Outstanding Invoice Intervention Process
The Outstanding Invoice Intervention Process has been developed to further assist RPP participants and IAM members with invoice disputes between IAM Members. While this process has been administered informally by the IAM Staff in the past, it will better serve the future needs of the IAM Membership now that the process has been formally integrated with the Receivable Protection Program (RPP). In accordance with RPP Operating Rules Section 1, Part A, the mission of the RPP is the establishment of “a process through which an IAM Member in good standing can recover unpaid funds/invoices.
Required Documentation and Information
In order for a request for intervention to be honored, each complainant must provide documentation to the IAM establishing the following:
- The unpaid invoice relates to services rendered in conjunction with the transportation and/or handling of household goods, personal effects and/or motor vehicles.
- The invoice date did not precede the initiation date of the claimant in the IAM.
- The invoice date did not precede the initiation date of the debtor in the IAM.
- Services were provided by and at the request of a current IAM member.
- The invoice in question should meet all legal requirements of the country in which it was issued and must meet the following minimum requirements:
- Complete name and contact information of entity (company) issuing the invoice
- Complete name and contact information of entity (company) being billed
- Date on which invoice was issued
- Date of service(s) for which invoice was issued
- Type of service(s) rendered
- Amount billed for service(s) rendered
- Name of shipper and/or shipment reference number
- Rate quotation details, or filed general rate applicable and booking agent for service copy
- The complainant has met and complied with the requirements and procedures described above.
- The invoice that is presented for payment is related to the international moving/forwarding of household goods and/or personal effects, and that services were requested and rendered by an IAM member.
Procedures for Dispute Resolution
If the aforementioned conditions in section C have been met, IAM will initiate the Invoice Dispute Resolution Process:
- An initial letter will be sent to the alleged debtor from the IAM President.
- IAM Staff will wait 15 days from the date of the letter for a response from the alleged debtor.
- Should there be no response, IAM Staff will follow up with a second letter to the alleged debtor.
- Should the alleged debtor express a willingness to work in good faith to resolve the matter, they will be permitted an additional 15 days to settle the invoice dispute with the creditor.