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Billing and Other Firm Policies
Applies to all
Past, Present, and Future Clients
Applies to Work in progress
Last Updated May 22, 2011
Website Use and Other Legal Disclosures
In doing business with BC Business Services, Inc. and using this website (http://www.bcbsinc.com
, hereinafter known as Site, Website, or otherwise where indicated), you as a
client or a potential client are bound by our policies which are included on
this website. We make it known to all clients about the policies that we post
here, and ask that you refer to them periodically for updates and otherwise as
all changes we make take affect immediately and apply to all clients, without
exceptions.
Though we are an accounting firm, and a firm that completes other various legal
aspects of business, we are not a law firm. We may give information in these
areas but you should always make sure that that information applies to you
before you rely on it to avoid problems.
We try to be as up-dated on this information as we can, but to the
ever-changing laws that surround much of the work that we do, you agree to not
hold us liable for any errors or omissions that we may make on this site. If
you point them out to us, we will look into it, and if necessary change it to bring it into proper conformance with current tax code or other laws.
You are also encouraged to make sure that you get the right information as
every situation is different in many cases and some information may differ from
each business or individual to another. In this regard, make sure that if you
are relying on such information, it does actually apply to your particular
situation first as you agree to not hold us liable if it does not.
Of course this may not apply when we speak to you personally or give you
information that will apply to you, but make sure you know that it does pertain
to you first to avoid problems later. Again, we try to keep this site as
updated as possible but the laws can change very quickly and the information
could be out-of-date due to those changes.
Generally speaking this is our site-use and disclosures policy and we will
update it accordingly as situations require.
Firms Privacy Policy
BC Business
Services, Inc. does not trade nor sell information and uses the information it
may collect on its clients for the purpose of doing work for them or for the
collection of debts that may be owed to the company, BC Business Services, Inc.
In doing so, BC Business Services, Inc. may release such information for that
purpose and for the sole purpose of doing the work and for collecting on those
debts. To this extent, only information necessary for release will be used.
If there is any question as to whether or not a release could otherwise violate
a client's privacy, we will always speak with our clients first to ensure that
they have given the permission for releasing it to other parties not otherwise
stated herein. Such parties may be banks, insurance companies and otherwise.
And unless for the necessary practice of following the law, no other such
matters will be released to any party, private, or otherwise without first
talking to the client first.
Once Again, if we have questions we will always ask you first and make this our
normal policy anyway so that you are always aware of what is going on with your
accounts and otherwise. We care about your privacy and we will do our best to
ensure it.
The Firm also maintains Privacy and upholds the Provisions of the Grahamm Leach
Privacy Act.
Power of Attorney - Other Disclosure Based Documents
At times we may need these types of documents from you to get
information from taxing and other agencies. In any case we will not enter into
any arrangements with any agency (without your approval first). You agree that
we can use them to discuss possible options on matters relating to penalties
and otherwise. Or to request necessary documentation or information that we may
need to work on your accounts. We may also use them to request and receive information
from governmental agencies, or whenever necessary, other entities. But only for the sole necessary purpose that
your work requires.
We will not sign, nor endorse checks, from your personal or business
accounts, unless you have given us a signed notarized document that allows us
to do so and then, only if we have authorized signing capability on the
accounts to which the document relates to. To avoid any all legal problems, any
payment that is for our services will only be endorsed by us if we have a
specific document on file allowing us to do so that is signed by you.
In using any documents we will have the right to speak on your accounts, to
request any and all information that is necessary to complete a job or for
review of a matter, but we will never endorse nor receive checks in your name.
Should checks come for you, you will be informed and have to make arrangements
to either pick them up or have them mailed to you.
To avoid problems with non-sufficient funds and otherwise collections, in
payment of a bill to us, we will not accept checks from third parties that has
been endorsed over to us. Such payments must come directly from you or your
company in payment of our services or if we are making a check out for this
service, then it must be signed by you or a legal representative of yours that
has such authority to do so.
Again, at no time will we ever endorse any checks that are for the services we
provide to you or your company unless we have the necessary legal documents on
file allowing us to do so. Even then, you will always have the opportunity to
review the service whenever this is done and also get a complete accounting of
those services that pertains to that payment.
If we use a credit or debit card on file that you have given us, you must sign
a statement that allows us to use that card for the payment of the services.
Even so, you will always have the opportunity to review the service whenever
this is done.
If you state that we cannot endorse the checks any longer or use the credit or
debit card for services payment, we must receive a signed statement from you to
that affect for it to take affect that reverses the previous authority given to
us.
Records Retention
Unless stated otherwise, or if circumstances require, we will maintain records
for a client that we have done work for, for not more than 3-years from the
date of that work, or the date of filing, when we do the work for you in the
accounting or other areas. This stated, we suggest you maintain copies of your
documents for later use as we will generally discard any documents after such
time.
