SECTION 4 - BILL PAYMENT 

A. PAYMENT OF BILLS 

All bills for electric service are due and payable on or before the due date identified on the bill. Normally, bills will be sent by mail; however, the non-receipt of a bill by a Member, or the Members election to receive bills electronically will not release or diminish the obligation of the Member with respect to the full payment thereof, including penalties and interest. 

B. GENERAL PAYMENT PROVISIONS 

1. Authorized Pay Agents: The Cooperative may contract with third-party business partners and authorize them to accept payments directly from Members on the Cooperative’s behalf 10 (Authorized Pay Agent). The Cooperative will require Authorized Pay Agents to operate in compliance with the Cooperative’s Rules and Regulations. The payment method may be electronic, telephonic and/or in person. Payments received by an Authorized Pay Agent will be considered made as if received on the same date at the Cooperative's business office. The Authorized Pay Agent will provide a receipt to the Member making payment. Delinquent bills subject to disconnection should not be paid to Authorized Pay Agents because notification of such payments to the Cooperative does not occur automatically. While member accounts will be credited as if payment has been received by the Cooperative on the date the Authorized Pay Agent receives payment, such payment may not stop a scheduled disconnection for nonpayment from taking place. To avoid a pending disconnection, it will be the Member's responsibility to provide the receipt to the Cooperative. 

2. Unauthorized Pay Agents: “Unauthorized Pay Agents” have no contractual or other requirement to operate under the Cooperative’s Rules and Regulations. They may include but are not limited to banks and other financial institutions, retail stores with drop boxes and/or third-party businesses or individuals. The Cooperative's acceptance of payment from an Unauthorized Pay Agent on behalf of a Member will not be construed as acceptance of such agent's assurance to the Member as to timeliness or accuracy. 

3. Internet Information: The Cooperative has an Internet web site for bill information which provides: a. A complete list of all Authorized Pay Agents and the amount of any transaction fees payable by Members. b. An up-to-date list of Authorized Pay Agent locations. c. Links to Authorized Pay Agents that provide credit / debit card services. 

C. METHODS OF PAYMENT 

1. Payment by Mail: Members paying by mail should place a check or money order in a clearly addressed envelope and post such payment to cause it to arrive at the Cooperative's business office on or before delinquency date. 

2. Electronic Checks: Member may request the Cooperative or an Authorized Pay Agent to issue a draft on the Member's account in a U.S. financial institution for payment of Member's bill.  

3. Authorized Pay Agent stations: The Cooperative may contract with an Authorized Pay Agent to establish and maintain an authorized network of third-party businesses and other appropriate locations where Members can make payments in person using a check, money order or cash. 

4. Automatic Bill Payment Plan: The Cooperative may establish a program that will, upon a Member's request, systematically withdraw the Member's billed payments from his or her account at a U. S. bank or recognized financial institution. 

5. Credit/Debit Cards: Members may use credit/debit cards for payment of billings in office, by calling the Pay By Phone number or by using the SmartHub application located on the Cooperative’s website. However, any customer/member paying for service under any General Service Large tariff and any Special Contract is not authorized to use a Credit or Debit card as a method of payment for the Cooperative’s electric or water service. 

6. Online Banking Electronic Checks: Members may request an electronic check through an online banking institution however, it is the responsibility of the member to ensure the 11 payment is received by the Cooperative’s required due date to avoid late fees or disconnection of service. 

