(a)
Adjustments are used to correct an error on utility meter readings; bill for new electric, water, and sewer connections or services; bill for an extra solid waste pickup; and change a solid waste container size or frequency of pickups per week; and bill for service charges.
(1)
An adjustment to a customer’s account must be made through adjustments when a meter reading error is discovered after completing the close reading books procedure in readings.
(2)
A new utility service that begins during a billing cycle is given a prorated bill. However, if the new service begins on a different day than scheduled, the prorated bill must be corrected in adjustments.
(3)
Extra solid waste pickups must be billed through adjustments.
(4)
When there is a change in the solid waste container size or frequency of pickups in the middle of a billing cycle the bill is prorated through adjustments.
(5)
Service charges are added to a customer’s bill through the work order process, but billing for inventory used, state tax, and city tax must be done through adjustments.
(b)
Adjustments are made by utility billing personnel for utilities subsections (1–4) billed through the utility billing software, i-nHANCE. Adjustments for service charge subsection (5) inventory and taxes are made by the public works administrative assistant through i-nHANCE. Adjustments should be made as soon as possible and must be made prior to the next billing run. Before an adjustment is made for an unusual reason or for an amount higher than a normal month’s billing, the adjustment must be approved by the mayor, city administrator, or assistant city secretary.
(c)
Adjustments are recorded in the customer’s account and are shown on the adjustment report run at the close of each business day with a note explaining the adjustment. The report shall be initialed by the person who makes the day’s deposit, the person who made the adjustments, and if an unusual adjustment, by the person approving the adjustment.
(d)
Adjustments can be checked after a month is closed out on the close period report which includes a detailed adjustment listing by income center. A detailed transaction report can be run for any date range and group of customers or income groups that itemizes every adjustment by audit number, person who made the adjustment, date, account number, customer name, income center, description, and the amount.
(Ordinance adopted 8/2/10)