How the Firm (hereinafter BC Business Services, Inc.) Determines the Fees it
Charges?
In most cases, the Firm determines its fees primarily on the basis of
the time expended multiplied by the standard billing rate of the professional
involved. Occasionally, the Firm will apply a premium billing rate where there
is weekend or holiday work or under other extraordinary circumstances which
warrant such charges. The Firm will always inform the client whenever this
occurs.
Current Rates for the Firms Professionals are $35 - $55.00 per hour for most of
our accounting services unless otherwise indicated herein. Primary accounting
staff responsible for more specialized areas of work, are billed at the higher
rates, while assistants are billed at the lower rates. It will depend on what
needs to be done, that will depend on what the rate for that particular work
is. Our rates are outlined in this policy.
Tax Preparation Services are determined and will be based on a standard flat-fee rate that a client may have been quoted or otherwise. Weekend work that is required on behalf of a client, if the client requests it, or after hours (6pm to 9am), not due to the Firms neglect, will be billed at our hourly rate x 2.
Any
work completed at a client’s location will be billed at the hourly rate x 2
with a 2 hour minimum time billed. There will also be an additional $35.00 per
hour or part of an hour for to cover travel. Depending the Professional
Involved, such as the Assistant whom does a lot of Bookkeeping Data Entry, the
rate for this person would only be billed at $35.00 per hour x 2 with a 2 hour
minimum charge and travel at the above rates.
In an appropriate situation, the Firm may agree to a flat fee (in most tax
preparation cases), or percentage basis (where this is permitted), or incentive
billing arrangements with a client. Except for the Flat Rates levied for
example, with Tax Preparation and Payroll Contracts, or on our monthly
accounting contracts, these flat-fee arrangements are not the Firm's normal
billing practices and should be the exception rather than the rule of the Firm.
The Firm always requires a detailed written retainer agreement whenever these
types of billing arrangements are in effect as the Firm does with the case of
Monthly Accounting and Payroll based Contracts.
In
some cases, where the Firm has spent considerable time and effort developing a
special expertise and maintaining that expertise, the time involved does not
always reflect the value of the services rendered which may be the case in
Income Tax Preparation. In such situations, the Firm bills on a project
basis which is primarily a minimum flat fee for the work involved. An
example of this might in drafting opinions, tax preparation, and otherwise.
The Firm also charges for all separately identifiable costs associated with the
services rendered. These costs include: long distance telephone, courier
service, postage, outgoing faxes, filing fees, travel costs, translation fees,
photocopying, notary, the charges of local professionals, etc. Where the
anticipated amount of a disbursement for a client is sizable the Firm may ask
the client to pay it in advance or arrange for its payment directly with the
provider of the goods or services that are being rendered.
Retainer Agreements
Regardless the billing arrangement between the Firm and the client, or
unless otherwise informed by the Firm, a client must have in place a written
Retainer Agreement. This Retainer Agreement will be applicable to all payroll
and monthly accounting contracts. Among other things, the retainer agreement
defines the scope of the assignment and makes reference to the policies set
forth in this section.
Even in those situations where the Rules do not require a written retainer
agreement, the Firm frequently prefers a written agreement to avoid unnecessary
misunderstandings. All separately identifiable costs unless outlined by
the Agreement will be the sole responsibility of the Client and payable on
receipt of that stated invoice or billing. Where the client has a long standing
relationship with the Firm, to the extent the Rules may permit, the Firm may
determine that such an agreement is not necessary in view of the course of
dealing.
Even if the Rules might not require a written retainer agreement, the Firm will
always provide one when the client requests for any on-going and continuing
monthly or other work.
As noted under our Refund Policy below, if the work does not equal the full-cost of the Retainer, the remaining balance will be paid back to a client.
All Retainer's are held in Trust until the work is completed from which work is billed from.
The Firm's Billing Records
The Firm uses various billing programs and may use programs such as
TimeSlips, QuickBooks, and others to track and keep events of Time and Billing
in all its offices. The Firm's time keepers are required to keep careful track
of their time using the firms programs and to submit their time records in a
logical and outlined format on a regular basis to the Firm's billing
department.
The invoicing and programs keep track of the date on which the service was
rendered, the provider of the service, a description of the service performed,
the time it took to perform the service, and the customary rate of the service
provider. Similarly, disbursements are entered into our programs but may show
up on a separate invoice to the Client. Disbursement invoices are due
immediately on receipt.
The Firm's billing records are largely incorporated into the statements it
sends it clients; however, whenever there is a question, the Firm is always
happy to provide the basic records for the client's review.
Form and Frequency of the Firm's Statements
Normally the Firm submits statements on a monthly basis, unless the Firm and
the client agree to some other billing frequency.
All client billings unless otherwise shown on an invoice or there is a written
arrangement showing otherwise, approved by both the Firm and the Client, are
due payable on receipt.
