Meeting Room Invoices

Refresher on how to handle payment for meeting room invoices.

1. We ask that patrons do not pay for usage until the day of the meeting because the city doesn’t give refunds if they cancel.
2. When patron arrives for a meeting with an invoice, please collect payment before letting them into the room.
3. You will find meeting room invoices at the Public Services desk in an expandable file folder in the lower cabinet underneath the catalog computer.
4. Invoices are filed in the month of the usage. There are two copies: 1) for the patron and 2) for the library.
5. Complete the information at the bottom of each form. Give the patron their copy and place the library copy in the last slot of the expandable file folder.
6. Do NOT attach payment (cash/check/cc receipts) to the library copy of the invoice.
7. Take payment to the cash register and follow all normal cash register instructions. Meeting room invoices are entered as OTHER.
8. If patron pays by credit card make sure you put the merchant copy of the cc receipt into the cash register. Do not put the merchant copy with the invoice. The receipt is critical for the city to balance the cash register and cc machine.