS
+
FINES AND BILLS- General Guidelines
  
Lost, damaged or severely overdue library materials will incur a replacement charge, status will be BILLED<br>Hourly and reserve materials will incur replacement charges soon after overdue (based on hourly loan rules)<br>Most open stacks materials (28 day loan) will incur replacement charge &amp; BILLED status after 28 days overdue<br>Items with BILLED status will block borrowing privileges; manually generated "statement of changes" notices are sent weekly to borrowers with "billed" status items on their accounts, in addition to automated library notices<br>Items with BILLED status remain on the borrower’s library account – the system will automatically clear replacement charges if the item is returned in a timely fashion<br>Items with BILLED status will be transferred to the borrower’s college bill at the end of every semester on Banner<br>Items that have been transferred to the borrower’s college bill will no longer display in the borrower’s library account, item status will be LOST &amp; PAID; will display on fines tab "fines paid" button<br>Borrowers may clear their account by paying the charge at any of the branch libraries by cash, check or charge - or by returning the overdue materials.<br>Give borrower a receipt and encourage borrower to save receipt – receipt is required for refunds; record payment transactions<br>PAYING BY CHARGE CARD IS THE PREFERRED PAYMENT METHOD. It is the quickest way to process a refund if the item is found; and the quickest way to clear their account<br>Payment at the desks for lost materials is preferred over transferring to college bill, please encourage borrower to resolve payment at the desk<br>Borrower may be refunded if items are found within 1 year AND they have applied to the Circulation Services Manager for a refund, and the item has not yet been replaced; requests for exceptions will be considered on a case by case basis.<br>It is the responsibility of the borrower to contact Library Circulation to request a refund<br>Receipts are required for refunds for charges paid at the desk<br>For items that have been billed to the college account, Circ verifies payment on college bill prior to issuing a credit on Banner<br>Special requests for refunds will be considered on a case by case basis<br>Special requests for replacing a lost item with a purchased new copy of the item will be considered on a case by case basis &amp; must be approved ahead of time – Circ must verify with Collections Management that the replacement copy is an acceptable edition/copy – this choice is not eligible for a refund; LIS reserves the right to refuse replacement copies based on condition.<br>Special requests to reduce default replacement value with actual repalcement cost of item, will be considered on a case by case basis, &amp; must be approved ahead of time – Circ must verify with Collections Development that the replacement charge is adequate to cover costs<br>Default replacement values include $20 "processing fee"<br>Default replacement values are re-evaluated regularly<br>Replacement Charges. These are the default values. Individual items may have a higher replacement cost<br>Guests may incur overdue charges of up to $25 in addition to the replacement charge <br>Default replacement values include a processing fee of $20 <br>Books, Music scores, Gov Docs $100<br>Media $40<br>Browsing Collection books $30<br>Equipment $25-$2000, depending on the item<br>LIS reserves the right to retain damaged materials that are replaced/paid for
+
    * Lost, damaged or severely overdue library materials will incur a replacement charge, status will be BILLED
 +
    * Hourly and reserve materials will incur replacement charges soon after overdue (based on hourly loan rules)
 +
    * Most open stacks materials (28 day loan) will incur replacement charge & BILLED status after 28 days overdue
 +
    * Items with BILLED status will block borrowing privileges; manually generated "statement of charges" notices are sent weekly to borrowers with "billed" status items on their accounts, in addition to automated library notices
 +
    * Items with BILLED status remain on the borrower’s library account – the system will automatically clear replacement charges if the item is returned before it is transferred to the College bill
 +
    * Items with BILLED status will be transferred to the borrower’s college bill at the end of every semester on Banner
 +
    * Items that have been transferred to the borrower’s college bill will no longer display in the borrower’s library account, item status will be LOST & PAID; will display on fines tab "fines paid" button
 +
    * Borrowers may clear their account by paying the charge at the Davis Family Library by cash, check or charge - or by returning the overdue materials
 +
    * PAYING BY CHARGE CARD IS THE PREFERRED PAYMENT METHOD. It is the quickest way to process a refund if the item is found; and the quickest way to clear the charge on the Library account
 +
    * Preferred practice is to pay/resolve payment at the Circ Desk
 +
    * Borrower may request a refund by contacting the Circulation Services Manager for a refund; requests for exceptions are considered on a case by case basis; does not apply to materials that have been replaced, or billed more than one year ago
 +
    * It is the responsibility of the borrower to contact the Circulation Manager to request a refund
 +
    * Refunds are processed through same system as payment (cash/check payment will require a refund voucher and may take a long time to process)
 +
    * Receipt is required to process a refund request for charges paid at the Circ Desk
 +
    * For items that have been billed to the college account, Circ verifies payment on college bill prior to issuing a refund on Banner
 +
    * Special requests for refunds will be considered on a case by case basis
 +
    * Special requests for replacing a lost item with a purchased new copy of the item will be considered on a case by case basis & must be approved ahead of time – Circ must verify with Collections Management that the replacement copy is an acceptable edition/copy – this choice is not eligible for a refund; LIS reserves the right to refuse replacement copies based on condition/edition
 +
    * Special requests to reduce default replacement value with actual replacement cost of item, will be considered on a case by case basis, & must be approved ahead of time – Circ must verify with Collections Development that the replacement charge is adequate to cover costs
 +
    * Default replacement values include $20 "processing fee"
 +
    * Default replacement values and policies are re-evaluated regularly in collaboration with Circ and Collection Management
 +
    * Replacement Charges; default values; ndividual items may have a higher replacement cost
 +
          o Guests may incur overdue charges of up to $25 in addition to the replacement charge
 +
          o Default replacement values include a processing fee of $20
 +
          o Books, Music scores, Gov Docs $100
 +
          o Media $40
 +
          o Browsing Collection books $30
 +
          o Equipment $25-$2000, depending on the item
 +
          o LIS reserves the right to retain damaged materials that are replaced/paid for  
 +
 
