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Library Procedure Statements: Patron Account Billing

A listing of library procedures

Patron Account Billing Procedure

Patron Account Billing Procedure

Purpose:

To recover losses incurred by delinquent patrons’ accounts, a proper accounting system is necessary. A procedure for billing patrons is necessary to guarantee currency and accuracy of library records to affirm the library's commitment to providing the best customer service. This is essential for the continued success of library operations.

Considerations:

The library will need to provide a reasonable time for patrons to respond to their library obligation. This is not an attempt to generate revenue, but a way to recover library property.

Criteria for Billing:

1. Four weeks have passed since first overdue notice.

2. Total obligation is over $10.00.

3. Damaged returned materials as a result of patron negligence.

 

Process for Billing Students, Faculty, Staff, Alumni and BU Interlibrary Loan Patrons:

1. Four weeks must pass before a bill is generated.

2. Student Accounts Office is notified of charges and the library obligation becomes a part of the patron’s overall University account.

3. For billing students, faculty and staff follow the final notice process as outlined in the circulation manual on page #45. The ILL/Circulation Supervisor is responsible for billing ILL patrons and will follow the ILL borrowingprocedure outlined in the ILL manual on page #4

4. Any changes to patron delinquent accounts are the responsibility of the Circulation Assistant, ILL/Circulation Supervisor, or the Senior Director, Library Services.

5. Exceptions to the above can only be approved by the Senior Director, Library Services.

 

Process for Billing Community Users, Reciprocal Borrowers and Non-BU Interlibrary Loan Institutions:

1.      Four weeks must pass before a bill is generated.

2.      The library has the responsibility of sending invoices to Community Users, Reciprocal Borrowers and Non-BU Interlibrary Loan Institutions.

3.      For Community Users and Reciprocal Borrowers, follow invoice process as outlined in the circulation manual on page #47. The ILL/Circulation Supervisor is responsible for the billing of Non-BU ILL Institutions and will follow the ILL lending procedure outlined in the ILL manual on page #3.  

4.      The ILL/Circulation Supervisor will contact the reciprocal borrower’s home library to inform them of their patron’s obligation to Bellevue University library.

5.      Any changes to patron delinquent accounts are the responsibility of the Circulation Assistant, ILL/Circulation Supervisor, or the Senior Director, Library Services.

6.      Exceptions to the above can only be approved by the Senior Director, Library Services.

Effective Date: February 3, 1997

Revised Date: May 22, 2013

Reviewed Date: August 5, 2016