D. CONTENTS OF BILL 

1. The Cooperative will normally bill each Member each billing period in accordance with its applicable Rate Schedules. Billings will be issued on a monthly basis, unless otherwise provided by service contract. Each bill issued to a Member will show: a. The beginning and ending meter registration for the reading period.   b. the date of the meter reading and the date of the bill; c. the final date by which a payment can be received before a late fee is imposed; d. the actual or estimated usage during the billing period; e. the amount due for prompt payment and amount due after delinquency in payment; f. if applicable, the fuel, power or energy cost adjustment in cents per kwh (¢/kwh) and the total amount of the adjustment due; g. if applicable fuel, power or energy cost adjustment is prorated, each proration factor and associated usage will be shown on the bill; h. the amount of additional charges due for past due accounts, security deposits, collection, reconnection or disconnection, installment payments and other charges or fees; i. the total amount due for the current billing period; j. if applicable, the amount due for franchise and sales taxes and research and development surcharges, each stated separately;  k. the address and telephone number of the Cooperative and the identification of the person or office where a Member may report a disputed bill, make an inquiry concerning a bill, delinquency or termination of service, or otherwise express a concern; and l. general information explaining overall changes in rates, Member charges or other charges will be made available to Members through bill inserts or direct mail when new rates are implemented. 

2. The Cooperative may include on the bill other charges for special services designated clearly and separately from charges for utility service. Special charges are those not authorized by Rate Schedules or special contract. If the Member makes a partial payment for the total bill, the Cooperative will credit payment: (a) first to the balance outstanding for utility service beginning with the oldest debt, (b) then to additional charges and / or fees (such as Collection Fee, Disconnection Fee, and Reconnection Fee) and (c) then to special charges as defined above, (d) then to current monthly charges. 

3. If the Member is paying under the AMP Plan (Section 4 M), each bill will also clearly disclose the overage or underage of the amounts paid to date as compared to the cumulative actual usage, in dollars, to date. 

4. The Member's bill will also show any adjustment to previous billings based on estimated meter readings or Member meter readings after actual usage has been determined from a meter reading by the Cooperative, pursuant to Section 4 D. The adjustment will be calculated for a period between the last valid meter reading and the most recent meter reading of the Cooperative. If the adjustment shows a new balance due the Cooperative, the 12 Member will be given the opportunity, if requested, to pay the additional charges in equal installments over a period of time equal to the adjusted billing period. If a new balance is due the Member, the Member will be given either a credit on subsequent bills or a refund, if the overpayment exceeds ten dollars ($10) and a refund is requested. 

5. If the Member is paying on an Arrearage Payment Plan (Section 4P), those monthly amounts will be printed on the bill and clearly labeled. 

E. METER READING PERIODS  

Unless otherwise provided in the Rate Schedules, meters will be read at intervals approximating the billing period. The Cooperative reserves the right to adopt a plan which would enable it to read meters and bill Members at different intervals approximating 30-day billing cycles.  

F. MEMBER METER READINGS 

1. In certain exceptional circumstances, the Cooperative may require Members to read their meters at intervals approximating the billing period. Requests for readings by the Member will be on printed forms provided by the Cooperative which contain instructions as to the methods of reading. 

2. Meter readings by the Member, though used for billing purposes, will not be considered final. Such Member meters will be read at least once a year by the Cooperative and an adjustment will be made in accordance with these Rules and Regulations. 

G. METER READING FEE 

1. Except in the event the Cooperative requires the Member to read their meters as provided in Section 4 F, if a Member refuses the installation of an Advanced Metering Infrastructure (AMI) enabled meter, the Cooperative will require the Member to sign an AMI opt out form. This will allow the Member to continue to use a non-AMI enabled meter. 

2. Members who choose to opt out of an AMI enabled meter will be charged a Manual Read Fee monthly and a one-time initial Set-up Fee. 

3. Members who choose to opt out of AMI will be responsible for any cost associated with maintaining a non-AMI enabled meter and / or if necessary, the purchase of a non-AMI enabled meter for use at their location. 

4. Members who chose to opt out of AMI are liable for any result of an extended outage or other service interruption related to the fact that the Cooperative cannot use remote monitoring equipment to determine if service is in an outage condition or has been restored after an outage condition. 

H. ESTIMATED METER READING 

1. The Cooperative may render a bill, other than a final bill when service is discontinued or an initial bill, based on an estimated meter reading pursuant to estimating procedures if the bill is rendered: a. when extreme weather conditions, emergencies, work stoppages, or other circumstances beyond the Cooperative's control prevent actual meter readings; 13 b. when the Cooperative is unable to reasonably obtain access to the Member's premises for the purpose of reading the meter and efforts to obtain a Member reading of the meter, such as mailing or leaving pre-addressed forms upon which the Member may note the readings are unavailing; or c. when the Member does not furnish a timely reading as requested by the Cooperative. 

