Alma Tips

These instructions are for marking a patron’s fine/fee as paid in Alma. NOVA Libraries do not currently charge overdue fines for late returns. However, patrons who lose or damage library items must pay the replacement fees. Replacement fees are automatically generated by Alma when items are more than 30 days overdue or when an item is declared lost. Replacement costs are determined by the item record. If a replacement cost is not listed, Alma defaults to $50.00.

Required Role: Circulation Desk Operator or Manager OR Circulation Desk Operator – Limited (student workers)

1. Select Fulfillment from the side navigation and choose Manage Patron Services from the menu.

2. Search for the patron by entering their MyNOVA username or EMPLID (student ID number). Select the patron from the drop-down menu and click Go.

3. If the patron’s fine is more than $10, you will see a blocked notice pop-up. Click OK.

4. Patron information shows. Click the Pay button next to the Active Balance amount.

5. In the Payment Details window, you are indicated as the Operator and there are a number of options:

• All fines: This is the default and pays the total fines associated with the patron record, regardless of the number of items.
• Specific fines: Choose this option if the patron wants to pay a fine related to a specific item. This will display a pop up box where you can specify which item(s). This option could also be used if a patron has fines for more than one campus library.​
• Payment method: Select NOVA Card from the drop-down menu. This is the only form of payment NOVA Libraries can receive.
• Add change to balance: NEVER use this, we do not hold money on a user’s account for possible future fines. We have no way to refund this money.
• Payment amount: If the patron is not paying in full, change the amount in the box.
• Transaction ID: If you enter nothing, Alma will generate a transaction ID. User will see this transaction ID on their receipt. Optionally, NOVA Card receipts have transaction numbers, you could enter those here.
• Comment – Optional; fill out as needed to communicate information to the patron. The Patron will see any notes you put in the comment section on their receipt.

6. Complete the fields and click Send. A Confirmation Message box will appear.

7. Click Confirm. This generates an email receipt to the patron. Clicking Cancel will take you back to the User Details screen and the Pay button. 

Note: NOVA Card payments are described as Debit_Card. VCCS is attempting to change this, if possible.