 +
  
 
TO PAY A CHARGE AT THE CIRC DESK
 
TO PAY A CHARGE AT THE CIRC DESK
  
Mark item lost if necessary<br>Click on the “Fines” tab<br>Highlight item<br>Select Collect Money, click OK<br>Print Receipt<br>Record payment on cash slip
+
    * In borrower account: Mark item lost (if not billed status)
 +
    * Click on the “Fines” tab
 +
    * Highlight item
 +
    * Select Collect Money, click OK
 +
    * Print Receipt
 +
    * Record payment on cash slip  
 +
 
 +
  
 
TRANSFER CHARGE TO COLLEGE BILL
 
TRANSFER CHARGE TO COLLEGE BILL
  
Refer to Circulation Manager for processing<br>Will mark item lost (if necessary), “collect” the money on the system, print receipt &amp; retain for billing records<br>Will then process charge on Banner – Detail Code LFIN, TSAMASS – borrower has effectively “paid” for lost materials when bill is transferred to College bill<br>Please alert Circ Manager to any items found or returned that generate the message “item lost and paid, clear it?” - may be considered for refund<br>Internal note in item record will reflect payment activity/history<br>For damage/repair charges consult with P&amp;P for appropriate charge
+
Refer to Circulation Manager for processing
 +
 
 +
    * In borrower account: Mark item lost (if not billed status), “collect” the money on the system, transfer to Banner account (print receipt & retain for billing records; note ID number (OR copy/paste into Banner directly from borrower account) (OR generate report?)
 +
    * Process charge on Banner – TSAMASS; Detail Code LFIN, a transfer to Banner constitutes payment; the borrower has “paid” for lost materials when charge is transferred to College bill
 +
    * Items found or returned that generate the message “item lost and paid, clear it?” may be considered for refund
 +
    * Internal note in item record will reflect payment activity/history
 +
    * Fines tab in borrower account will reflect billing history
 +
    * For damage/repair charges consult with P&P for appropriate charge
 +
    * For replacement of equipment (whole or parts) consult with Media Services
 +
    * For ILL billing (borrowing only) consult with ILL Coordinator
 +
    * For NExpress billing, contact returnables staff at lending library to mark lost&paid; transfer $100 replacement charge to College bill
 +
    * Verify Banner billing history with Controller's Office when processing a refund
 +
    * Track billing history in borrower account (fines paid), borrower notes, in weekly cash records, paper receipts, Banner entry log
 +
    * Copy Lib Circ mailbox to track billing communication
 +
    * May need to follow up by phone prior to billing staff and faculty if no response to email notices or email communication
 +
 
 +
 
 +
Sending Statement of Charges
 +
 
 +
    * In notice module of Mill
 +
    * Select "statement of charges"
 +
    * Select subject line #4 - you are being billed
 +
    * Select Limit by Patron groups
 +
    * View by borrower groups; review list prior to sending notices; adjust borrower records as needed; close and view again (to refresh list); send notices
 +
 
 +
 
 +
Workflow
 +
 
 +
    * Daily - respond to billing issues; renew as needed to allow borrowing while resolving
 +
    * Weekly - send statement of charges notices for Midd borrowers; process credits/refunds; follow-up on lost/missing/damaged materials
 +
    * Monthly - send statement of charges for Guest borrowers
 +
    * Semester - search items with billed status; run statement notices (do not send) and using notice list, transfer unresolved billing issues to College bill on Banner
  
 
[[Category:Circulation procedures]]
 
[[Category:Circulation procedures]]

