Understanding Sewer Charges on Water Bills: A Guide for Billing Clerks

Deciphering Sewer Charges on Water Bills

For municipal billing clerks, explaining why a sewer charge appears on a resident's water bill is a common yet complex task. Understanding the interplay between water and sewer services can equip clerks to address resident inquiries efficiently. This guide delves into how sewer charges are typically calculated, reasons an account may only have water service, and provides a practical query to identify accounts without sewer service. By gaining clarity on these issues, clerks can enhance transparency and accuracy in billing, ensuring that residents are correctly charged for utilities consumed.

Why Sewer Charges Appear on Water Bills

Sewer charges are often included on water bills because they are typically correlated with water usage. As residents consume water, it is assumed that a proportional amount enters the sewage system, necessitating treatment and maintenance costs. This bundling simplifies billing processes for municipalities and provides a straightforward method of cost recovery. The rate calculation usually involves a base fee plus a variable component based on water consumption, which can often be found in the 'Utility Billing Rate Table' screen in Munis. For example, a resident using 5,000 gallons of water might have a base sewer charge of $10, plus $2 for every 1,000 gallons, resulting in a $20 sewer charge. Clerks should familiarize themselves with these fields to better explain fluctuations in charges. Checking past bills and the rate table can help confirm if the charges align correctly.

How Accounts End Up with Water Service Only

• Accounts can end up with water service but without sewer due to incorrect service flags, which should be checked in the 'Service Agreement' screen in Munis. Clerks should verify that both water and sewer flags are accurately marked active for each account.
• Connection dates must be accurately logged to ensure both water and sewer services are active; discrepancies can lead to missed sewer charges. In the Munis 'Connection Detail' screen, clerks can check if the sewer connection date is missing or incorrect.
• Septic system exemptions granted but not regularly reviewed can result in accounts having water service without corresponding sewer charges. Municipalities often require periodic confirmation that these exemptions remain valid.
• In some cases, the geographic area may lack sewer infrastructure, justifying the absence of sewer charges on water bills. Municipal records should have a clear map and list of such areas to prevent confusion.
• Temporary construction or irrigation accounts are often set up to have water service only, and this should be clearly noted in the account's 'Service Profile'. Regular audits of these accounts can prevent improper billing.
• Errors during data migration or account setup can cause service flag misalignments, necessitating audits to correct. It’s advisable to run a diagnostic report post-migration to catch such errors early.
• Municipal policies may dictate separate billing for water and sewer in certain districts, which should be noted in account profiles. Reviewing policy documents and ensuring clerks are aware of these distinctions prevents miscommunication.

Understanding these common issues can help billing clerks resolve customer queries efficiently, ensuring both water and sewer services are billed accurately. Continuous training on service flag checks and policy updates is crucial.

Service Flags and Connection Dates

Service flags and connection dates are crucial in determining whether an account should be charged for sewer services. In the Munis system, the 'Customer Service' screen shows service flags indicating active services. A missing or incorrect flag for sewer service can result in a water-only account. Additionally, the 'Connection Detail' screen provides insights into when services were activated, which helps verify the timeline of charges. For instance, if a sewer service was activated on January 1, but the flag is missing, the resident may have received a year of water-only bills. Regular audits of these records can prevent billing errors and ensure accounts are charged correctly, minimizing disputes and confusion for both clerks and residents. Clerks should periodically cross-reference physical connection logs with Munis records to catch inconsistencies.

Septic Exemptions: Why Reviews Matter

Septic exemptions are typically granted when a property utilizes a private septic system rather than municipal sewer services. However, these exemptions require periodic review. In Munis, the 'Exemption Management' module allows clerks to track and update these exemptions. Failing to review exemptions could mean that properties wrongly receive water-only billing, leading to lost revenue for municipalities. For example, an exemption granted in 2015 may not be valid in 2026 if the property's septic system has been decommissioned. Clerks should ensure that exemption statuses are regularly verified and updated to reflect any changes in property infrastructure or municipal policies. This involves scheduled audits where clerks check the physical status of septic systems against exemption records, ensuring compliance and accurate billing.

Creating a Query for Accounts Without Sewer Service

• Start by accessing the 'Utility Billing Accounts' table in Munis to identify primary account details. Focus on fields like account number, service type, and status.
• Use SQL or Munis’s built-in query tools to filter for accounts where the sewer service flag is inactive. This can be done by selecting records with a '0' or blank in the sewer flag field.
• Cross-reference these accounts with the 'Customer Service' screen to confirm the absence of sewer service activation dates. Verify that these accounts don't have erroneous activation dates that suggest service should be active.
• Ensure that these accounts do not have pending sewer service requests, which can be found in the 'Service Orders' module. Pending orders should be reviewed to understand why services remain inactive.
• Review account notes and communications for any documented reasons for the absence of sewer service. This helps ensure no legitimate exemption or backlog is causing the lack of service.
• Generate a report to provide to account managers, highlighting discrepancies for further investigation. This report should include potential errors, necessary follow-up actions, and timelines.
• Regularly schedule this query to maintain up-to-date records and promptly address any anomalies. Consider setting automated alerts to notify clerks when new accounts meet the query criteria.

By maintaining a reliable query, clerks can quickly identify and address accounts without sewer service, improving customer service and ensuring billing accuracy. Integrating this query into regular audit processes helps maintain system integrity and trust.

Addressing Resident Queries Effectively

When residents inquire about sewer charges or the lack thereof, billing clerks should be prepared with accurate information. Understanding the technical aspects of billing and service activation helps provide clear answers. For instance, explaining that sewer charges are based on a percentage of water usage can clarify why they appear on water bills. By using data from the Munis system, clerks can quickly access the necessary account details to resolve inquiries. For example, if a resident questions a high sewer bill, clerks can show how the charge is calculated from the water meter reading. Being well-versed in common issues, such as misaligned service flags or unreviewed septic exemptions, equips clerks to handle calls confidently and efficiently. Ongoing training and access to a comprehensive knowledge base can further enhance clerks' ability to assist residents.

Ensuring Accurate and Transparent Utility Billing

Accurate utility billing is vital for maintaining trust between municipalities and residents. For clerks, understanding the nuances of sewer charges on water bills is crucial. By keeping service flags and connection dates precise, regularly reviewing exemptions, and using effective queries, clerks can ensure that residents receive accurate bills. This not only improves customer satisfaction but also enhances municipal revenue streams. Regular training and auditing of billing systems like Munis can further streamline these processes, empowering clerks to handle inquiries with confidence and clarity. By fostering a culture of accuracy and transparency, municipalities can build lasting relationships with their communities.