|Nenana Muncipal Water has a collection policy that is actively followed. This policy is written in municipal ordinance; it can be located in Chapter 8 of Nenana Municipal Code. Billing schedules, rates, interests, due, delinquent accounts, and other issues are addressed in this section of the code under the title Water and Sewer. Fairbanks RUBA staff received an electronic copy of Nenana's codified ordinances to be filed in the Fairbanks office.
The utility bills customers on a monthly basis. The accounting software (Banyon), used by the bookkeeping staff, tracks accounts receivable, customer accounts, accounts payable, and payroll. The utility has a cash receipt system in place; incoming money is recorded manually in a spiral bound three carbon copy receipt book and recorded electronically in the accounting software. Very little cash is received; deposits are made at least every two weeks or on an as needed basis. The utility typically keeps a petty cash fund of $100 and does not maintain a cash balance above that amount. The accounting software maintains a chart of accounts that identifies categories in a reasonable usable manner. Bank accounts are reconciled on a timely basis.
The utility uses a purchase order system; no purchases are made prior to approval by the mayor/utility manager. The approval process compares proposed purchases to available funds and to budgeted amounts; however, fuel, personnel, repair, and maintenance costs have exceeded budgeted amounts.