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Library Policies & Procedures: Patron Account Billing

A listing of library policies and procedures

Patron Account Billing Procedure

Document Title:                     Patron Account Billing Procedure         

Supports Policy Number:        PS 2301, Library Holds

Applies to:                               All Students, Faculty, Staff, and other Library Patrons

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.

PROCEDURES

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 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 #65. The Public Services Librarian is responsible for billing Interlibrary Loan (ILL) patrons and will follow the ILL borrowing policy outlined in the ILL manual.
  4. Any changes to patron delinquent accounts are the responsibility of the Senior Circulation Assistant, Public Services Librarian, 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 #62. The Public Services Librarian is responsible for the billing of Non-BU ILL Institutions and will follow the ILL lending policy outlined in the ILL manual. 
  4. The Public Services Librarian 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 Senior Circulation Assistant, Public Services Librarian, or the Senior Director, Library Services.
  6. Exceptions to the above can only be approved by the Senior Director, Library Services.

Supports Policy:                       PS 2301, Library Holds

Supporting Documentation:     Promissory Note (see above for location)

Keywords:                                holds, Library, overdue, fine, billing

Responsible Office:                  Library

Contact Information:                 Library, 402-557-7314

Approved by:                             Robin Bernstein

       Senior Director, Library Services

Effective Date:                           April 23, 2018

Review Cycle and Dates:           This procedure document supersedes previous versions dated August 5, 2016, May 22, 2013, and February 3, 1997. 

 

APPROVED:    

Robin Bernstein, Senior Director, Library Services                4/23/2018