3.7.2. Provide a copy of the daily cheque log to the Accounts Receivable Clerk to facilitate the necessary customer account updates in PeopleSoft.
3.7.3. Collect accounts in a timely and diplomatic fashion in accordance with procedures and as assigned.
3.7.4. Ensure all documentation has been duly authorized prior to transferring any account to legal or third party or submitting any account adjustment for processing.
3.7.5. Upon approval, preparing all back up documentation to the department or third party accepting the transfer.
3.7.6. Ensuring that all collection status codes are updated in the system when accounts are transferred to third party or legal.
3.7.7. Ensure that all legitimate late fees, interest charges, overdue charges, administrative fees or any service charges allocated by administration are collected to the best of their ability unless otherwise directed.
4. GOVERNING RULES AND REGULATIONS
4.1. CONSUMER AND COMMERCIAL REPORTING AUTHORITY AND COMPLIANCE WITH LAWS
4.1.1. Section 8 (1) (d) (i) of the Ontario Consumer Reporting Act states:
“No consumer reporting agency and no officer or employee thereof shall knowingly furnish any information from the files of the consumer reporting agency except, in a consumer report given to a person who it has reason to believe, intends to use the information in connection with the extension of credit to or the purchase or collection of a debt of the consumer to whom the information pertains.”
This provides City employees with the necessary authority to run a consumer or commercial credit report on any person or entity as long as we can supply evidence that the report was run in connection with the collection of a debt.
4.1.2. City employees will order consumer and commercial credit reports (as defined by applicable Federal and Provincial Consumer Credit Reporting and Privacy laws), only for permissible purposes, and only in compliance with such Credit Reporting Laws. They will use the consumer credit reports for no purpose other than the permissible purpose and will hold all consumer or commercial credit reports in the strictest of confidence and will not disclose any information contained therein to others, except where required by applicable law. Consumer or commercial reports will only be ordered in connection with legitimate business transactions involving the Corporation.
4.1.3. City employees will not provide a copy of a consumer or commercial credit report to the consumer or entity, except as may be required by law. Should a consumer dispute information obtained from a reporting agency, they must be referred to that same reporting agency.
4.2. COLLECTION RULES
4.2.1. City employees may not discuss a debt with anyone other than the debtor unless required by applicable law.
4.2.2. City employees may not discuss a debt with a representative of the debtor (other than a solicitor) unless they receive a written declaration from the debtor confirming representation and authorizing the disclosure of information to that same representative.
4.2.3. City employees may not be discriminatory or prejudicial in their collection practices. Diplomacy and professionalism must be exercised throughout the collection process.