Once the client has been with the Firm for a time as determined by the
President of the Firm, the clients billing practices may change at such time.
This will depend largely on frequency and time it takes to pay invoices or
statements and may also be based on the credit worthiness of the client in
question.
The format of the statement or invoice is divided into several parts: time
charges, disbursements, payments and credits, an aging of any open balances,
and, if the client has a retainer account, the status of that account. A
negative amount shown on any Statement will indicate a credit to the Clients
Account. In most cases, the client will receive a credit memo to that effect showing
such information as necessary.
The time charges
section normally indicates the date on which the service was rendered, the
provider of the service, a description of the service performed, the time it
took to perform the service, and the customary rate of the service provider.
The Firm has considerable flexibility in the way it presents this information,
and, if a client has a special need, it can generally be accommodated.
The disbursements section similarly lists the date of the transaction, a brief
description of it, and the amount. Again, all disbursements charged back to the
Client, will show up on a Separate Invoice and will be due payable on receipt
unless there is an agreement stating otherwise. The terms on such invoices or
statements will indicate when it must be paid by. There are separate totals for
time charges and for disbursements.
Where there are multiple matters, each matter and its charges are separately
identified. Normally, in most circumstances, statements are mailed in the early
days of the month for the work done and disbursements incurred the prior month.
The firm may require invoices be paid upon completion of any job when they are
given to the client. Again, this will depend on many factors and not all
situations will be the same for all the Firm’s Clients.
Payment of the Firm's Statements and Invoices
Unless otherwise
indicated on a particular Statement, or Invoice, or unless a separate agreement with the
Client and the Firm exists in writing, the Firm's statements are payable on
receipt. If there are any questions or issues, the client is free to raise them
and withhold payment of a reasonable amount of the statement pending their
resolution.
As the Firm bases its rates on the assumption its clients pay their statements
promptly on receipt and it does not want to penalize the greater bulk of its
clients who follow this practice, if any part of a statement is outstanding for
more than 30 days without good reason, the Firm adds a re-billing charge equal
to 1.5% of the overdue amount to the next bill. Any such charge is clearly
identified as such on the statement.
This charge is not to be considered a Late fee but merely a re-billing charge
to cover necessary time and expenses to resubmit the bill. Any time an amount
if more than 30 days past due, the Firm has the right to suspend all work on a
clients account. The client will be contacted by mail at its last known address
at least 7 days in advance of when this takes place and the reasons
indicated.
This
notice will contain the cut off date for any work continuing or otherwise until
100% of the outstanding balance is paid in full. The client may make
arrangements to satisfy the debt as outlined but at no time will this billing
policy not be in effect during such time. If a client makes arrangements and
does not follow such arrangements, all work, continuing or otherwise, will be
suspended by the Firm until full payment is made.
Additionally if it so happens that the Clients payment history is in question,
the Firm may require an advanced 50% deposit equal to the estimated charge of
the work to be performed divided by two. This may continue until the Firm
determines that the Client has come back into acceptable credit standing.
Sometimes, particularly with new clients or clients with a difficult payment
history, the Firm will require an advance retainer that it will bill against.
In this case, the Firm will deduct the amount of the statement from the then
current balance of the retainer, if any. The Firm then expects the client,
within a reasonable time of its receipt of each monthly statement, to restore
the retainer account to its agreed balance.
Should the relationship with the client terminate for any reason, any used
balance of the retainer account will be promptly refunded less any time or
expenses that currently need to be billed against such retainer Until such
time, any such balance may be used without restriction against a clients work.
The client however will be informed before any work is completed on their
behalf or extraordinary expenses accrue. Extraordinary expenses due not include
those normal expenses as outlined by this Billing Policy in the form of Copies,
Filing Fees and otherwise.
Convenience Fee Charges - Additional Time to
Pay a Firm’s Billing
Anytime a
billing is due, whether it is shown on a Statement or Invoice, if the client
wishes to have more time to pay the billing, such as an additional month, or
for example, when a tax return is received, there will be a convenience fee
added to the Billing to cover time and re-billing fees, in the amount of $55.00
per month until the billing has been paid in full.
Late Charges for Client Billings
Any time a
balance remains due on any statement or invoice that is payable on receipt or
by a certain date, once that time has expired there will be a re-billing fee
levied on the balance remaining in the amount of $55.00 which is not to be
considered interest by the Client. This fee is levied for the time it takes to
generate a new billing on the matter.
For all matters payable on Receipt, the Client will have 5 (Five) day, to
ensure that the payment reaches the Firm’s Offices. Weekends will be considered
as part of this time.
This fee will be levied every 30 (thirty) days until the entire balance has
been paid in full.
Any time a client’s account falls past due, the Firm may, at its sole
discretion cease all work for the client at any time until the account is
brought back into good standing.
Application of Payments To Past Due Amounts
Payments will be
first applied to any re-billing fees before they are applied to the balance due
on the account.
