Billing
and Other Firm Policies
These Policy Provisions Applies to all
Current and Future Clients and any Work in progress
Effective
Date: May 10, 2021
Site Use and
Disclosures
In
doing business with BC Business Services, Inc. and using this site,
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. You
should always make sure that that information applies to you before
you rely on it.
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 or give you
information to the contrary as to why that information, will remain
on the site.
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laws can change very quickly and the information could be out-of-date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.
Privacy Policy
BC
Business Services, Inc. does not trade nor sell client 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, as well as for marketing purposes that
may pertain to a client. BC Business Services, Inc. may release
required and necessary information for the sole purpose of doing the
work and for collecting on debts a client owes to us. To this extent,
only information necessary for release will be used. This may not
apply to subpoena's and otherwise where we are legally obligated to
the release of information on a Client or their business.
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 or
information will be released to any party, private, or otherwise
without seeking a clients permission.
In using information
and documents you provide us, you agree that we will have the right
to speak on your accounts, where necessary, to request any and all
information that is necessary to complete a job or for review of a
matter.
Once
Again, if we have questions, and it does not pertain to our internal
marketing or collecting on bills, we will always ask you first and
make this our normal policy so that you are always aware of what is
going on with your accounts and otherwise. We care about your privacy
and we do our best to ensure it.
Power
of Attorney and Other Disclosure Based Documents
At
times we may need these types of documents from you to get
information from taxing and other agencies. In this case we will not
make deals with any agency, but you agree that we can use them to
discuss possible options on matters relating to penalties and
otherwise. We may also use them to request and receive information
from the agencies or other entities. But
only for the sole necessary purpose that work requires.
Client Checks and Third Party Check Payments for Services
We
will not sign, nor endorse checks, from your personal or business
accounts, without permissions that allows us to do so and then only
for the extent that it pertains to your business. In making deposits
for some clients we will not endorse for deposit only and the account
that it is going into. Any payment that is for our services will only
be endorsed by us if we have a specific document on file allowing us
to make the checks out to our company. This may be the case where it
relates to creating checks for payroll related work where the client
has given us authorization to pay such fees.
In
doing so, 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, have them mailed to you. Or in
the case of deposits, have them deposited into an account of your own
choosing in accordance with the above standards. Even so, we will
never sign a name to the back of any check and make them out to
deposit only with proper account information included.
We do
not accept checks from third parties that have 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, it must be signed by you or a legal representative of yours
that has such authority to do so. In some cases where we have a
signature stamp on file, we will use such stamp for this reason; but
only with client approval. 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 a payment.
Credit
Cards on File
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 payment of
our services. Even so, you will always have the opportunity to review
the service and associated fees, 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, all such matters will
cease. You will need to let us know in writing, if you want to redo
the process if you wish to continue.
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. We suggest you
maintain copies of your documents for later use as we generally
discard 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 $50.00 per hour for most of our
accounting services unless otherwise indicated herein. Weekend work
that is required on behalf of a client, if the client requests it is
billed at hourly rates x 2. After hours (5pm to 9am) required to put
a rush on a job, requested by the client, or not due to the Firms
neglect, will be billed at our hourly rate x 2. Travel may be
different and you are advised to see that section.
Tax
Preparation Services are will be based on a standard flat-fee rate
that a client may have been quoted.
Any work completed
at a client’s location will be will be billed at the hourly rate x
3 with a 3 hour minimum time billed including travel to and form a
clients location. Out of area travel and work may be different and
you are advised to see that section.
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 considered an
exception, rather than the rule.
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 service agreements.
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, business or succession
planning, 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 or incoming 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 being rendered.
Retainer
Agreements
Regardless
our our billing arrangement between the Firm and the client, or
unless otherwise informed by the Firm, sometimes a client must have
in place a Retainer Agreement. This Retainer Agreement may be
applicable to some jobs including 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.
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.
The Firm may also require a retainer agreement
to be in place in instances where the firm has had issues with
collecting on it's billing from clients.
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 as they
represent out-of-pocket costs to the firm. In such cases, the Firm
may require an advanced payment from the client to pay for such
services.
The Firm's billing records are incorporated into
the statements it sends it clients; however, whenever there is a
question, the Firm is always happy to work with a client to satisfy
any issue involved.
