PurespeedPlus Billing Cycle/Collection Disclosure Notification
The following document provides disclosure of the
PurespeedPlus billing cycle and collection procedures, which will be in force
from the date of publication forward. Questions regarding these procedures may
be directed to the administrative staff at PurespeedPlus
(billing@purespeedplus.com).
Payments for services provided by PurespeedPlus are due
within 10 days of the date of invoice.
PurespeedPlus encourages you to submit your payment prior to the due
date to eliminate the possibility of service interruption or the imposition of
a late fee.
The Billing Cycle process is as follows:
1. Data
processed into the Invoice Matrix by the 2nd day of the month.
2. Invoices
sent by email and posted online by the 5th to 7th of the
month (Billing Dept)
3. Payments
Due on the 15th to 17th day of the month (Customer)
4. Late
charges applied to unpaid accounts, and Late Payment Notices sent by email
between the 16th and the 21st day of the month.
5. Disconnect Review Notices sent by
email between the 20th and the 25th day of the month
6. Disconnect Notices sent by email between the
24th to the 26th day of the month.
7. Customer
service interupted if payment in full including late fees is not received
within 24 hours after Disconnect Notice
is sent.
If one of the billing cycle days falls on weekend; then
the first business day following the date above is used.
A late fee of 1.5% or $25 (minimum), which ever is greater
is applied on the 11th day after client is notified of the
debt. PurespeedPlus has the
authority/discretion to drop the late fee at the time the client pays invoice
in full, if they determine the payment is late through no fault of the client.
Accounts Receivable, Delinquency, and Collection Procedures
Delinquency Defined: Accounts receivable
are “past due” on the eleventh day
after client is notified of the debt and “delinquent” 16 days after the date
the individual, company, or organization was originally sent a monthly invoice.
(PurespeedPlus requires pre-payment for all access services; consequently, we
enforce a strict delinquency policy.) The debt notification date is usually the
date of the initial invoice issued for the amount due, i.e. if the invoice is
sent out on the 7th of the month, the invoice is considered past de
on the 18th and delinquent on the 23rd of the same month.
Invoices are sent by
email: PurespeedPlus makes every
effort to ensure that all clients receive their monthly invoice on time by
email; however, invoices are available in the online account manager on the day
that they are created. Consequently, non-receipt of a monthly invoice does not
alter the past due or delinquency status of an account or the date on which an
invoice is due.
Purespeedplus Responsibilities: The Purespeedplus
Accounts Receivable Department is
required to make every effort to collect the money to which
PurespeedPlus is entitled, and should establish and document collection
procedures, which, at a minimum, incorporate the procedures described below
Also, departments are required to maintain records on the following:
Debt Evidence: must be maintained to support
the existence of each debt. Copies of
contracts, usage reports, order forms and provisioning forms are some examples.
The Client Contact: The ICS Sales and Billing
departments must make efforts to maintain and update a physical address and
client data for each client debtor. A
post office box may be used in addition to, but not in place of, a physical
address, unless it is impractical to obtain to obtain a physical address.
Additional required information are phone, cell phone and email address.
A credit application is required after the first late
payment. Click here
for credit Application. If client fails to pass a credit check, a Letter of Credit,
increased deposit or a lien on client assets may be required. The
Accounting Director will make final determination of financial requirements.
Collection Efforts: The Purespeedplus department
must keep detailed histories of collection efforts made for each individual
debt. These records would include
documentation of telephone calls and copies of demand letters, invoices, and
other correspondence.
Collection Procedures:
Between 11 and 14 days after the initial invoice date, an
email notice should be mailed to the debtor.
This copy should have, “PAST DUE” in the subject heading and late fees
will be applied.
A telephone call should be made to the debtor between 11
and 14 days if time allows. The caller must document the date, time, and
substance of this call.
Between 15 and 18 days after the initial invoice date, an
email notice should be mailed to the debtor.
This copy should have, “DISCONNECT REVIEW in the subject heading. A
telephone call should be made to the debtor.
The caller must document the date, time, and substance of this call.
On the 19th day after the initial invoice
date, an email notice should be mailed to the debtor. This copy should have, “DISCONNECT NOTICE in the subject heading.
On the day prior
the customer is to be disconnected, an email notice should be mailed to
the debtor. This copy should have,
“DISCONNECT NOTICE” in the subject heading. A finial telephone call should be
made to the debtor if time allows. The caller must document the date, time, and
substance of this call.
Anything 20+ after the initial invoice date, service will
be interrupted until payment is received, and Certified
Letter is sent***
*** Unless special terms have been approved in advance by
the ICS Accounting Department and these terms are in writing and have been
agreed too and signed by both parties, no client can be extended pass the
30-day period.
Legal Procedures
If payment is not received within 5 days after interruption
of service, a determination should be made whether to pursue collection using
the policy established for DBHT and its subsidiaries for collection by Bay Area
Receivables or to refer the account to ICS’ legal department for legal action.