Accounts Turned Over For Collections or
Enforcement
Accounts past due
for more than 90 (ninety) days may be turned over to enforce further
collections or to the Firm’s attorney with the charges to collect on the
account being the responsibility of the client.
Utilization of Credit Bureau Reporting
The Client
understands that any past due issues may be reported to regional and national
credit bureaus at the Firm’s sole discretion.
Billing Currencies
The usual currencies in which the Firm bills are United States Dollars for its US offices.
Occasionally, the Firm may bill in British pounds, Japanese Yen, Canadian
Dollars, or otherwise, to mention some of the other currencies in which it may
work.
Within the United States, if you have been told in writing that Payments can
normally be in any currency so long as the translated amount, on the date of
receipt, substantially reflects the amount of the billing currency which is
currently United States Dollars, then clients may pay in those currencies;
however, this will only apply if a client has been told they may pay the
billing charges in those currencies. Otherwise, the only acceptable currency
for the Firm for clients is in United States Dollars.
In
a case where billings are made with other currencies as outlined, if there is a
significant unfavorable variance, the foreign currency risk is for the client's
account.
Payments may be made by check, subject to collection, or by bank
transfer. The Firm is happy to provide clients with wire transfer
instructions, if they prefer this means of payment but the firm is not
obligated to do so.
The fees associated with any transfer will remain the Clients responsibility.
All returned checks will be levied a fee of $35.00, above the check amount. The
Firm may suspend any and all services for a clients account immediately without
notice if a payment is returned for lack of funds. If a check is returned the
Firm may take any and all appropriate action that it sees fit to recover the
fees for the payment. This may include attorney fees billed back to the client
and other costs to collect.
Any returned check may, but does not have to be, re-deposited by the Firm. In
most cases this will be brought to the attention of the client who will then be
immediately required to make good on the payment that was not cleared including
the fee outlined above.
In so doing the only form of payment to cover such check or payment will be United States
currency, or certified bank Cashier’s Check.
Should a payment be returned for lack of funds the Firm may initiate further
stringent billing services for the client as it sees fit. This may include no
checks for a period of one (1) year, or until the firm determines. Equally in
such cases, depending on the situation and at the Firm’s discretion, the Firm
may require a Retainer Agreement equal to $500.00 in United States Currency.
The terms outlined by the Retainer section shall be enforced in that
case.
Value Added and Sales Taxes
1. At present, there are no sales taxes applicable to bills rendered by the Firm's offices for Service Areas.
2. If products are sold that require a sales tax, it will be equal to the Sales Tax at the time. See below.
3. If a sales tax is necessary it will be equal to the amount determined by the proper taxing authority at such time.
Resolution of Fee Disputes
1. Many disputes relating to the Firm's fees may be handled pursuant to Arbitration.
2. If there is any dispute regarding any statement or its payment, the Firm expects the client to work in good faith with the Firm towards its prompt and equitable resolution.
3. So long as this is being done, the Firm will not interrupt any services it is then providing.
4. Should the Firm and the client fail to resolve things in this manner, see our Arbitration Policy Below.
5. The Firm reserves the right to suspend or withhold further services, should any fee dispute require arbitration or as properly outlined within this Policy.
6. The first reserves the right to suspend work at any time, pending due diligence findings.
7. If work is suspended pending due diligence, the firm, will inform what it needs to finish the work.
8. If the provided information cannot be given to the firm, by the client in a reasonable time, the Client must decide what to do.
9. If the Client requests their documents back, the Firm will send them back to them.
10. If firm has already started and completed the majority of the work that needs to be done and is waiting on information from the Client, in such case, there will be no refunds.
11. If the Client after receiving their documents back, later has someone else do, finish, or complete the work for them, the Firm is not responsible for payment of that service.
Firm Personnel Billing Rates
1. The present hourly billing rates for the Firm's personnel are currently within $35 - $55.00 per hour for normal work.
2. Rates will be determined by the Firm Personnel Rates whom are required to complete the work.
3. More complex work, auditing and training and consultations will be billed at the higher rates.
4. Most bookkeeping and general data-entry input will be billed at he lower rate.
5. The billing rates for the Firm's personnel are available on request and are subject to change at any time.
The Firms Billing is determined as
Follows:
Billing Time Parameter
1. Unless herein indicated within this Billing Policy, all billing will be in Quarter Hour Increments to the nearest Hour. All work stated at these rates does not include work completed outside of Firms Offices unless thereby stated.
Year End Income
Tax Preparation
1. Billed at a Flat Rate, includes forms 1040, 1120, 1120S, 1065 and all attachments.
2. See Our Tax and Tax Preparation Services for more information.
1. See these areas for more information..
2. Normal Billing Rates $35 - $55.00 per hour.
Paralegal Related Services
1. Generally Billed at
$35.00 Per hour for most services including research, document preparation, and
form assistance.
2. Flat-Rate Billing May be
available.