Form
and Frequency of the Firm's Statements
Normally
the Firm submits statements on a monthly basis, and may do so for odd
jobs, on a daily 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.
Bills may include payment receipt fees for paying by Credit Cards
which takes into account fees billed to the Firm for collecting a
clients bill. The Firm may offer alternatives to these fees including
cash or other payments.
Once the client has been with the
Firm for a time, 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. It may also be based on what is being done
and if the Client has a services agreement in place to cover ongoing
services. Many factors may play into how often we will bill a client
and a client is advised to inquire if they are looking at changing
the frequency of when bills are due.
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
and what it was for.
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 that all service and disbursement 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
Unless
otherwise indicated on a particular Statement, 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 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 50.00 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 or interest
charge; but merely a re-billing charge to cover necessary time and
expenses to resubmit the bill. Any time an amount becomes more than
30 days past due, the Firm has the right to suspend all work on a
clients account and seek necessary collections. The Firm may contact
the contact with such information.
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. Re-billing charges will continue until the billing
is paid in full.
Additionally if it so happens that the
Clients payment history is in question, the Firm may require an
advanced deposit equal to the estimated charge of the work to be
performed. This may continue until the Firm determines that the
Client has come back into acceptable credit standing with the firm.
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 and may be charged payment
receipt fees, as noted prior when doing so.
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 may not
include normal expenses as outlined by this Billing Policy in the
form of Copies, Filing Fees and otherwise.
Convenience
Fee Charges for 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, or requests
such matter, such as an additional week or longer, 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
$50.00 per month until the billing has been paid in full.
Late
Charges for Not Paying On Time
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 $50.00 which is not to be considered interest by the
Client. This fee is levied for the time it takes to deal with the
matter.
For all matters payable on Receipt, the Client will
have 5 (Five) calendar days, to ensure that the payment reaches the
Firm’s Offices.
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
may 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 $50.00,
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
At
present, there are no sales taxes applicable to bills rendered by the
Firm's offices. If a sales tax becomes necessary it will be equal to
the amount determined by the proper taxing authority at such time.
Resolution
of Fee Disputes
Many
disputes relating to the Firm's fees may be handled pursuant to
Arbitration. 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. So long as this is
being done, the Firm will not interrupt any services it is then
providing.
Should the Firm and the client fail to
resolve things in this manner, to the extent not covered by any
applicable laws which govern this agreement subject to the Laws of
the State of Idaho, the dispute shall be resolved by arbitration in
the English language before a single arbitrator in the State of
Idaho, County of Ada, City of Boise, Idaho, according to the then
prevailing Commercial Rules of Arbitration of the American
Arbitration Association.
The Firm reserves the right to suspend or withhold further
services, should any fee dispute require arbitration or as properly
outlined within this Policy.
Firm
Personnel Billing Rates
The
present hourly billing rates for the Firm's personnel are currently
set at $50.00 per hour for normal work. The billing rates for the
Firm's personnel are available on request and are subject to change
at any time.
Billing is determined as Follows:
Billing
Time Parameter
Unless
herein indicated within this Billing Policy, all billing will be in
Quarter Hour Increments to the nearest Quarter Hour. All work stated
at these rates does not include work completed outside of Firms
Offices unless thereby stated. If any work is completed off the Firms
site, please refer to the section, Work
completed at a client’s offices or place of their own choosing or
otherwise:
Year End Tax
Preparation
Billed at a Flat Rate, includes forms 1040, 1120,
1120S, 1065 and all attachments thereto.
Accounting
And Bookkeeping:
Billed at $50.00 per hour for normal working hours within the
Firms office location.
Work
completed at a clients offices or place of their own choosing or
otherwise
$75.00
per hour. Includes Travel Time. 3 hour minimum billing for all work
completed on clients behalf not at the Firms Location in Boise Idaho.
Any work is involved except training. Training will maintain the same
terms as this section. 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.
This may include IRS work, meetings, or other matters completed on
behalf of a client.
Delivering
Documents for Clients
Billed
at $75.00 per hour including travel within the Greater Boise District
with a 1 hour minimum charge. This includes all locations outside the
Firm’s Offices located in Boise Idaho. Travel Time will include
delivery, waiting time, and other time matters that is for the
convenience of the Client.
