Policy and Procedure Statement 1.20.1
Billing and Cash Sales Procedure for
February 2001
I. Application for Services
1. Individuals, corporations, or Academic
Institutions wishing to become a Subscriber and open an account with the Turfgrass Information Center (TIC), including online access
to the Turfgrass Information File (TGIF) will be
provided with an "application for account" (copies attached) along
with appropriate user restrictions and responsibilities. See http://www.lib.msu.edu/tgif/subs.htm
for all details. The subscription fee is payable with the application,
and will be deposited into the TIC 21-2341 account as a cash transaction.
An online logon will
be established for each applicant subscriber that is authorized to use the TGIF
web access. Non-subscriber services must be prepaid.
2. These subscription payments and/or
service/order fulfillment payments will be received and logged in by TIC staff
each day and given to the Library Business Office accountant who will sign for
the funds and deposit them in account 21-2341 as a cash transaction. The log
will remain with TIC.
3. Consecutively numbered invoices detailing the
nature and cost of all billable services provided will be generated in Access
and sent with all materials. A duplicate copy will remain with the subscriber
file in TIC.
4. The Business Office accountant will produce
an accounts receivable file, which will indicate the invoice # and associated
charge(s). All accounts receivable will be billed at mid month each month. A
summary report showing the current amount due and the amounts 30, 60 and 90
days past due will be given to TIC staff. Any account 60 days past due will
receive the personal attention of the TIC staff.
5. Payments for accounts receivable will be
received and logged by the TIC staff. These funds will be given to the Library
Business Office accountant who will sign for the funds, deposit them in account
21-2341 as an account receivable payment and credit the appropriate account
receivable. The log (same as used in (2) above) will remain with TIC.
6. Credit card payments will be authorized by
appropriate electronic or verbal check, and credited to the appropriate account
receivable. Credit card payments will be logged as an account receivable
payment and credited in Access to the appropriate account..
7. Wire transfers will be handled per the Manual of Business Procedures,
Volume 1, Section 15, Item XI, and credited to the appropriate account.
8. Any payments received in TIC which are for
deposit to the TIC Endowment campaign (81-1262) will be transmitted to Budgets
and Gifts Administration in University Development. If "combination"
payments (part to 21-2341 and part to 81-1362) are received, processing is as
follows:
If by credit card, the TIC portion will be processed as per regular TIC procedure, and Development advised to process their portion via a transmittal cover.
If by check, the check will be sent to Development for processing with the transmittal cover, as a split deposit (part to 21-2341 and part to 81-1362). Logging into accounting book will have the 2 amounts listed - the amount owed TIC and the Endowment amount, totaling the check. Also in the book will be an indication the check has been sent to development for deposit. Follow-up monitoring by JVE copy and/or subsequent Statement of Account will be used to verify the deposit.
II. Delinquent Accounts
1. Billing still outstanding after 90 days from
the date the material were sold or services were rendered are considered
DELINQUENT and will be immediately submitted to the Delinquent Receivables
Department of the University Accounts Receivable Division via a collection
advice form manually labeled "Delinquent" and signed by the
department head (see sample). The collection advice will include the following
information concerning the account:
a) Account numbers, names, addresses, etc.
b) Correspondence or records of phone
conversations regarding the account.
c) All charges for the account, delinquent or
not.
d) Any partial payments received to date.
2. ANY REMITTANCE SUBSEQUENTLY RECEIVED BY THE
LIBRARY AS PAYMENT ON A DELINQUENT ACCOUNT MUST BE REMITTED TO THE UNIVERSITY
DELINQUENT RECEIVABLES DEPARTMENT, 110 ADMINISTRATION BUILDING.
3. Accounts with an unpaid balance of $25 or
less will not be accepted by University Delinquent Receivables unless the
account is for a University employee. All other delinquent accounts under $25
remain the responsibility of the Library. If collection is not possible,
the amount will be written off and no further credit or service will be given
to the delinquent party.
4. Collection obligations are assumed by
Delinquent Receivables and any amounts subsequently collected will be
redistributed to the departments quarterly, less collection fees incurred, if
any.
5. NO FURTHER CREDIT MAY BE EXTENDED TO ANY
PARTY WHOSE ACCOUNT HAS BECOME DELINQUENT.
6. Write-offs of TIC receivables will be
documented on a TIC Adjustments Form (attached), signed by the Project Manager,
and indicating the reason for the write-off. Write-offs may be made in instances
of 1) Library failure to perform the normal standards of service, 2) late
charges generated when payments, "cross-in-the-mail", 3) factors
external to the client or library cause a performance failure (e.g. mail
service) or 4) when, in the judgment of the Project Manager, TIC, Library, or
University interests are best served by a write-off.
III. Sales Tax
1. All document delivery copies supplied to
Michigan clients are subject to 6% sales tax (on per page production cost),
unless the client has filed an "exemption certificate" with TIC On a
periodic basis, a JVE initiated by TIC will transfer the appropriate amount
from 21-2341 to 21-3236.