3. Generally Incidentals are
billed separately for expenses; see other areas of these policies for rates.
Work completed at a clients offices or place of their own choosing or
otherwise
1. $35 - $55.00 per hour x 2.
2. Travel Time Billed at $35.00 per hour.
3. 2 hour minimum billing for all work completed on clients behalf not at the Firms Location in Boise Idaho or Portland, Oregon..
4. Any work is including training / within limitations. See the Training Section.
5. Training will maintain the same terms as this section.
6. Unless otherwise noted by our billing rates below and or otherwise, this section is related to all work not completed within the confines of the Firms offices in Boise Idaho or Portland, Oregon.
7. This may include IRS work, meetings, or other matters completed on behalf of a client.
8. See our Training of Accounting and Bookkeeping Personnel Services for more information.
Documents Delivery Services for Clients
1. Billed at $35.00 per hour within the Greater Boise Idaho, or Portland, Oregon areas.
2. Includes all time spent away from our locations on behalf of a client.
3. Travel Time will include delivery, waiting time, and other time matters that is for the convenience of the Client.
General Accounting and Bookkeeping
1. See the specific sections under Accounting & Bookkeeping.
2. Generally billed at the rate of $35 - $55.00 per hour.
Financial Statement Preparation
1. Unless otherwise included as part of the General Accounting & Bookkeeping,
2. All Financial Statement preparation will be billed at the rate of $55.00 per hour.
3. This will include balance sheets, profit and losses, income statements, and otherwise.
4. See our Accounting Section.
5. Many times under general accounting practices, inputting information into accounting programs to keep track of monthly statement work does not properly account for what is needed in most cases for Financial Statements.
6. In many cases, it requires adjusting accounts and otherwise in order to properly prepare such statements.
7. In many cases the client or other sources needs to be contacted for information and all work completed in relation to such matters on behalf of a client will be billed accordingly, not limited to telephone calls, assimilation of information, necessary incidental expenses including folders, copy charges and otherwise.
8. See our sections on Accounting & Bookkeeping.sections.
QuickBooks, PeachTree, and Other Accounting
Program Set-up and Reviews
1. Set up accounting system for use and general review.
2. This may includes chart of accounts and other work to prepare the program or system for use.
3. As well as Review of the System for problems or issued.
4. Generally billed at the rate of $55.00 per hour.
5. See our QuickBooks & PeachTree section.
Training - QuickBooks, PeachTree, and
Other programs
1. For all training completed at Firms Offices, there will be a charge of $55.00 per hour per person.
2. Groups are are discounted 10% - Groups include 3 or more people.
3. Any work completed at any location other than the Firm’s Offices, in Boise Idaho, or Portland, Oregon is subject Travel Time expenses of $55.00 per hour with a minimum travel charge of $55.00 for the qualified personnel rate.
4. A Flat Rate Billing may be drawn up which includes such expenses..
5. See our QuickBooks & PeachTree section as well as our Personnel Training section.
Letters and Correspondence
1. Billed at the rate of $35.00 per hour.
Incidental Expenses – Firm
Out-of-Pocket for Client Convenience
1. Unless otherwise informed on a clients invoice, all incidental expenses will be billed to the Client.
2. Current charges are Letter sized Manila File Folders $0.25 ea., Copies $0.25 ea., Green Hanging File Folders $0.50 ea., CD Roms $2.00 ea., Business No. 10 Envelopes $0.25 ea. Un-stamped.
3. All other incidental costs billed at cost plus 20% mark-up to cover our time.
4. Be advised that the Firm will not bill for all expenses except when under normal circumstances there would be a lot of them.
5. In example, 5 copies are not considered a lot. 1 file folder or a couple may not be a lot of them.
6. If we are however required to maintain a clients files for their business we will bill for those files and otherwise expenses necessary to properly maintain them for their company.
7. This may include storage costs for example and the Firms time to properly maintain storage of those records. In Example. Time to take out and return to storage.
8. A client will be informed before extraordinary expenses are levied beyond those outlined herein.
9. Notwithstanding Telephone Calls to the Client, from the client or on behalf of the Client as outlined below:
10. Faxes will be billed at the rate of $1.50 per fax page to cover time to prepare fax for transmittal.
11. Postage will be billed at the current rate and all envelopes will be billed at the rate of $0.25 ea., per normal envelope and larger ones billed at the rate of $1.00 per envelope or cost of them plus 20% Mark-up.
12. If the envelope would be considered by us to be part of the flat rate billing such as with tax return preparation at the end of the year, then that expense will be considered part of the job.
13. At no time will the Firm be responsible for any postage, filing fees, business taxes, or otherwise of a clients.
14. The firm may require advanced payment for these fees if they expect them to be a problem with latter collection or otherwise.
15. The firm tries to work with all clients; however, the firm is not always able to pay for expenses on behalf of a client to file documents, pay taxes or otherwise.
