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DRAFT PAGE - please contact Sarah Griffin with any questions.

Basic Information on Viewing Fines and Fees: https://duke.atlassian.net/wiki/spaces/LIB/pages/109969434/Advanced+Circulation#Fines-and-Fees

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titleAutomatic and Manual Generation of Fines and Fees

Alma supports both automatically generated charges and manually added charges.

Automatic fines and fees include:

  • Lost Item Replacement Fee

  • Lost Item Process Fee

  • Recall Overdue Fee

  • Overdue Fines (for short loans)

Manual fines, fees, and credits can also be assigned for the above categories, as well as a Damaged Item Fee or a Credit. Manual fines and fees should always be associated with an item barcode.

Note

Remember that a scanned barcode includes the automatic “enter/return” function, which will trigger the “Add” button on a manually added fine or fee. If you need to add a Comment, make sure to do so before scanning the item barcode.

For each fine or fee, Alma records information including Creation Date, Status (Active, Closed, In Dispute), Status Date, Comment (if added), Fee Owner, Title, Barcode, Original Amount, and Remaining Balance.

  • Click Remaining Balance to see the Fee/Fine Transaction List

Note that manual fines or credits do not require an Item Barcode, but it should always be included. The barcode can also be added later. Click : click the Row Action Items […] and choose Link to Item, then enter the item’s barcode.

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titleTransaction IDs

When registering online payments manually in Alma, the Transaction ID field is mandatory, and not auto-generated. Whenever possible, this should match the identifer attached when a patron submits the credit card payment through the DUL site.

A Transaction ID is not mandatory for payments by check.

Fines/Fees/Credits transferred to the Bursar will automatically be given a Bursar Transaction ID. Ensure this column is turned on in your view, using the Gear icon.

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titleFines and Fees Report

The Fines and Fees Report is of limited use. It is a downloadable Excel file that includes a report of the fines and fees transactions that have been performed over a the previous 1- to 7-day period.

alma fees fines report.png

We Instead, we expect to use an Alma Analytics custom-built report for increased functionality for reporting on Fines and Fees. More to come.

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titleDisputed Fines

It is possible to dispute or waive a fine

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from the Fines and Fees tab of the user record. Click on the Row Actions button […] or on the hyperlinked fine amount to Waive or Dispute, and add Comments as needed.

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Disputed fines do not count towards a patron’s Active Balance and also will not be included in the scheduled transfer to the Bursar. These should be cleared - either by waiving or restoring the fine - as soon as communication with the patron has been concluded.

Restore re-charges the fine amount to the patron’s account, while Waive removes the fine amount from the patron’s total balance.

alma fines disputed.pngImage Modified

Note that comments persist in the item history, and cannot be changed or edited after the fact.

Any restored fines and fees will transfer to the Bursar in the next transaction.

Although similar, this process is not the same as declaring an item as Claimed Returned. https://duke.atlassian.net/wiki/spaces/LIB/pages/109969434/Advanced+Circulation#Claimed-Returned