2. The Cooperative may render a bill based on an estimated meter reading as a Member's final or initial bill pursuant to estimating procedures when: a. the Member so requests and any necessary adjustments are made to the bill upon subsequent actual meter reading by the Cooperative; b. an actual meter reading would not show actual Member usage but is used in estimating usage; or c. an actual meter reading cannot be taken because of a broken meter or other equipment failure. 

3. The Cooperative may render a bill based on estimated usage when the Member is paying under the AMP Plan where payments are based upon an estimated or projected average usage. Actual meter readings must also be made for Members using the AMP Plan, except as otherwise provided by F (1) in this Section. 

4. Maximum number of estimated bills. a. The Cooperative will not render a bill based on estimated meter reading for more than three (3) consecutive billing periods or six (6) months whichever is less. Prior to rendering an estimated bill, the Cooperative may request the Member to provide a meter reading upon pre-addressed forms. b. The Cooperative may not render an estimated monthly bill more than a total of six (6) times per year. c. In situations where both the meter is inaccessible and the Member is not available to furnish a meter reading, the Cooperative may render an estimated bill as necessary. Such Member's meters will be read at least once per year by the Cooperative and adjusted pursuant to Section 4 D (4). The Cooperative may charge the Member a Meter Reading Fee as provided in these Rules and Regulations. 

5. When the Cooperative renders an estimated bill in accordance with this Section it will: a. Maintain accurate records of the reasons therefore and efforts made to secure an actual reading. b. Relay specific knowledge of a Member’s circumstances from the meter reader to the department responsible for calculating estimates according to the established guidelines.  Meter readers should not make field estimates of usage.  c. Maintain estimated records for at least three (3) years and in the same manner as all other Member billing history. d. Make any appropriate adjustments upon subsequent actual reading of the meter. 

I. PRORATION 

1. Fuel, power or energy cost adjustments, where applicable, will be based on the most recent adjustment clause. 

2. Fuel, power or energy cost adjustments must be prorated during the billing month in which a change in rates or tariffs becomes effective. 

3. A Member Charge will be prorated only in the following situations: a. Connection or disconnection which causes the billing cycle to be outside of the range of 26 through 36 days;  b. When rerouting of meter routes, for only those Members directly affected, causes the billing cycle to be outside the range of 26 through 36 days; or c. During the billing month in which a change in rates or tariffs becomes effective. 

4. The Cooperative will prorate Member's bills during the billing month in which a change in rates or tariffs becomes effective. 

J. CASH PAYMENT REQUIREMENT 

The Cooperative may require that the Member make payment of bills by cash, certified checks, money orders, or debit/credit card. The Cooperative will give seven (7) days’ notice to the Member whenever checks will no longer be accepted for payment of bills. 

K. RETURN CHECK FEE 

The Cooperative will require a Returned Check Fee, as listed in the Schedule of Fees, from the Member for checks returned for insufficient funds, refused bank drafts, or any other reason. 

L. TAX ADJUSTMENT 

1. Special Taxes: When any city, county, state, or other taxing sub-division imposes a franchise, occupation, business sales, license, excise, privilege, or similar tax of any kind on the Cooperative, the amounts thereof insofar as practical, will be charged on a prorata basis to all Members receiving electric service from the Cooperative within the boundaries of such taxing sub-division. This tax charge, in all cases, will be in addition to the regular charges for electric service. 

2. Gross Receipts Tax: Where a tax is levied on a percentage of gross receipts, that percentage will be applied to each affected Member's bill, and the amounts so computed will be added to each Member's regular bill until such Member's proportionate share of the total tax is paid. The prorata tax applicable to each Member will be identified on the Member's billing as such. 

M. RESIDENTIAL AVERAGE MONTHLY PAYMENT (AMP) PLAN 

1. Availability: The AMP Plan is, by mutual agreement between the Member and the Cooperative, available to any qualifying Urban or Rural Residential Member. 

