# How to Manage Fines and Fees

This workflow describes how library staff can view, pay, apply, waive, dispute, and restore fines and fees. It also covers how to view patron-visible notifications related to fines and fees.

When to Reference This Document:

- When patrons pay outstanding fines or fees at a service desk.
- When Access Services staff apply new fines or administrative charges.
- When staff waive, dispute, or restore disputed charges based on institutional policy.
- When reviewing what notices Alma sent to patrons concerning fines and fees.

##### **Required Roles**

- Fulfillment Operator
- Circulation Desk Manager

##### **Part I: Viewing and Paying Fines from the Patron Services Screen**

**1: Access the Patron Record** Navigate to Fulfillment > Checkout/Checkin> Manage Patron Services> look up the patron’s record as though checking out items.

**2: Review the Patron’s Active Balance** The patron’s Active balance appears under their name.

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/N9jimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/N9jimage.png)

**3: Send an Activity Report (Optional)** From the patron’s summary area, open the row action menu (⋯); Select <Send Activity Report> to email the patron a circulation summary, including fines and fees.

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/B4Kimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/B4Kimage.png)

**Why This Matters:** Activity Reports provide patrons with documentation of charges, payments, and circulation activity. Library staff may consider adding this step for transparency and dispute resolution.

**4: Pay Fines/Fees** Select the <Fines and Fees> tab.

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/Jeeimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/Jeeimage.png)

- To pay all selected fines, click <Pay> in the upper right.
- To pay a single fine, click <Pay> next to the specific charge.

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/sp7image.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/sp7image.png)

**5: Complete the Payment** In the Payment Details screen:

- Select a Payment method from the dropdown.
- Enter the Payment amount.
- Click <Pay>.

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/uJuimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/uJuimage.png)

  
**6: Confirmation Pop Up Note** Alma immediately adjusts balances and records the payment in the patron’s account history and audit trail.

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/Bqvimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/Bqvimage.png)

**7: Closing the Process** The fine is now recorded as having been paid. You may continue helping the patron from the Patron Services screen, or click "Done" to exit.

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/PRbimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/PRbimage.png)

##### **Part II: Applying a Fine or Fee to a Patron Account**  


**1: Access the Patron Record** Navigate to Fulfillment > Checkout/Checkin> Manage Patron Services; look up the patron’s record as though checking out items.

**2. Access User Details Screen** Click on the patron's name to open the right hand side panel and access the User Details screen

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/vTXimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/vTXimage.png)

- Click on the <Fines/Fees> tab

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/x0Kimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/x0Kimage.png)

**3: Add a New Fine or Fee** Click <Add Fine or Fee>

- Required fields: 
    - Fee Type (dropdown)
    - Fee Amount (manual entry)
    - Add additional fields if applicable (e.g., item, note). Libraries are strongly encouraged to standardize fee types for anyalytics accuracy

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/mkFimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/mkFimage.png)

**4: Save the Fee or Fine** Click <Add> to apply additional charges

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/KoOimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/KoOimage.png)

- or Click <Add and Close> to finish

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/rtAimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/rtAimage.png)

- Then click <Save> on the User Details screen.

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/wA7image.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/wA7image.png)

##### **Part III: Waiving a Fine or Fee**  


**1: Select the Fine to Waive** In User Details > Fines/Fees, select the fine(s).

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/S1timage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/S1timage.png)

- Click <Waive Selected>.

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/gJtimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/gJtimage.png)

- or, Click <Waive All> to waive all listed Fines/Fees

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/Ixfimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/Ixfimage.png)

**2: Complete the Waive Action** In the waiver window:

- Use the <Waiving Reason> drop-down menu to select a Waiving Reason (required)
- Add notes if appropriate.

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/aUqimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/aUqimage.png)

**Note:** Waiver reasons support institutional policy and are essential for audit purposes. Libraries are encourged to standardize and document reasons for financial adjustments.

- Click <Waive>

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/fYOimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/fYOimage.png)

- On the confirmation screen, click <Confirm>.

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/39bimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/39bimage.png)

- Click <Save>.

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/z3Cimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/z3Cimage.png)

##### **Part IV: Disputing a Fine**  


**1: Mark a Fine as Disputed** In User Details > Fines/Fees, open the row action menu (⋯) next to the fine; select <Dispute>

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/O1Limage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/O1Limage.png)

- In the Dispute screen, add comments if needed; Click <Dispute>

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/k6Limage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/k6Limage.png)

- Then <Confirm>

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/C87image.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/C87image.png)

- Then <Save>

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/b1Wimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/b1Wimage.png)

Note: Disputed fines remain frozen until staff waive or restore them. This prevents premature payment or overdue penalties.

##### **Part V: Restoring a Disputed Fine**  


**1: Access the Patron Record** Navigate to Fulfillment > Checkout/Checkin> Manage Patron Services; look up the patron’s record as though checking out items.

- Click on <Fines and Fees>

Note: The Active Balance does not reflect an amount because the fine is in Dispute

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/wQTimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/wQTimage.png)

**2: Filter for In-Dispute Fines** In the Fines/Fees ribbon menu, open the Status dropdown menu; Select <In Dispute>

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/VWvimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/VWvimage.png)

**3: Restore the Fine** Open the row action menu (⋯) for the fine; Select <Restore>

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/kN1image.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/kN1image.png)

- Add comments if needed; Click <Restore>

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/iLeimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/iLeimage.png)

- Restored fines become active again and may resume accruing or require payment; added Comments are displayed

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/L8Gimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/L8Gimage.png)

##### **Part VI: Reviewing Patron Notifications**  


**1: View Attachments** In User Details, select the <Attachments> tab; Review any notification letters (fines, overdue notices, receipts) sent to the patron.

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/scaled-1680-/2z5image.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-11/2z5image.png)

**Note:** This is the authoritative log of all Alma-generated patron communications