16. In doing so we are providing a service above and beyond what most firms would do and we expect to be reimbursed for these incidentals immediately on receipt of notice for their occurrences.
17. We may refuse to pay these expenses at our leisure and are not bound or obligated to do so unless they relate to our firms business or unless they are part of the agreement or contract that we have thereby entered.
Telephone Calls to the Client, from the
client or on behalf of the Client
1. If a client calls up our offices asking about whether we have done something for them then we will not bill for that call if no other business is transacted during that time.
2. If a client requests information and otherwise relating to their account then we will bill for that call and the time it takes for us to gather said information.
3. If we must fax that information or copy that information then we will bill for the time it takes us to fax the document or prepare it for faxing and otherwise as well as the call that generated in the matter for which the Fax will or does relate.
4. If we call a client because they have stated to us that they will have something for us by a certain date, then we will bill the client for the call at our hourly rates as the matter relates to the clients work and not the firms.
5. If a person calls us about a client or we are required to make calls on behalf of the client then we will bill for that as well.
6. If the calls are incidental in the course of work for the client and the billing for that work has been charged at a flat rate we will not bill above that rate except if the calls become to the point that they are excessive which we will inform the client thereof.
7. All calls will be documented for a client including date and time of call. In the case of flat rate jobs, once calls exceed 1 hour, the client will be billed those calls as incidental work performed above and beyond what the flat rate calls for.
Translation of
Firm Work Product
1. Unless otherwise informed in writing, any translation charges will be the responsibility of the client.
2. This will include translation of documents or interpreters.
3. The firm will bill its time during such course as appropriate based on the job performed and outlined by this policy at its normal billing rates where indicated unless completed away from the Firm’s Offices in Boise Idaho or Portland, Oregon.
Meetings For a Clients Convenience
1. All meetings on behalf of a Client will be charged at the Rate of $55.00 per hour at the Firms Offices.
2. Outside of Said Offices, the Client will be billed as outlined by this Policy.
3. Meetings that are for the sole purpose of picking up documents and for the Firm going over said Documents will not be billed if no other business is transacted during that time.
4. Any other time spent with the client will be billed under this category.
All monthly contracts – Does not including
Payroll Contracts
1. All clients must enter into a 1-Year Agreement in order to receive Discounted Accounting Prices that will be flat rate based services.
Terms are as follows:
1. There will be a minimum charge per month for this area.
2. This fee will be levied regardless the firm has completed any work for a client during the billed month.
3. If the client does not wish to use the Firm to complete its Accounting, the Client will be levied an early cancellation fee equal to the Monthly Minimum rate outlined herein for the months remaining on the contract.
4. No client, unless otherwise informed in writing, will be a monthly client without such agreement being first entered into.
5. If you have not been informed that this will not apply to you or if you have not yet been informed that this does apply, this section will not apply to the Client.
6. In order to continue working with a Client, the Firm may require that Client to enter into this Section of this Agreement, or other similar ones at a later date.
Assembling and Assimilation Fees
1. In most cases it takes time to assemble projects to ready them.
2. Unless otherwise indicated and or unless a flat rate has been entered into, the Client will be billed at the rate of $35.00 per hour.
Filing on Behalf of a Client
1. If we must file documents on behalf a client then we will bill $35.00 per hour to do so.
2. This does not include filing of our Firm’s file copies or those documents that relate to our Firm.
3.
Also, it will not include most clients that the Firm
has unless a specific arrangement has been entered into to do so for the
Client.
Copy and Assembly of Requested Documents
1. Billed at $35.00 per hour for documents requested by clients via in person interview, worldwide web and otherwise.
2. All incidentals extra.
Drafts and Correspondence on Behalf of
a Client
1. All drafts and Correspondence in any form, email, paper, or otherwise, fax, etc. billed at $35.00 per hour.
2. All incidentals extra.
Form Preparation, and otherwise
Document Preparation Services
1.
Billed at $55.00 per hour unless otherwise indicated.
2.
All incidentals extra.
3. This does not apply to Paralegal Related Form Preparation Services.
Payroll Matters
1. Payroll will be billed according to your contracted quote so please refer to that.
2. See our Payroll Section for more information on this area.
W2 and 1099 Preparations - Includes Necessary
Transmittal Forms
1.
Flat Rate of $35.00 plus $3.50 per W2 or 1099 Completed. May bill flat
rate but depends on volume.
2.
Does not include time to assimilate data for the Forms.
3.
This will be billed in conjunction with those applicable sections of
this Billing Policy.
4.
All incidentals extra.
5.
Includes transmittal envelopes, copies, postage, and otherwise.
6.
Postage is always the client's responsibility.
7. See our Payroll Section for more information on this area.
Payroll - Unless Otherwise Specified
1.
