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<br /> <br /> <br /> <br /> <br /> EXHIBIT B <br /> <br /> COUNTY BILLING POLICY <br /> APPROVED BY BOARD MINUTE ORDER DATED OCTOBER 27, 1992 <br /> <br /> I. POLICY <br /> <br /> All County agencies/departments/districts (County) governed by the Board of Supervisors <br /> shall bill contracting entities for materials and/or services provided under contract in <br /> accordance with the following standardized billing and collection policy. Billing frequency is <br /> dependent on whether the contract is a fixed price or actual cost contract. Payment due <br /> date is designed to be both responsive to the County's cash flow needs and reasonable <br /> enough as to not require special processing by the contracting entity. If payments are not <br /> received by the required due dates, a late payment fee shall be computed and billed to the <br /> contracting entity in accordance with the requirements of this procedure. <br /> Nothing herein shall affect the liability, including pre-judgment interest, of the contracting <br /> party for services or materials in as much as this is a policy to enact standard billing <br /> practices. <br /> II. DEFINITIONS <br /> <br /> A. Contract for the purposes of this policy - A contract is a formal written agreement, a <br /> purchase order from the contracting entity, or any other acceptable mutual <br /> understanding between the contracting parties. <br /> B. Received by the County - The phrase "received by the County", as used in Section VI of <br /> this policy, refers to the date a payment is received by the County. It is defined as the <br /> date the payment is in the County's possession. It is not the date the payment is posted <br /> or deposited by the County. <br /> <br /> III. FIXED PRICE CONTRACTS <br /> A. Fixed Price (One-Time/Non-Recurring Contracts) - Invoices that represent a billing for a <br /> one-time, non-recurring provision of materials and/or services shall be issued no later <br /> than five (5) working days after delivery by the County of the materials and/or services. <br /> Examples of such one-time, non-recurring provision of materials and/or services might <br /> be a city contracting with the Sheriff for security service at a parade or sporting event; or, <br /> a city purchasing a computer listing containing certain city-requested data. Payment due <br /> date shall be invoice date plus 30 days. <br /> B. Fixed Price (Ongoing/RecurrincLContracts) - Invoices that represent a billing for an <br /> ongoing, recurring provision of materials and/or services shall be issued according to the <br /> following frequency: <br /> <br /> 1. Annual Billings that total $10,000 or less per 12-month period shall be billed via one <br /> (1) annual invoice. Annual invoices will be issued for each 12-month period of the <br /> contract, or portions thereof. Invoices shall be issued no later than five working days <br /> after the beginning of each 12-month period. Payment due date shall be invoice date <br /> plus 30 days. <br /> Page 1 of 4 <br /> <br /> <br /> <br /> 25B-11 <br />