General
Accounting and Bookkeeping
Billed
at the rate of $50.00 per hour. This includes input of checks and
receipts, invoices and otherwise. It does not include financial
statement preparation. It includes all work based on data entry. It
includes reconciling of bank and credit card accounts and otherwise
general accounting or bookkeeping work.
Un-audited
Financial
Statement Preparation
Unless
otherwise indicated and as part of the General Accounting and
Bookkeeping, all Financial Statement preparation will be billed at
the rate of $150.00 per hour with a 1 hour minimum. This will include
balance sheets, profit and loss, income statements, and otherwise.
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. In many cases, it requires adjusting
accounts and otherwise in order to properly prepare such statements.
In many cases the client or other sources need 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, travel time, and otherwise.
QuickBooks
and Other Accounting Program Set-up
Set
up accounting system for use. This may includes chart of accounts and
other work to prepare the program or system for use. Billed at the
rate of $75.00 per hour with 1 hour minimum.
Training
on QuickBooks and Other programs
For
all training completed at Firms Offices, there will be a charge of
$150.00 per hour per person that requires such training. Any work
completed at any location other than the Firm’s Offices, in Boise
Idaho, is subject the section Work
completed at a clients offices or place of their own choosing or
otherwise: In
the case of multiple personnel or otherwise beyond 2, any and all
training at the Firms offices or otherwise, will be billed on a
flat-rate based amount including Travel Time.
Letters and
Correspondence
Billed at the rate of $50.00 per hour. 1 Hour
minimum.
Incidental
Expenses
Unless
otherwise informed on a clients invoice, all incidental expenses will
be billed to the Client.
Current charges are Letter sized
Manila File Folders $0.25 ea., Copies $0.15 ea., Green Hanging File
Folders $0.50 ea., CD Roms $2.00 ea., Business No. 10 Envelopes $0.25
ea. All other incidental costs billed at cost plus 25% mark-up to
cover our time.
Be advised that the Firm will not bill
for all expenses except when under normal circumstances there would
be a lot of them. In example, 5 copies are not considered a lot. 1
file folder or a couple may not be a lot of them.
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. 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. A client will be informed before extraordinary
expenses are levied beyond those outlined herein. Notwithstanding
Telephone Calls to the Client, from the client or on behalf of
the Client as outlined below: Faxes will be billed at the rate of
$1.50 per fax page to cover time to prepare fax for transmittal.
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 25%
Mark-up.
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.
At no time will the Firm be responsible for any postage,
filing fees, business taxes, or otherwise of a clients. The firm may
require advanced payment for these fees if they expect them to be a
problem with latter collection or otherwise.
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. 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 occurrence. 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
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.
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. 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.
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.
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. 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 of.
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
Unless otherwise
informed in writing, any translation charges will be the
responsibility of the client. This will include translation of
documents or interpreters. 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.
Meetings
and Otherwise
All meetings on behalf of a Client will be charged at the Rate of $50.00 per hour at the Firms Offices. Outside of Said Offices, the Client will be billed as outlined by this Policy. 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. Any other time spent with the client will be billed under this category.
1099
Preparation
Flat Rate of $25.00 plus $4.50 per 1099 Completed 1096 Transmittal included. The Firm may bill this area by lat rate but it will depend on volume for 25 or more. The billing outlined here, does not include time to assimilate data for the Forms. This will be billed in conjunction with those applicable sections of this Billing Policy. All incidentals extra including envelopes, copies and postage.
All
monthly contracts not including Payroll Contracts
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:
There will be a minimum charge equal to $200.00 per
month for this area. This fee will be levied regardless the firm has
completed any work for a client during the billed month. 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.
No client, unless otherwise informed in writing,
will be a monthly client without such agreement being first entered
into. 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; however, 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 Otherwise
In most cases it takes time to assemble projects to ready them. Unless otherwise indicated and or unless a flat rate has been entered into, the Client will be billed at the rate of $50.00 per hour.
Filing on Behalf
of a Client
If we must file documents on behalf a client then we will bill $50.00 per hour to do so. This does not include filing of our Firm’s file copies or those documents that relate to our Firm. 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 - Unless Otherwise Informed
Billed at $50.00 per hour for documents requested by clients via in person interview, worldwide web and otherwise. All incidentals extra.
