THE CORPORATION OF THE CITY OF WINDSOR POLICY

Primary Owner:	Office of the Chief Financial	Policy No.:	TBD
	Officer/City Treasurer	Approval Date:	TBD
Secondary Owner:		Approved By:	TBD
Subject:	CORPORATE ACCOUNTS	Effective Date:	MMEDIATE
	RECEIVABLE POLICY	Procedure Ref.:	see Section 7
Review Date:	TBD	Pages: 6	Date: TBD
Prepared By:	Ari Varsa, Jocelyn De Luna		Replaces: Nov 19, 2012 (M487-2012)

1. POLICY

   • 1.1. This policy is intended to govern the issuance of necessary accounts receivable (AR), that are in the best interest of, and further support the operations of the City. It is the City’s preference to receive payment by cash, debit or credit card where available at point of sale, delivery or completion of service.

2. PURPOSE

   • 2.1. To provide guidelines that will facilitate timely, accurate, consistent and properly authorized issuance of accounts receivable that in turn support efficient and effective collection of said receivables.
   • 2.2. To outline the common types of accounts receivable and their requirements prior to issuing.

3. SCOPE

   • 3.1. This policy applies to all City of Windsor Departments, agencies, boards, commissions and committees (ABCs) funded by the City of Windsor, in whole or part, or whose governing body contains City of Windsor representation and whose financial transactions are accounted for within the City of Windsor’s financial systems.
   • 3.2. This policy also applies to City of Windsor Departments that generate accounts receivable invoices utilizing operating systems that include: PeopleSoft, Amanda, ACTIVE Net, Med-eCare, etc.
   • 3.3. Accounts receivable include all charges invoiced by City Departments and relevant ABCs (as defined in Section 3.1) for goods, services and financial commitments to the City.

4. RESPONSIBILITY

   • 4.1. The Chief Financial Officer (CFO)/City Treasurer or designate, is responsible to:
     • 4.1.1. Approve department documented procedures or checklists ensuring compliance and reasonable controls are in place.
     • 4.1.2. Investigate/review alleged policy non-compliance and authorize invoice reversal when applicable. 
     • 4.1.3. Direct the review of this policy, at a minimum every five (5) years, or sooner if required and recommend updates as necessary.
   • 4.2. The Executive Directors (or ABC equivalents), or designates, are responsible to:
     • 4.2.1. Develop department specific accounts receivable procedures or utilize recommended ‘AR Billing Checklist’ to facilitate compliance with this policy.
     • 4.2.2. Communicate this policy and train those performing AR functions.