Every once in a while, someone asks about the payment policy for Heart of America DHIA members. I thought this might be a good opportunity to review those policies and procedures.

You should receive a testing invoice on each sample day. There are a couple of exceptions to this. Payment is expected on sample day. The majority of producers adhere to this policy and pay their testing bill on sample day. We offer a $3 discount if you pay on sample day and your check arrives with the samples.

A number of HOA members use Electronic Funds Transfer to pay their testing charges. Once signed up, the test day charges are automatically transferred from your designated checking account to HOA’s on either the 5^th or the 20^th of the month. It is safe, convenient, easy and secure. It’s one less thing you have to worry about on test day. All you have to do is record the amount in your checkbook register. To start using EFT to pay your DHIA bill, just call Dennis Drudik and have a blank check available for informational purposes. There is no charge for the EFT service and you do get the $3 cash discount when you use EFT. HOA will honor occasional requests to hold your check for a few days before depositing it. Please be sure to clearly indicate this with a note attached to the check.

However, there are several valid reasons why payment cannot be made on sample day for certain herds. In these cases, payment is expected as soon as possible. Any balance outstanding after 30 days is considered past due. Monthly statements are mailed to customers with a balance over 30 days. If payment is not received after around 60 days, the customer information is forwarded to an account recovery organization. This organization conducts written demands for the balance due, but is not a collection agency. We do engage the services of a collection agency from time to time for extremely past due accounts.

Producers are expected to have the funds available in their checking account to cover any check written to HOA. If your check is returned to us for insufficient funds, board policy allows a $25 charge to the member. Please remember that with modern electronic banking methods, there may be no “float” available to the check writer. Most checks are received with samples at the lab in Manhattan and deposited electronically that same day. If you need to mail your check, please use the Manhattan address. 

It is HOA policy to not test or process another test day until the previous month’s charges are received. To avoid any delays, please make sure your payment is received by HOA before you test again.

Any balance due will usually now appear on the PCDART billing screens as a “Previous Balance”. The billing information is updated separately from cow and herd information, usually later. Therefore, it is important to use the "Update Herd's Accounting" procedure in PCDART to be sure you have the latest billing information.

HOA appreciates and thanks the vast majority of dairymen members that faithfully pay their testing bill on sample day. If you have any questions, please do not hesitate to contact HOA staff.