Drafts
and Correspondence on Behalf of a Client
All drafts and Correspondence in any form, email, paper, or otherwise, fax, etc. billed at $50.00 per hour. All incidentals extra.
Form
Preparation, and otherwise Document Preparation Services
Billed at $50.00 per hour unless otherwise indicated herein. All incidentals extra.
Payroll
Matters
Payroll
will be billed according to your contracted quote so please refer to
that. See our Payroll
Section for more information on this area.
W2
and 1099 Preparations Includes Transmittal Forms
Flat
Rate of $50.00 plus $3.50 per W2 or 1099 Completed. May bill flat
rate but depends on volume.
Does not include time to
assimilate data for the Forms. This will be billed in conjunction
with those applicable sections of this Billing Policy.
All
incidentals extra. Includes transmittal envelopes, copies, postage,
and otherwise. Postage is always the client's responsibility.
See our Payroll
Section for more information on this area.
Payroll
- Unless Otherwise Specified
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.
Incidentals not included unless otherwise specified. Postage is
always the client's responsibility. See our Payroll
Section for more information on this area.
Out
of The Area Work
For
all work completed not at the firm's location or within the City of
Boise, Idaho and its surrounding areas within 35 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:
1. Minimum Billing Time
Charge of 2 Days includes travel time to and from the Firms Office to
the Clients location and back. Rate of $800.00 per day. This fee
must be paid in full before the firm's personnel leaves for the
Client's out of the Area Location so that Hotel and other
Arrangements can be made. Includes incidentals (Hotels Meals).
2.
Prior arrangements must be made for personnel work exceeding 7
(Seven) days at one time in any one location due to necessary office
matters at the firm's location.
3. If the Client wants the
firm's personnel to remain in the area beyond the original 7 days as
noted above under Item number 1, the Client must arrange with the
firm an additional date for them to be at their location. Again, at
no time will the firm's personnel be allowed to remain in one area
away from the firm's location for longer than the 7 (seven) days as
noted above under Item number 2. They must take the flight as
scheduled as outlined in full under Item 5 below. The same policies
will apply as they do for any out of area work for each additional
trip.
4. If a Client wishes to use the firm's personnel for
any out of the area work, the Client must ensure a Round Trip Ticket
to their location and back to the firm's city of business in Boise,
Idaho. This flight must be confirmed before the firm's personnel
leaves as well as all necessary funds being paid as well for the
firm's personnel to work for the client as noted above under Item
number 1. It is the Client's responsibilities to ensure that all fees
are paid, taxes and otherwise for the flight.
5. Work for the
7 days time noted under the above sections, will begin on the second
day after the firm's personnel arrives and continue for a maximum
time of 7 days. The flight noted above under item number 4, must be
for the 9th day after the personnel arrives. There will be no work on
the last day. In Example. Client wishes to use the firm's
personnel and books a flight for the 1st of January, xxxx, the work
for the client will begin on the 2nd day of January and continue
until the 8th of January with the firm's personnel working on the 8th
of January. The flight must be confirmed for return on the 9th of
January. This gives the client a full-7 (seven) days of work.
6.
For out of the area work, at no time will the personnel be required
to work past the following time. 9am to 7pm. This gives the Client a
full 8 hours of work from the Firm's personnel. If additional time is
required, the Client must pay the rate of $70.00 per hour for each
hour worked beyond this time limit. Even so, the firm's personnel are
not authorized to work longer than 1 (one) additional hours or not
later than 8pm.
If this time is required for the
additional hour, the firm will bill the client in an additional
invoice for the time that was spent billed to the nearest hour. In
other words, if the firm's personnel only works for 15 minutes of the
hour, the firm will still bill the client for 1 hour.
7.
During work hours the firm's personnel will be allowed a 1 hour
lunch, and a 15 minute break every 2 hours. This gives the Client a
full 8 hours of work. 9 am to 7pm is equal to 10 hours, less 1
hour lunch, less 4-15 minute breaks. There will be no break during
any additional overtime hour that may be worked as shown under Item
6. The firm's working personnel may coordinate the time for the
breaks and lunch hour with the client.
