NCFC:Frederick Pickup Guidelines

Ann and Krista, please add all information that you think needs to be reiterated regarding our pickup guidelines.

Procedure for Paying For Multiple Sources with One Check

To help ease the closer’s job, when paying for multiple sources with one check to a given Product Coordinator, please ensure the following are done.

• On the memo line of the check, it indentifies each source and total due for each source.
• Notes on all invoice summary pages indicating what reimbursement envelope the check is in.
• Note on the reimbursement folder where you actually placed the check, indicating which other sources are included on that check.

For example, a member wanted to write 1 check to include the payment for Keswick, VC, and MRH. The member has placed the check in the VC reimbursement folder. The following notes would need to be made:

• The memo line of the check says ‘Keswick $7.00, VC $100, and MRH $50.
• The member puts a note next to their name on the Keswick invoice summary page indicating that the payment is in the VC folder.
• The member puts a note next to their name on the MRH invoice summary page indicating that the payment is in the VC folder.
• The member puts a note next to their name on the VC invoice summary page indicating that the check includes the VC, Keswick, and MRH payments.

Procedure for Communicating Unusual Circumstances

As much as possible, communicate unusual situations on the invoice summary page which is attached to the source envelope, especially in regards to payment. For example, if you will pay for someone else's items, or if you reduced your payment due to missing items, indicate that on the invoice summary page next to the appropriate name(s). Some details are better communicated to the opener or closer to put on the closing notes page. It is the PC responsibility to cash member's checks as soon as possible.

Procedure for Missing a Drop (when "life happens")

• Contact the opener, closer, or any member who can relay the message that you cannot pick up your products during the time of a drop. Phone numbers are in the member directory.
• Your items will placed outside the basement door on the shelving unit or in the fridge or freezer in the case of cold items.
• Your payment is expected. Please pay Tuesday night or on Wednesday if at all possible. In addition, contact the PC so that he/she knows when to expect payment. Let's do everything possible to keep short accounts. It is difficult and unfair for PCs to keep accounts, and tracking overdue amounts is a nightmare.
• You will be given one warning if you do not make arrangements for pickup, after that you will be removed from the foodclub.