Mike - OP said nothing about a "live order". Amending answer to:
If discovered AFTER accepting an order.......inform client, obtain authorization to bill addtl fee, or bill for time served. Typically we are supposed to INDEPENDENTLY obtain the information ....IF requested and unavailable from the Lender.
The management agent has the info and can charge what the board will allow them to charge (if the board knows that they are charging). I usually call the applicant and inform them that they need to go pay the fee and to let me know when he/she has paid the fee so that I can then resubmit the request. I am very clear that this will hold up the appraisal since I can not complete the report without the information and the lender will not close the loan without my report.
Please be for warned that an AMC will probably want you to lay out the money and then add it to your fee.