If there is
reason not to take a break at a time that the Firm's personnel are
scheduled for break, and the break is not had during that time, the
break will be taken at the next available time. If the work
still does not allow for a break the client will be billed for that
break time for an hours work x 2 or $70.00 for each break that is
missed not due to neglect on part of the personnel.
The
breaks are not option for the firm's personnel and required by law
for the firm to apply such standards. The firm expects complete
cooperation with the client for these matters.
8. If
there are any changes for any reasons on part of any party, the party
will pay all the necessary change fees for flights and otherwise.
This does not relieve the Client of their responsibility of making
payment for the areas outlined under this out of the area work
policy. If a change must be made from the original date to be at the
client's location to work, it must be done as soon as possible after
that time; scheduled with the Client and firm. If the time will be
extended beyond a date that the original flight time runs out, the
Firm must pay for the personnel's Flight in such case to return back
to the Client's location.
9. Unless unforseen and emergency
circumstances exist, such as for legal matters, and otherwise, each
party must be given at least 48 hours advanced written notice if
there will be any changes the scheduled work time and date. Such
circumstances that will apply include audits, court appearances,
health emergencies, sicknesses, disasters, acts of god, etc.
In
such case where there is a question from a client as to missing the
date of work at the last minute for example, the client may ask and
be provided with necessary documentation to provide them with
information to show the justification of the matter; including any
statements from others that may lead to the justification.
10.
At no time will flights or other billings pre-paid, as noted within
the above sections, be refundable by the firm to the Client.
11.
All tax work at a client's location will be completed at the same
rate as noted above while at the Client's location. If work, tax work
and otherwise, is required to be taken back to the firm's office, the
firm's normal billing rates will apply as noted within this Billing
Policy.
12. If there is any dispute for any billing and
otherwise, that the Client feels is not justified, or that they did
not feel the Firm's personnel did not show up or stay during the
working hours noted within this policy, the Client must pose the
problem to the firm's personnel first in writing and then try to
resolve it with the personnel. After this is done, the Client must
send a written notice outlining the issues to the firms email at
[email protected]
13. At no time is the firm's
personnel allowed to make agreements other than those outlined within
this policy. In Example, they cannot agree to take less money or work
for more time and otherwise. The firm must approve any and all
matters, in writing. The Client is not allowed to bring such matters
to the attention of the firm's personnel and must deal with the Firm
directly as outlined above under Item
|
14. When working for
the Client, the Client must sign the Worker's Time Sheet on a daily
basis or as soon as it is practical to do so. At the beginning of
each day, at 9am, or as soon as possible thereafter, the Personnel
will present a detailed outline of what was done for the day, the
time they arrived, the time they left and otherwise. On the last day
the personnel must do it before they leave for the day. Again, all
other sections of this Policy will apply. If the client or their
authorized personnel is available and the time sheet cannot be signed
or otherwise for whatever reason, the employee must make every
attempt to get it done before they leave on the return flight.
15.
The Personnel will provide the firm with the time sheets and the firm
will review them for issues where the firm must reimburse the client
for any time and otherwise. Each hour to the nearest hour will be
billed at $25.00 for any deductions for any issues. Each break not
taken will be billed separately to the client at the rate of $70.00.
Each overtime hour or part thereof, will be billed or deducted at the
rate of $70.00.
16. All matters for the client are the
client's responsibility including copies and equipment and otherwise.
The firms personnel will provide their own laptop or computer for
working. The client must provide use of a printer or otherwise that
may be needed for the work that is to be done. All disks and
otherwise programs used for the clients behalf unless the Firm has a
copy of them, will be the responsibility of the Client. All matters
relating to all client work is the responsibility of the client.
17. Time for the purpose of this section will include any and
all work done for the client for a given day. This includes
accompanying them to places and otherwise. If the personnel is
required to accompany a client for a certain matter this time will be
part of the time worked for that day. Only when the personnel is on
their 1 hour lunch break or 15 minute breaks, will it not be counted
against the client. Again, any overtime hour or part of an hour will
be billed to the client at the rate of $70.00 per hour. Only 8 hours
are authorized for the entire work day unless the 1 hour overtime is
needed.
18. If the personnel is scheduled to work the day and
the client cannot do that the firms personnel will be on call at the
clients request for that day as outlined within the above sections
during the time they are allowed to work. Computer malfunctions and
otherwise, unable to get paperwork, schedule meetings, and otherwise,
not something done by the firm or its personnel, unless it is an
emergency such as death in the clients immediate family, including
grandparents and uncles, nieces, nephews and otherwise, will not
be the fault of the Firm.
