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JAC Home JCMT UKIRT Contact info JAC Divisions OMP Outreach Seminars Staff-only Wiki Weather Web Cameras ____________________	Procedure for Debtor Management Listed below are actions to be taken by the Finance staff for over due debtor invoices: Invoices are overdue 31 days from the date of the invoice for domestic and 46 days for foreign invoices. To identify debtors the Aged Debtors report should be run weekly and the overdue invoices noted. 1st Notice (31 days/46 days from date of invoice) – Standard reminder letter plus copy of invoice – Accounts Clerk 2nd Notice (60 day) – Standard second reminder letter plus copy of invoice – Accounts Clerk 3rd Notice (90 days) – Standard third reminder letter plus copy of invoice – Junior Accountant If no response after 3rd Notice, forward to Finance Officer for further action – Finance Officer Note:  If it is an observer that is the bad debtor, the institution may be informed and notice given to the JAC Director with the potential to stop any further observing. Be sure to note action taken on invoice. Note: After collection procedures have been followed, and the debt is still outstanding after six month, write off action will be carried out and form part of the year end returns. Bad Debtors List – file held in ledger/customers/directory After statements have been sent, the Accounts Clerk will update the Bad Debtors List. There are two workbooks to update: Invoices written-off Outstanding invoices Information to be included on each list: Name Institution Date of invoice Date due Amount

Contact: Christine Campbell. Updated: Tue Aug 22 16:45:18 HST 2006 Return to top ^