A typical utility submetering cycle:
1) Resident activity report, or rent roll, is sent to the billing services provider. Audit is performed to determine move in dates for new residents, move out dates for Final Billings, and resident transfers-on-site.
2) Meter readings are downloaded, resident usage for the billing period is determined. Bills are calculated using the primary water/sewer providers’ rate structure. (Resident usage) x (Provider rate) = Bill amount.
3) Utility billing service provider mails bills directly to residents. Timely and on schedule billing is critical to program success.
4) Residents have 15 days to remit payment to the billing services provider. Reply envelope is included with the bill. Online and over-the-phone payments are offered as well.
5) Residents contact the billing services provider with questions regarding the bill. Management brought into the loop as needed.
6) Resident payments are processed by services provider. Services provider remits revenue and reporting to management. Service provider charges per unit fee for operating the program.
7) Late fees are charged to non-payers. Implementation of overdue policy critical to program success.
8) Primary provider water/sewer bills are paid by management as is current practice. Copies of provider bills are sent to the billing services provider so usage and rate analysis can be performed.