Quarterly Billing Report

 

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Money owed by your patrons to Lib A

Payment accepted at your library for Lib A items

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Total amount you owe to Library A

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Money owed by Lib A patrons to your library

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Total amount Library A owes you

Payment accepted at Lib A for your items

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Total amount owed between your library and Library A

 
 
 
 

Introduction

 

The Quarterly Billing Report determines how much money is owed between CCS libraries for:

  • Lost or damaged materials that have been paid for by patrons

  • Bills for lost or damaged materials that have been waived by library staff

  • Lost or damaged materials that have not been paid for by patrons

The billing report supports the the Intra-CCS billing policy, approved by Governing Board in July 2018. This policy states that in the event that a patron does not pay for a lost or damaged item, the patron's home library is responsible for reimbursing the item's owning library:

The requesting library will be responsible for borrowed materials from the time the materials leave the supplying library until they have been returned to the supplying library as per the ILLINET ILL Code. If damage or loss occurs, the requesting patron’s home library must reimburse the owning library for any losses. Replacement materials are not accepted for ILL and Reciprocal Borrowing losses. Any ILL material reported lost that was paid for and subsequently found becomes the property of the patron.

 

Read the full Intra-CCS billing policy

Libraries will use the Billing Statement tab of the Quarterly Billing Report to determine how much money they owe to other CCS libraries for the billing period. Payments should be sent within 60 days of the report being released.

 
How It Works

 

The Quarterly Billing Report tracks money owed to libraries over a reporting period. The Billing Statement tab shows the balance each library owes to other CCS libraries.

 

 

 

 

 

 

 

The owing library will issue a single check to the library to be reimbursed for the remaining balance. The subsequent tabs detail the credits and debits.

Example: In a reporting period, Glenview accepts $20 for a lost Niles item. Niles accepted $10 for a lost Glenview item. The report will show that Glenview owes Niles $10 for the remainder of the lost item charge. Glenview will remit payment to Niles.

 

Reporting Periods 

 

The Quarterly Billing report will be broken down into the following periods:

  • May 2018 - June 2018 

  • July 2018-September 2018

  • October 2018 - December 2018

  • January 2019 - March 2019

  • April 2019 - June 2019 

The Billing Report will be released immediately following the billing period's end. The May-June 2018 and July-September 2018 reports will be released simultaneously. 

Report Logic

 

The Quarterly Billing Report looks at payments and waives made during a reporting period.

When a payment is accepted, the payment will be sent to the patron's library or the item's library, depending on when the bill was posted. If a bill remains unpaid at the end of a reporting period, the patron will be given another reporting period to pay the bill. If the bill remains unpaid at the end of the following reporting period, the patron's library is responsible for reimbursing the item's library. In other words:

  • If a payment is made and the bill was posted within the reporting period or during the previous reporting period, the money is sent to the item's library.

  • If a payment is made and the bill was posted 2 or more reporting periods ago, the money will be sent to the patron's library, who should have already reimbursed the item's library for the item's cost

The following sample scenarios illustrate how the report works. 

Note: The examples below are not intended to be comprehensive, and the billing report will cover additional payments and waives not listed here.

Reporting Period 1

May-June

Scenario

Reporting Period 1

July-Sept

Reporting Period 1

Oct-Dec

1

A patron is billed for an item, and pays for the item before the period is over.


Action: Payment is sent from payment library to item’s library.

*Note: Intra-CCS items that are paid for are not eligible for refunds as per the Intra-CCS billing policy.

2

A patron is billed for an item, but does not pay the bill.


Action: None

The Patron has not paid the bill by the end of the billing period.


Action: The patron’s library sends payment to the item library.

The patron pays for the item.


Action: The  payment library sends the money to the patron’s library.

3

A patron is billed for the item, but does not pay the bill.

Action: None

The patron returns the item, and the bill is waived.


Action: None

4

A patron pays for a bill posted before May 2018.

Action: The  payment library sends the money to the item’s library.

5

A patron is billed for the item, but does not pay the bill.

Action: None

A library decides to waive a portion of a replacement cost for a patron.

Action: The library that performed the waive will send the amount waived to the item's library. 

 
Using The Report

 

The Quarterly Billing Report can be found in Web Reports under Financial Reports.

 

Tab 1: Billing Statement 

The “Billing Statement”  tab summarizes what each library owes to another. 