The
Firm may ask for documentation if they have reason to believe it is
something that is not valid. The Client must comply with any
reasonable request that shows beyond a doubt of a reasonably minded
person that the problem was not the immediate fault of the client and
was truly such an emergency noted above. No other matters of
emergencies and otherwise will apply unless the firm agrees to do so
in writing to the Client.
19. If any reimbursements are to be
taken into account for any matters noted herein with the above
sections, or any time deducted and otherwise, they will be applied
toward any future out of the area work by the firms personnel and not
to any work at the firms location unless first approved in writing to
the client by the firm. The client must request this in writing to
the firms email at [email protected] The firm will deal with
such request on a case-by-case basis based on all available
information received in the process. If more information is
requested, both the Firm and the Client must comply with any
reasonable request.
20. Any disputes related to this out of
work section must be arbitrated by an Arbitrator within the City of
Boise, Idaho County of Ada State of Idaho. The damages for such
arbitration is limited to actual out of pocket costs, plus $100.00
for bringing the arbitration suit.
21. As with other sections
of this Billing Policy, this out of area work policy is severable and
subject to the laws of the State of Idaho.
Use of Local
Professionals
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. This
frequently occurs in international transactions or in transactions
that involve multiple jurisdictions, even within the same country.
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.
Unless otherwise agreed, these local professionals will look
to the client for payment and bill the Company directly for any
services rendered. 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.
Refunds
and Otherwise
Once
work has begun on any job, there will be no refunds of a flat based
retainer.
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.
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.
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.
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. 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.
There are no exceptions to these policies. You
are urged to Contact the Firm if you have any questions.
Policy Effect and
Date
This
Policy has been accepted and approved by the Corporation and is
effective as of January 1, 2007. This policy may be updated as
approved by the Corporation.
Severability
and Force Majeure
This
entire policy and all its sections of this Policy are Severable. If a
court of competent jurisdiction finds that any part of this Policy
violates any laws, BC Business Services, Inc. maintains the right to
change that section to bring it into agreement with said law or to
take that section out. Should any section be changed or taken out,
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. For these reasons, this Policy and all its sections
are considered Severable.
Force
Majeure
This
policy is subject to Force Majeure.
Subject
Law and Jurisdiction
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
Subject To Arbitration
This
Policy and its sections are subject to the Rules of the American
Arbitration Association (hereinafter AAA) and all disputes arising
out of this Policy or Section are to be handled by Alternative
Dispute Resolution (hereinafter ADR) within the Jurisdiction outlined
within this Policy.
In performing ADR in relation to this
Policy, or its sections contained, the Client or the party bringing
the Action will carry all costs for such Actions unless the
Arbitration Counsel finds otherwise.
Before bringing any
action within 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 will be given a chance to correct the error or problem and make
a response for record.
Each party will have 30 days (thirty
days) to make any response that it sees fit to the other party. If
the matter is not resolved after both parties have been given
sufficient time to respond as outlined herewith above, then the party
may pursue the action with an Arbitrator as outlined within the
Jurisdiction herein indicated above.
In order to ensure that a
matter and issue is fresh, a party may bring forth ADR any section of
this Policy accordingly as outlined herewith, but must do so within
3-Months (Three Months (Ninety Days)) after supposed incident took
place which concerns any section or provision of this Policy.
Failure to do so will make null and void any other action
from being pursued by such party.
Policy
Changes and 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 billing are due the client
must make good on them before termination of final services is had.
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 merely
means that if you decide to do that, we expect you to make good on
any payments that you may currently at such time or thereafter owe to
our firm.
In such case you can still be billed for late
payments for not paying you bill on time and merely not wanting to
work with the firm anymore will not of course relieve you of your
obligation to abide by any such policy that this may pertain to when
it comes to owing the firm money.
Email, letter, fax, or phone
call, will serve as notification to a client for any and all such
changes heretofore outlined.
Approved
by BC Business Services, Inc.
Original: May 1, 2007 – Last
Revision June 5, 2010, Effective Immediately
Copyright 2021 – All
Rights Reserved