The ‘billing a user’ wizard 
is used to manually create a charge on a user’s account. Bills should only be added after consulting with Library Tech Services. Make note of the user ID, the item ID, and the amount to be charged before you begin.
See Item Price to look up the replacement cost of an item.
In Workflows select: Circulation > Users > Billing a User
User ID: insert ID # (noted above)
Click on: GET USER ID
Reason for bill: Select Appropriate Reason for Bill
Bill for damages: enter the amount to be billed
Item ID: insert barcode of item
Payment Type: CASH
Click on: BILL USER
To calculate what a user would be charged for an item that is still checked out to the user:
In Workflows select Circulation > Display User > Checkouts
Click on the item ID of the item
The price is listed on pop up screen
Add $20.00 for the processing fee to the cost of the item, unless it is a DVD. No processing fee is charged for DVD’s
To calculate the replacement cost of an item through Item Search and Display:
In Workflows select: Circulation > Common Tasks > Item Search & Display.
Bring up the item’s record.
Click on the Call Number/Item tab, then Item Info tab
Scroll down to Price.
If the price is 0.00 use the default price is $35.00. Video/DVD are always charged a default replacement price of $35.00, with no processing fee.
To pay for overdue fines and/or invoices: 
In Workflows Select Common Tasks > Paying Bills
Scan patron barcode
Input amount being paid and click on method of payment.
Account – paid at registration
Cancel – billed in error
Cash – paid with currency
Check – paid with check
Forgiven – cleared at library’s discretion
Record Payment on the “Fines Payment” sheet.
Follow up with unflagging procedure in Colleague as required (see Remove Flag).
Inform CV Acquisitions Staff when an invoice has been paid so that the paperwork can be lifted.
In Workflows – remove any relevant notes about the invoice (see Removing Notes).
A third party may NOT pay a fine for a student or obtain any information regarding a student (i.e. fines, loans, overdues) unless that student is present with the third party OR the third party has a signed Release of Information (ROI) form from the student. The ROI may already be on file with Student Services; contact a Registration Assistant to confirm. Do not accept third party payments after hours if the student is not also present.
See: SharePoint > Library Services > Shared Documents > Forms 2019 > Release of Information-Proxy Form.
Cash
Payment may be made by cash at the circulation desk. Follow procedures for Paying Bills.
Cheque
Payment may be paid by cheque at the circulation desk. Follow procedures for Paying Bills, and also record additional I.D. information such as Driver’s Licence number, and/or student #, on the back of the cheque.
Debit/Credit Card
Payment by Debit or Credit Card must be made at Student Services. Print out a copy of the bills and direct the user to show it to registration staff (see Printing list of bills). Once they have paid the fine they will have to come back and show their receipt of payment. Once proof of payment has been shown follow procedures for Paying Bills
Click on the ‘Display User’ link under ‘Common Tasks’ and scan the patron’s barcode.
Click on the printer icon located at the top of the left hand side of the screen.
Click on ‘List of Bills’ and ensure that the drop down list says ‘Unpaid’.
Click on ‘Print’.