Unless otherwise specified under this Payroll Section, all other rates
will be based on those rates contained within this Policy under sections
outlined herewith or in the body of this entire Billing Policy and may be based
on Accounting related and other type of work.
2.
Incidentals not included unless otherwise specified. Postage is always
the client's responsibility.
3.
All Payroll Clients must enter into a minimum 1-year agreement.
4. See our Payroll Section for more information on this area.
Out of The Area Work
1.
For all work completed not at the firm's location or within the Greater
areas of the City of Boise, Idaho or Portland, Oregon areas, and its
surrounding areas within 300 miles of the firm's location, not including other
cities in other states (which would be considered out of the area work), there
will be a flat-rate billing for the work provided as follows:
2.
Minimum Billing Time Charge of 2 Days at the rate of $300.00 per day. Plus
all Travel Related Expenses. Firm personnel and clients may decide on the time
for work and otherwise. All hours worked beyond 8 hours per day are billed at
the rate of $70.00 per hour.
3. Partial days are billed as full-days. Other arrangements may be made with the firm for all out-of-the-area work.
Use of Local Professionals
1.
Sometimes, it is necessary, or desirable, for the Firm to engage local
professionals, such as, other accountants, notary services, advocates,
attorneys, barristers, and the like, to handle various aspects of the client's
proposed local activities.
2.
This frequently occurs in international transactions or in transactions
that involve multiple jurisdictions, even within the same country.
3.
The Firm will work with the client to coordinate the activities of
these local professionals and keep the client appropriately informed of their
activities and the results achieved as well as all charges for the associated
utilization of them.
4.
Unless otherwise agreed, these local professionals will look to the
client for payment and bill the Company directly for any services rendered.
5. Because of its contacts, the Firm is usually always able to recommend highly competent local professionals with whom the Firm already has an existing relationship to best serve the clients interests.
Refund Provisions
1.
Once work has begun on any job, there will be no refunds of a flat
based retainer.
2.
If work has begun for a job and the job has not yet been completed,
other than on a flat fee based retainer, the refund will be based on an amount
after the deductions for time and incidentals have been deducted from said
amount.
3.
For the purpose of this Billing Policy a retainer is determined to be
in the form of a contract or a payment in advance for completion of any work
for a clients behalf which may include preparing income taxes, forms, letters,
payroll based services, and otherwise.
4.
It is very important; if you wish to cancel a job or work, and want to
avoid any other charges for that matter, make sure you inform us at the
earliest possible time as in most cases generally work will have been commenced
on that job.
5.
If there is a problem with any work that is or was completed,
regardless of the work that is being done or has been done, as there are no
refunds, the firm has the exclusive right to fix the problems or send it to
someone who can.
6.
If the firm cannot fix the problem, the firm will inform the client and
retain someone competent to complete the work for the client at the expense of
the firm.
7. If we have a retainer on file and the work does not cover the full-cost of that Retainer, you will be given the remaining balance back. All Retainers are held in trust until the work is completed from which they are billed from.
There are no exceptions to these policies. You are urged to Contact the Firm if you have any questions.
Arbitration Provisions - Alternative Dispute
Resolution
1.
This Policy and all provisions, are subject to the Rules of the American Arbitration Association (hereinafter AAA)
and all disputes arising out of this Policy relating to the relationship
between the clients and the firm, or those whom have used this website are to
be handled by what is known as Alternative Dispute Resolution (hereinafter ADR)
within the Subject Matter Jurisdictional Boundaries and locations, outlined
within this Policy.
2.
In performing ADR, the Client or the party bringing the Action agree to
carry all costs for such Actions unless the Arbitration Counsel finds
otherwise.
3.
Before bringing any action according to the rules of the AAA, the party
must first bring the matter to the attention of the other party and the other
party, so that the other party can have a change to, either dispute or resolve,
and / or correct the error or problem in dispute, and make a response for
record.
4.
Once a party has contacted the other, outlining the problem, the other
party will have 35 days after mailing of a certified letter to the other party
about the problems that has taken place. The party will then respond.
5.
After 35 days has passed, if the matter is not resolved after both
parties have been given sufficient time to respond, as outlined above, then the
party bringing the action, may pursue the action with an Arbitrator as outlined
within the Jurisdiction herein indicated above. To ensure that a matter and
issue is fresh, a party may bring forth the matter for ADR resolution, no more
than 90 days after the supposed incident took place. A matter or an issue can
only be disputed one time and all actions against the party shall be brought
forth at the same time.
6.
Costs to the prevailing party are limited to actual losses that have
been assumed plus no more than the amount to bring the action including but not
limited to arbitration fees that are paid to the Arbitrator. Other fees to
bring the action may also be awarded to no more than $500.00 for all expenses
including postage and mailing as well as any legal related fees and costs to
bring the action to the Arbitration.
7.
Failure to do follow any provisions of this ADR policy, will bar any
further action on the matter.