When turning it over for legal action please be sure to included copies of all
documentation of telephone calls and copies of demand emails, invoices,
contracts, checks, emails and other correspondence.
Sample Email Notice “PAST DUE”
“Your account for internet access with PurespeedPlus is now
past due. Please arrange immediate payment. We accept credit card, check,
wire transfer or QChex payments. You may contact the billing department at
866-854-4904 and press “1”,”2” or “4” to make a credit card payment by phone or
to receive wire instructions, or you may call me directly
Failure to remit payment in full on your account by December 10, 2004,
3 PM EST, will result in your service being turned off until payment
is received. Thank you in advance for your prompt attention to this
matter.
Sample
Email Notice “DISCONNECT REVIEW”
We still show you have a past due balance of $XXXX.
Can you give provide our Billing Department an exact schedule when payment will
be made in full. This amount is something we would normally do not allow.
Please send an email on when and how this will be cleared up.
Your account has been sent to me to by accounting for disconnect review, we our
sure this is just an oversight on your part. Please email us with payment
details so this can be passed on to accounting, too avoid any service
interruption
Payment Options:
Please use
QCHEX™ on our website: http://www.purespeedplus.com/paymentoptions.html
You may
contact the billing department at 866-854-4904 and press
"1","2" or "4" to make a credit card payment by
phone or to receive wire instructions. If you prefer, you may enter a credit
card or QChex payment by using the online account management system. We accept
Visa®, MasterCard®, American Express® and Discover® payments over the phone.
If you
have sent payment already or you feel our records are incorrect, please let us
know, by contacting us at the above phone number.
Thank
you for your cooperation.
Sample Email Notice “DISCONNECT NOTICE”
It appears we have not received your payment for
the (insert month) invoice.
Your payment to Purespeedplus is due no later
than 10:00 AM ET, January 27, 2005. Payments
not received by the date specified will be set for disconnect.
*
Please be advised any account still showing delinquent by the above date will
automatically be disconnected. It is crucial your payment is in by that time to
avoid disconnected.
Do not send your payment by mail - It may
not arrive in time in which case we will ask that you select a payment option
below and we will return your mailed check.
Payment Options:
Please use
QCHEX™ on our website: http://www.purespeedplus.com/paymentoptions.html
You may
contact the billing department at 866-854-4904 and press
"1","2" or "4" to make a credit card payment by
phone or to receive wire instructions. If you prefer, you may enter a credit
card or QChex payment by using the online account management system. We accept
Visa®, MasterCard®, American Express® and Discover® payments over the phone.
If you
have sent payment already or you feel our records are incorrect, please let us
know, by contacting us at the above phone number.
Thank
you for your cooperation.
Sample
Collection Letter to be sent by “Certified Mail”
Account #
Subject: Past Due Account
Dear Sir:
Your
account for Internet access with PurespeedPlus is now 30
days past due. The balance on your
account is _____. As a result, your services have been canceled. Please do not delay your payment.
Failure to make payment will result in your account will be forwarded to a
collection agency no later than December 15.
We accept Visa, Master Card, and American Express. Credit card payments may be made by
telephone during our regular office hours. In addition, you may remit a check
payment to our Qchex account, qchex@purespeedplus.com.
If you send a check by mail, please use the billing address shown on your
invoices.
If you feel that your balance is incorrect, please contact
our office immediately so that we may discuss the matter. If you have already sent a payment, please
disregard this notice.
Thank you for your cooperation.
Sincerely,
PurespeedPlus
Accounts Receivable Department
billing@purespeedplus.com
Payment Methods
Qchex: Click here to pay via Qchex
Credit
Card: Please print
your invoice, sign it and fax it to 410-749-5418 to authorize payment by
credit card. We accept Visa, Master Card, American Express and Discover or fill
out the Credit Card Authorization form Click Here
Checks:
Please make check payable to PurespeedPlus and mail to: PO Box
3067 Salisbury, MD 21802-3067
Bank Wire
Bank: Bank of Delmarva
Address: 12
East State Street
Delmar,
MD 21875
Bank
contact: Lindsey Tressler
Phone
number: 410-896-9041
Account
12-1560-4
Bank Routing#: 052103065
Questions on Billing:
Contact our billing department at 1-888-201-4546
Fees
Credit card Chargeback $25.00
NSF Fee
$50.00
Credit Card 2nd Decline $25.00***
***If your card is declined we will try to contact you,
but if we cannot, your account may be placed on temporary hold until brought
current and your credit card information is updated
Late Fee: Interest shall accrue on the
unpaid balance at the rate of 1.5% per month or the highest rate permissible by
law, whichever is less. There is a minimum late fee of $25.00,in the event that
Customer fails to pay any invoice within the foregoing ten-day period