 

To Use:

  • Locate your library under the column, “Payer.”

  • Review the amounts listed in your library's row to see if or how much you owe to another CCS library

  • The amount listed is the amount you owe to the library listed at the top of that column. If a cell is blank, no money is owed to that library.

  • When money is owed to another library, coordinate with your business office to send payment directly to that library. You will not receive a separate invoice from CCS. Do not send payments to CCS. 

In the example below, Crystal Lake owes $10.64 to Algonquin and $44.99 to Cary.

Tabs 2-5

The remaining tabs allow libraries to review the specific transactions that are included in their amounts owed:

  • Tabs 2 and 3 list out the payments that were made at each CCS library during the billing period. Tab 3 (Patron Payment Detail) lists out each individual payment transaction, while Tab 2 (Patron Payment Summary) summarizes or adds together all of the individual payments and provides a total owed.

  • Tab 4 (Patron Balance Detail) lists outstanding bills that remain unpaid by patrons. Your library is responsible for reimbursing the item's library for these bills.

  • Tab 5 (Waived Amounts) lists bills that were waived by a library. The library that performed the waive is responsible for reimbursing either the item's library or the patron's library.

Frequently Asked Questions

Q: Does the Quarterly Billing Report exclude any patrons?

A: The Quarterly Billing Report does not include bills charged to accounts with a patron code of In-House.

 

Q: How does the Billing report handle legacy bills brought over from Symphony?

A: The patron's home library will only be expected to reimburse the item's library for unpaid bills posted after May 1, 2018. All payments made for bills posted prior to May 1, 2018 will be sent to the item's library.

Q: What billing reasons are considered in the report?

A:The following bill reasons are including in the Quarterly Billing Report:

  • Replacement Cost

  • Processing Charge

  • Damaged Material

  • Damaged or Missing Case

  • Collection Agency (fees posted in Polaris)

Q: Are online payments made through PowerPAC included in the report?

A: Yes, online payments are included in the Quarterly Billing report. 

Q: Can a library waive charges?

A: Traditionally, libraries have not waived bills for items belonging to other libraries. The Quarterly Billing Report will pick up waives made on the bill types that are included in the report criteria (replacement costs, processing fees, damaged material, or damaged/missing case). The library who performed the waive will be responsible for reimbursing the library who was owed the money for the amount waived. The circulation advisory group will work with CCS to draft best practices for waiving bills. 

Q: Is there a deadline for sending payment?

A: Payments should be sent within 60 days of the quarterly billing reports being released. Each library is responsible for making their payments and follow up with those that have not.

Q: What happens when a patron whose unpaid bills have been included in previous quarterly billing reports moves and re-registers at a different CCS library? Who receives the money when the patron finally pays their outstanding fees? 

A: According to CCS policies, a patron should pay any outstanding bills before they are re-registered at a different CCS library. However, if that does not happen, quarterly billing will use the patron's branch at the time a bill was posted when determining where to send money.

Quarterly billing will send the payment to the library that has reimbursed the item's library in a previous quarterly billing report. Generally, this is the patron's library as it appears in the patron's record. In this case, however, the patron's library at the time of payment and the patron's library at the time the bill are posted do not match. The payment is sent to the patron's library as it appeared in the bill record at the time of posting.

The patron's current barcode is listed in quarterly billing. The patron's library is the patron's library at the time the bill was posted.

Example:

Patron A is registered to a branch of Lincolnwood. They owe $50 in replacement costs to Niles-Maine, and do not pay their outstanding balance. Through quarterly billing, Lincolnwood reimburses Niles-Maine for the unpaid items on behalf of the patron.

 

The patron then moves to Des Plaines. After they re-register for a library card at the Des Plaines Public Library, the patron pays the $50 in outstanding bills. Quarterly billing will send the money to the patron's library, since the patron's library has already reimbursed the item's library in a previous quarterly billing report.

 

In this case, the money will be sent to Lincolnwood, NOT Des Plaines, since Lincolnwood was the patron's library at the time the bill was posted to their account. Lincolnwood was the library that reimbursed Niles-Maine for the previously unpaid items. In the Quarterly Billing Report, the patron's library will be listed as Lincolnwood, since at the time the bill was posted, that is the library they were registered to. The barcode listed will be their new Des Plaines barcode. The patron's barcode may have been different when the bill was charged.