Revision as of 15:44, 30 June 2010

FINES AND BILLS- General Guidelines

   * Lost, damaged or severely overdue library materials will incur a replacement charge, status will be BILLED
   * Hourly and reserve materials will incur replacement charges soon after overdue (based on hourly loan rules)
   * Most open stacks materials (28 day loan) will incur replacement charge & BILLED status after 28 days overdue
   * Items with BILLED status will block borrowing privileges; manually generated "statement of charges" notices are sent weekly to borrowers with "billed" status items on their accounts, in addition to automated library notices
   * Items with BILLED status remain on the borrower’s library account – the system will automatically clear replacement charges if the item is returned before it is transferred to the College bill
   * Items with BILLED status will be transferred to the borrower’s college bill at the end of every semester on Banner
   * Items that have been transferred to the borrower’s college bill will no longer display in the borrower’s library account, item status will be LOST & PAID; will display on fines tab "fines paid" button
   * Borrowers may clear their account by paying the charge at the Davis Family Library by cash, check or charge - or by returning the overdue materials
   * PAYING BY CHARGE CARD IS THE PREFERRED PAYMENT METHOD. It is the quickest way to process a refund if the item is found; and the quickest way to clear the charge on the Library account
   * Preferred practice is to pay/resolve payment at the Circ Desk
   * Borrower may request a refund by contacting the Circulation Services Manager for a refund; requests for exceptions are considered on a case by case basis; does not apply to materials that have been replaced, or billed more than one year ago
   * It is the responsibility of the borrower to contact the Circulation Manager to request a refund
   * Refunds are processed through same system as payment (cash/check payment will require a refund voucher and may take a long time to process)
   * Receipt is required to process a refund request for charges paid at the Circ Desk
   * For items that have been billed to the college account, Circ verifies payment on college bill prior to issuing a refund on Banner
   * Special requests for refunds will be considered on a case by case basis
   * Special requests for replacing a lost item with a purchased new copy of the item will be considered on a case by case basis & must be approved ahead of time – Circ must verify with Collections Management that the replacement copy is an acceptable edition/copy – this choice is not eligible for a refund; LIS reserves the right to refuse replacement copies based on condition/edition
   * Special requests to reduce default replacement value with actual replacement cost of item, will be considered on a case by case basis, & must be approved ahead of time – Circ must verify with Collections Development that the replacement charge is adequate to cover costs
   * Default replacement values include $20 "processing fee"
   * Default replacement values and policies are re-evaluated regularly in collaboration with Circ and Collection Management
   * Replacement Charges; default values; ndividual items may have a higher replacement cost
         o Guests may incur overdue charges of up to $25 in addition to the replacement charge
         o Default replacement values include a processing fee of $20
         o Books, Music scores, Gov Docs $100
         o Media $40
         o Browsing Collection books $30
         o Equipment $25-$2000, depending on the item
         o LIS reserves the right to retain damaged materials that are replaced/paid for 


TO PAY A CHARGE AT THE CIRC DESK

   * In borrower account: Mark item lost (if not billed status)
   * Click on the “Fines” tab
   * Highlight item
   * Select Collect Money, click OK
   * Print Receipt
   * Record payment on cash slip 


TRANSFER CHARGE TO COLLEGE BILL

Refer to Circulation Manager for processing

   * In borrower account: Mark item lost (if not billed status), “collect” the money on the system, transfer to Banner account (print receipt & retain for billing records; note ID number (OR copy/paste into Banner directly from borrower account) (OR generate report?)
   * Process charge on Banner – TSAMASS; Detail Code LFIN, a transfer to Banner constitutes payment; the borrower has “paid” for lost materials when charge is transferred to College bill
   * Items found or returned that generate the message “item lost and paid, clear it?” may be considered for refund
   * Internal note in item record will reflect payment activity/history
   * Fines tab in borrower account will reflect billing history
   * For damage/repair charges consult with P&P for appropriate charge
   * For replacement of equipment (whole or parts) consult with Media Services
   * For ILL billing (borrowing only) consult with ILL Coordinator
   * For NExpress billing, contact returnables staff at lending library to mark lost&paid; transfer $100 replacement charge to College bill
   * Verify Banner billing history with Controller's Office when processing a refund
   * Track billing history in borrower account (fines paid), borrower notes, in weekly cash records, paper receipts, Banner entry log
   * Copy Lib Circ mailbox to track billing communication
   * May need to follow up by phone prior to billing staff and faculty if no response to email notices or email communication


Sending Statement of Charges

   * In notice module of Mill
   * Select "statement of charges"
   * Select subject line #4 - you are being billed
   * Select Limit by Patron groups
   * View by borrower groups; review list prior to sending notices; adjust borrower records as needed; close and view again (to refresh list); send notices


Workflow

   * Daily - respond to billing issues; renew as needed to allow borrowing while resolving
   * Weekly - send statement of charges notices for Midd borrowers; process credits/refunds; follow-up on lost/missing/damaged materials
   * Monthly - send statement of charges for Guest borrowers
   * Semester - search items with billed status; run statement notices (do not send) and using notice list, transfer unresolved billing issues to College bill on Banner
Powered by MediaWiki