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Four-Month Bill

Collecting on Four-Month Bills


Every effort should be made by libraries to retrieve outstanding items at the time the (60) sixty-day bill is issued to the patron. Return of the item will NOT be accepted later than (30) thirty days after the date of the (60) sixty-day bill, (which is the same as 3 months overdue or 90 days after the due date).

Four-month bills should be issued no later than (7) seven months subsequent to the item due date and are subject to immediate payment. Failure to submit within (7) seven months will result in the item owning library's forfeiture of claim for materials payment.


Individual libraries should either adopt this policy for their own materials or formulate a new one that coordinates with it.



No refunds will be made on four-month bills.


To alert staff that items are 90 days overdue, an item block will pop up before the Lost Item dialog box.  This block will apply to all items 90 days overdue, not just those checked out by out-of-town patrons.

Owning libraries use the Lost Items - 4 Month Bills report to issue Four Month Bills to home libraries of patrons with outstanding materials. The four month bill list should be run monthly by each library.  When the item is not returned after (4) four months or is damaged beyond reasonable use the following procedure is recommended:

  • The lending library should keep a record of the transaction until the item is paid for or returned.
  • When the item library is notified that the item is (4) four months late, they should send a BCCLS bill form (link) to the patron's home library.
  • Library to library billing will be based on the replacement cost or list price if the list price has been entered in the item record when linked.
  • The patron's library has (30) thirty days from receipt of this bill to pay the replacement cost. FAILURE TO DO SO WILL RESULT IN A LETTER FROM THE BCCLS EXECUTIVE BOARD TO THE BORROWING LIBRARY'S BOARD OF TRUSTEES REQUESTING IMMEDIATE PAYMENT.  Libraries may complete the BCCLS Support Form using the 4 Month Bill (under problem type) to report non-compliant libraries.
  • The patron's library MUST submit a copy of the bill with the payment check.
  • The patron's library must clear the item from the patron's record by marking the item paid in patron's fines, add a manual fine for the cost of the item, and place notes on the patron's record reflecting the reason for the manual fine.
  • The owning library MUST then mark the item withdrawn.


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