2. A qualifying Member for the AMP Plan must: a. have no outstanding balance due on their account on inception of the contract period; b. have twelve months on-time payment history at the Cooperative and at the location of service; and c. have a fully paid deposit, if deposit is required according to these Rules and Regulations. 

3. Estimated Bills: At the request of any qualifying Member, the Cooperative will submit an estimated bill based on the average of the bills rendered for the current month and the preceding eleven months or an estimated bill for service to be rendered during the contract 15 period, which divided by the number of months in such contract period, will be the monthly installment. 

4. Conditions of AMP Plan: The Member will be entitled to receive electric service under the AMP Plan provided the Member will agree: a. to pay each monthly installment on or before the due date thereof; b. to pay the late fee provided in these Rules and Regulations if a bill becomes delinquent; c. that failure to pay any monthly installment on or before the delinquent date will be cause for termination by the Cooperative of the AMP Plan with respect to the Member, in addition to other remedies permitted by these Rules and Regulations; d. that the estimate will apply only to the premises then occupied by Member and that if such premises are vacated during the period covered by the estimate, the AMP Plan with respect to the Member will immediately terminate; e. that if the AMP Plan is terminated, any amount or amounts payable by or due the Member on account of the metered service during the period covered by the plan will be billed or credited to the Member at once; f. that until terminated by either party, the AMP Plan will renew automatically; g. that the AMP Plan may be periodically reviewed by the Cooperative and the monthly installment payment will be revised if it appears at any time that the debit or credit balance at the end of the contract period will substantially exceed the estimate; and h. that the difference between the accumulated total amount of the Member's billings determined by metered usage, and the accumulated total of amounts paid before the final month of the contract period will be charged or credited, as the case may be, to the service bill for the final month of such contract period which will be subject to current settlement before the start of the next contract period. i. Electronic fund transfer is required with either debit/credit or checking auto withdrawal due on the due date identified on the bill. 

N. WHEATLAND PREPAY POWER PROGRAM 

1. A voluntary program available to only Residential Members with one (1) meter. Members with a “Medical Necessity” are not eligible for this program. 

O. DELINQUENT BILLS 

1. Bills for service will be deemed delinquent if payment is not received by the Cooperative or its Authorized Agent on or before the date and time as stated on the bill. 

2. When a bill becomes delinquent, a late fee in an amount equal to the greater of five dollars ($5) or two percent (2%) of the delinquent amount owed for current service will be added to the Member's bill.  

3. If a bill is still delinquent after ten (10) days from the delinquent date, the electric service will be subject to disconnection and the Member will be charged a Collection Fee (Section 12, Schedule of Fees). 

4. If the last calendar day for remittance falls on a day when the Cooperative's office is not open to the general public, the final payment date will be extended through the next business day. 

P. ARREARAGE PAYMENT PLAN 

1. A Member who is unable to pay all or a portion of their current bill may request an Arrearage Payment Plan from the Cooperative. In order to qualify for an Arrearage Payment Plan the Member must: a. have a deposit paid in full on record at the Cooperative, if required per Section 3; and b. not have an outstanding Arrearage Payment Plan for a previous balance due; 

2. Arrearage Payment Plans can be extended for a maximum of six (6) months, but in no event can an Arrearage Payment Plan extend beyond October 4th of any given year. 

3. The Member will be required to pay twenty-five percent (25%) of the outstanding balance owed the Cooperative, including any and all fees, upon inception of the Arrearage Payment Plan. The remaining balance due the Cooperative will be divided in equal amounts, up to five (5) equal amounts subject to Section 4 P (2), and applied to the Members future billings. 

4. Arrearage Payment Plans must be in writing and signed by the Member. 

5. A Member may only have one (1) Arrearage Payment Plan at any given time. 6. If a Member is in default of an Arrearage Payment Plan, the Member will be subject to disconnection according to Section 5 of these Rules and Regulations. 

