COM 0021.000 1996-1998 - Laserfiche WebLink

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SOLID WASTE DIVISION -DPW ` COUNTY OF HAWAII - 108 RAILROAD AVENUE - HILO, HAWAII 96720 _ ~ HILO OffICE (808) 961-8339 WAIMEA OFFICE (808) 885-3687 KONA OFFICE (808) 326-1180 ~iY~ MEMORANDUM Date: November 18, 1996 To: Constance R. Kiriu Le isl ive Auditor s----. From: a rence Ca as, Division Chief lid Waste ivision Re: Response to Financial Auditor Report Recommendations 1.) Formalize credit, billing and collection policies and procedures. Then, aggressively follow collection procedures. Solid Waste Accountant I is currently in the process of documenting the billing and collection policies and procedures. Current procedures include dunning messages on monthly statements, collection letters which accompany the statements at 60 and 90 days past due, and access denial and penalty assessments at 90 days past due (120 days from billing date). Notice was sent to all active customers that effective with the December 31, 1996 statements, penalty assessment will begin at 60 days past due and access may be denied. Purchasing division is processing a Request for Proposal for collection services for Solid Waste and Waste Water divisions. As soon as a collection service has been contracted, past due accounts will be sent to them for collection and reporting to credit bureau. 2.) Im~estigate means of accelerating collections such as accepting payment by credit or debit cards, offering early payment discounts, and strengthening the penalties for slow payment. The division is developing a procedure for accepting payments at the scalehouses, as was recommended in the prior year. Security and position description issues must still be addressed. We are consulting with Treasury Division regarding the possibility of accepting credit card charges, also. -g-