Overview

Mineral Tenure and Public Lands administers the collection of land rental and other related charges for more than 160,000 agreements. To improve and simplify the collection process, Alberta Department of Energy (DOE), with recommendations from Industry has developed the monthly statement process, which replaces individual invoices with a single monthly statement.

The statement will be sent out on the first business day of the month prior to when the charges are due. The payment is due on the deemed due date being the 15th of the month or the first business day after. For example a statement is sent June 1 for charges due July 15. You will receive information sheets showing the details for first time and manual surface charges along with your monthly statement. You will have an opportunity to make changes to the monthly statements in concurrence with the DOE. Supplementary statements will be produced detailing the adjustments.

You will have the choice to receive the monthly statements by mail or you may download the data through Electronic Transfer System on DOE's ETS website.

You may pay either by auto debit or by cheque. If paying by cheque, the payment can be equal to or greater than the amount shown on the monthly or supplementary statement. The payment must be received by the DOE on or before the deemed due date. The DOE requires you to supply the appropriate banking information when choosing auto debit and advise them of any changes to this information. The Crown hopes that the auto-debit option will become the preferred option.

If a monthly statement is not paid by the due date or there is a lack of funds to cover the full payment, a default notice will be sent out seven calendar days after the due date to the address for service. DOE will also send a copy of the default notice to the payor if this information is different from the client information. All information will be kept completely confidential.

You are required to provide DOE with a list of agreements that are applicable to this process then sign a Monthly Statement Contract outlining the terms and conditions relevant to this monthly statement process.

DOE will be happy to meet with you to explain the process and related processes. DOE staff will answer any questions that you may have and provide you with any information that you feel is relevant to this process.

Process Scope

The purpose of this process is to create an efficient "handling" of Alberta Crown land tenure regimes for mineral and surface rights. The scope includes the following Alberta Crown maintenance processes:

• invoicing and remittance of recurring annual rentals
• invoicing and remittance of first time surface and other manual surface charges
• invoicing and remittance of other associated manual Crown charges

The following processes are included as they are considered part of the invoicing and remittance processes:

• managing adjustments and exceptions to the invoicing process
• default and administration of interest respecting these charges
• method and timing of the receipt of statements

Charges relating to the continuation of mineral leases are not included in this monthly statement process. The process for administering continuations is unchanged.

Project Objectives

The objectives of the project are to:

• Minimize administration both for industry and the Crown. Reduce invoice and cheque handling and minimizing rework.
• Reduce default notices and associated interest charges.
• Expedite the delivery of statements.
• Maintain ongoing discussions through an open consultative and responsive process.