8. Actual Costs for the purpose of this section refer to actual monies that have been given to the party.
For example:
1. An accounting contract was drawn
up for $300.00 a month. A provision on the Contract states that if the Client
wants to cancel the services before 1 year is up, they are liable for a
cancellation fee of $300.00 and the Client did not pay the fee. The actual
costs in this example, is limited to the $300.00 that should have been paid for
the cancellation. Late Charges may also be recouped in such instances so long
as they are not in lieu of these Policies.
2. If a job was done for a
Client and the Client paid the Firm $500.00 to do it and prevailed in
Arbitration later, the Firm would be liable for repayment of that $500.00.
However, if the Client decides to have someone else do the work for them, and
had to pay, in example, $1,000.00 to the outside source to get it done, the
Firm is not liable for that as the Client took it upon themselves to do that. But
read below, as this will not be the case when there is a Contractual Obligation
between the Client and the Firm.
3.
Only actual monies paid one to the other are to be awarded in
Arbitration. Or monies that should have been paid, but were not, so long as a
contractual obligation is in place that outlines cancellation or other fees
that are the subject of the Arbitration matter.
For example:
1.
If a contract between a Client and the Firm, states that if Firm Fails
to uphold obligations and the Client may retain other services and pay them to
do so, with the Firm being liable for the Payment to get it redone, then of
course this would be considered a cost that can be recouped in Arbitration. In
such case, a Contractual Obligation exists that allows payment for that work by
another party.
The reason why this is the case, is that it would not agree with the Firms
Refund Policy which states clearly a clients obligations to allow the Firm to
either
1. Fix the problem, or
2. Pay someone at their own choosing
to do so,
There is no obligation on part of the Firm, unless an actual Contract exists in
other words, that gives a Client unending rights to bill the Firm for any fees
or expenses, that a client may have expended to get the work done or redone, when
it would not agree with the Firm’s Refund Policy in doing so. If a Contract
exists that the Firm has agreed to, that would allow the Client to do, as
stated above, then the Firm would be liable for those costs that the client
expended.
As stated under the Firms Refund Policy:
1.
If there is a problem with any work that is or was completed,
regardless of the work that is being done or has been done, as there are no
refunds, the firm has the exclusive right to fix the problems or send it to
someone who can.
2.
If the firm cannot fix the problem, the firm will inform the client and
retain someone competent to complete the work for the client at the expense of
the firm.
For the purpose of this Arbitration Policy, there is no expressed or
unexpressed right that gives the client the option to take it upon themselves
to have another person or firm do the work. The Client must give the right to the
Firm in order to do so. And if it the firm cannot fix the problem, the firm
will:
1. Find someone else to do the work;
and
2. Pay them to do the work.
Therefore, unless an agreement exists between the firm and the client, the Firm
will not pay for resources, services, or other expenses, for others to do the
clients work, if the client takes it upon themselves, to by-pass this policy, to
have someone else do the work for them.
Full-Severability
1. This entire policy and all its sections hereunder, are Fully-Severable.
2. If a court of competent jurisdiction finds that any part of this Policy violates any laws, BC Business Services, Inc. maintains the exclusive unending right(s) to change, delete, or otherwise revise that section to bring it into agreement with said law and/or to take that section out.
3. Should any section be changed or taken out, revised, or otherwise, the rest of the policy will still remain in full force and affect as though that section had not existed to begin with or the changes had existed therein.
4. If a section is revised or changed, so that it conforms to prevailing law, that section, once the changes or revisions are made, or had, will read as though it had existed in the policy to begin with.
5. For these reasons, this Policy and all its sections are considered Fully-Severable.
Force Majeure
1. This entire policy as well as all work completed by the firm, contracted into by the firm, or engaged by the client and the firm, whether at its office or at a clients location, is subject to Force Majeure.
Subject Law – Law Matter Jurisdiction
1. This Policy and its sections are subject to the Laws of the State of Idaho and all disputes relating to such Policy and its sections are to be handled within the City of Boise, State of Idaho, County of Ada.
Policy Changes - Revisions
BC Business Services, Inc. reserves the right to make revisions to this policy
or any sections at any time without notice.
Should the changes affect a clients billing procedure, or service rates change,
or otherwise have an effect on their payment structure or billing, the client
will be notified about the date the change will take affect, before those
changes become effective. If the client does not wish to continue service then
it must inform the company at that time or before the changes take affect.
If any past billings are due, the client must make good on them before
termination of final services. This does not mean that we will continue to bill
you if you have related that you don't want us to work with you any longer; it
means that if should decide to do so, we expect you to pay off your account
balance.
In such case you can still be billed for late payments for not paying you bill
on time. Cancelling services does relieve you of your obligation to abide by
any policy that we have, if balances are outstanding on your account.
Approved by BC Business Services, Inc.
Original: May 1, 2007 – Last Revision May 22, 2011
Effective Immediately
Copyright 2011 –All Rights Reserved
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