Q. DEFAULT 

1. Failure of a Member to conform to these Rules and Regulations or to pay any amount due the Cooperative under the Member's Electric Service Agreement in the full amount due before becoming delinquent will constitute a default by the Member in his or her Electric Service Agreement. 

2. The Member's obligation to pay the amount due the Cooperative under the Member's Electric Service Agreement will be separate from other obligations and claims between the Cooperative and the Member. Failure by the Member to pay obligations to and claims by the Cooperative other than amounts due the Cooperative under the Member's Electric Service Agreement, will not constitute a default justifying discontinuance of electric service under Section 5 of these Rules and Regulations.  Failure of the Cooperative to pay obligations to or claims by the Member, or to give the Member credit therefore, will not justify failure by the Member to pay the amount due the Cooperative under the Member's Electric Service Agreement nor prevent default by the Member. 

R. COLD WEATHER ACCOMMODATION 

1. The provisions of this Cold Weather Accommodation (CWA) allows a qualifying Residential Member the opportunity to retain electric service throughout the Cold Weather Period, which extends from November 15 through March 15.  

2. The Cooperative will not disconnect a Residential Member's service between November 15 and March 15, (the “Cold Weather Period”) when the local National Weather Service forecasts the temperature will drop below 35 degrees Fahrenheit within the next 48 hour period unless: a. it is at the Member's request; b. the service is abandoned; c. a dangerous condition exists on the Member's premises; d. the Member violates any rule of the Cooperative which adversely affects the safety of the Member or other persons, or the physical integrity of the Cooperative's delivery system; e. the Member causes or permits unauthorized interference with, or tampering of as defined in Section 3 A (4)(c), the electric service situated or delivered on or about the Member's premises; f. the Member misrepresents his or her identity for the purpose of obtaining or retaining electric service; or g. the Member tenders an insufficient funds check as the initial payment or an installment payment under an Arrearage Payment Plan and does not cure the insufficient payment, including the Returned Check Fee during the 10-day period after a disconnection notice is sent to the Member. Under (a), (b), (c), (d) and (e) above, the Cooperative may disconnect the service immediately. Under (f) above the Cooperative may disconnect the service two (2) days after a disconnection notice is provided to the Member of record or 10 days after a disconnection notice is sent, whichever is quicker.  Under (g) above, the Cooperative may disconnect the service 10 days after a disconnection notice is provided if the Member has not cured the insufficient payment during that 10 day period. 

3. Responsibilities of Members. In order to qualify for the Cold Weather Accommodation and prevent disconnection when the temperature meets conditions defined in Section 4 R (2), a Member must comply with the following provisions: a. Inform the Cooperative of the Member's inability to pay their account in full. b. Complete and sign a Cold Weather Accommodation Agreement. c. Pay any outstanding billed deposit in full. d. Pay one half (1/2) of each current bill during the Cold Weather Period. e. Past due balances including the bill due November 5th must be paid in full at the inception of the cold weather period. f. Apply for federal, state, local or other funds for which the Member may be eligible for. g. Agree to make an arrearage payment plan or sign up for Wheatland Prepay Power Program with the Cooperative at the conclusion of the Cold Weather Period. 

4. Responsibilities of the Cooperative. a. Provide a written notice at least ten (10) days prior to disconnection of service. Disconnect procedures excluding the 10 day notice may not begin until a 24 hour 18 forecast above the activating temperature is predicted by the local National Weather Service office.  b. On the day of disconnection, the local National Weather Service office must forecast the temperature to be above the activating temperature for the next 24 hours. If the temperature is then forecast to be below the activating temperature, the disconnection will not be carried out and the Cooperative will wait for another 24 hour forecast above the activating temperature. c. The Cooperative will in the ten (10) day written notice inform the Member of the following: i. ii. iii. the existence of the Cold Weather Accommodation; that the Member can avoid disconnection by complying with the responsibilities of Members, Section 4 R (3) of these Rules and Regulations;  inform the Member of, or provide a list of the responsibilities of Members; and iv. inform the Member of the contact information of the Cooperative personnel which may assist the Member with their account.