Good morning fellow acquisitives,

We are required to pay for library materials from original invoices. That’s UF accounting procedure and in general it’s best practice; it results in the clearest audit trail. The one exception to the rule is acquisition by Pcard.

Further, we are obligated to pay for materials after they are received. Again, there is one exception, our subscription acquisitions including subscription agent’s deposits.

In order to comply, our standard operating procedure has always been to forward the original invoice to Paying Unit when the invoice is received. In the case of approval plan invoices, the original invoice is kept in a basket until the material is received. At that point we get the original invoice. The working copy is submitted once the invoice has been posted. When the approval invoices are posted immediately after unpacking the material the original and working copy are submitted together. When we have the invoices in our paid invoice file it is supposed to prove that the material is here.

Ordering Units should retain a working copy of the invoice until it is posted in Aleph. After posting, the working copy must be forwarded to Paying Unit.

There have been enough recent cases of paying for materials from duplicate invoices or copies/facsimiles of invoices to warrant this reminder. If we adhere to the procedure of forwarding the original invoice to the Paying Unit when it is received and using a working copy of the invoice for posting, we can minimize instances of inadequate payment documentation in the future. If students are doing the initial handling of invoices, please go over these procedures with them.

Thanks and happy Friday,

Jack Waters

Hello all,

Due to the Judaica librarian interviews that will spread over the 29th and 30th, we’ve had to adjust our planned meeting location and time.

We will have our Acquisitions and Licensing Department meeting in Library East room 200 from 10AM until 11AM.
The agenda for the meeting:

1. Round robin with unit managers regarding progress of each unit toward goals, new projects, etc.
2. Discussion of allowable work week/flex time and development
3. Information about the upcoming interviews for the Director of Technical and Support Services

We will adjourn our meeting just before 11AM to allow for our presence at the Judaica librarian candidate’s session downstairs in East room 1A from 11AM until 12:30PM.

At 12:30, we’ll reconvene in room 200 for a potluck and celebration of birthdays from October, November, and December.

A sign-up sheet for the potluck will be posted on the door to room 200 within the next few minutes.

-Paul, on behalf of the Monographs Unit

I’ve made some revisions in how we handle problems submitted to out er-help@uflib.ufl.edu mailbox and the Electronic Access Questions mailbox.  Please take a look at them.  I welcome any suggestions or comments!

For problems coming to the Er-help mailbox:

1.    At 9:30am, all Unit members present meet very briefly and claim any new problems reported.  This process is repeated by 3:00pm.
2.    Each unit member claiming a problem will move that message to his or her “Claimed by” folder.
3.    Each problem reported will have a response time of 1 business day.  At the end of the next business day, the user reporting the problem should be notified either that the problem has been resolved, or if it hasn’t been resolved, the user should be notified that we are still working toward resolution.
4.    When the problem is resolved, the email reports are moved from the “Claimed by” folder to the “resolved” folder.
5.    Follow-up, with user notification, on unresolved problems should occur every 2 business days.
6.    Issues unresolved after 5 business days should be brought to the attention of the E-resources unit head.
For problems reported to Electronic Access Questions:

1.    At 9:30am, all Unit members present meet very briefly and claim any new problems reported.  This process is repeated by 3:00pm.
2.    Problems claimed by the E-resources Unit are moved to the appropriate folder in the er-help mailbox and become part of that process.