Res 2012-107 - Laserfiche WebLink

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and reconcile with the monthly invoice). The Agency will gross remit funds to the City on a monthly basis. Activity registers and remittance checks will be mailed to the City by the Agency no later than the 10th day of each month for the previous month's collection activity; and f) Referral Recovery Report — (History Analysis Report); - list of the initial placement amount, count and placement month. This report will also list the recovery by month, year to date, and total recovery from placement month to date. At a minimum, the Agency will provide this report to the City at month open each month for the previous 12 month's collection activity. 2.1.5 Auditing: Provide access to City accounts for the City's performance of periodic random audits for the purpose of verifying collection activity and financial recover of City accounts. 2.1.6 Payments: Receive payments on delinquent accounts directly from the customer and forward payments and its corresponding invoice to the City in a timely fashion for posting and processing. The Agency agrees to offer the City's customers a method of payment option via US Postal Service that is free from any convenience fees. However, the Agency will assess a convenience fee to all customers that opt to make a payment via check -by- phone, ACH or credit card. At this time the convenience fee is $5.75 and the Agency will notify the City in writing should the convenience fee amount be modified. 2.1.7 Data File Upload for Placement of Accounts: Provide the City with access to a Client Web Portal for a secure file upload option and return an electronic acknowledgement confirming its receipt of files from the City within 24 hours of the placement of files. All files received prior to 2:00 p.m. CST will be processed into the Agency's system the same day. The Agency will process files it receives after 2:00 p.m. CST into its system the following business day. This feature is strictly for the City's utilization and access will be deactivated after a minimum of 45 days of inactivity. The Agency will make user activity via the web portal available to the City upon request. The City agrees to advise Agency immediately when any City employee terminates employment for deactivation purposes. 2.1.8 Ability to Interface: Work with the City to implement interfacing capabilities through the NorthStar system. 2.1.9 Data Scrubs /Cleanses of Placement Submission Files: Perform multiple data scrubs and address validation efforts at the time accounts are placed for collection. 2.1.10 Collection Notices: Mail the initial collection notice within the first 24 hours of processing the placement file. Such notice will contain the origination of the debt, the client's account number and the amount owed. A variety of subsequent notices will be utilized at different intervals based upon the account's history and at the discretion of the Agency's Collection Specialist. Credit Systems International 2012 4