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- The Acquisitions Librarian sets each revenues Aleph transfer funds’ initial allocation to the amount of transferred funds leftover in the previous fiscal year (procure follows here).
- The Acquisitions Librarian adds new spendable income to the Foundation Fund Database (procedure follows here).
- Checks and corrects Foundation Fund Balances in the database (procedure here).
- The Acquisitions Librarian runs Foundation Fund Balance Reports and sends them to selectors (procedure follows here)
- The Acquisitions Librarian sets each Aleph materials budgets Max.Over/Under Encumbrance and Expenditures value to match the funds available (procedure here).
Each Month
- On the first of the month, the Acquisitions Librarian gets the monthly BCEND report from Aleph and processes new purchases (procedure follows here).
- The Acquisitions Librarian review the status of all active months in the Reimbursable Fund database, and prepare and submit reimbursement requests (procedure follows here) for any that are becoming 1 year old, and for any which fully expend all available funds in the account. Amounts exceeding the available balance can be submitted for reimbursement at the beginning of the next fiscal year.
- The Acquisitions Librarian transfer revenues money to materials as appropriate (procedure follows here).
- Note that Foundation Fund and Transfer Fund available balances in the Web Order System are routinely updated by the Special Ordering Technician each month.
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- When the Acquisitions Librarian received documentation from A & R with a copy of a check from the foundation and deposit transmittal, she adds the amount to the revenues Aleph transfer fund as an allocation (not initial) (procedure follows here).
- When the Acquisitions Librarian receives documentation from A & R documenting the receipt of funds transferred by another university unit, she process it (procedure follows here).
September
All mid-year Taliaferro orders (sufficient to expend half the Taliaferro spendable income) must be submitted to Acquisitions by September 30. Send a reminder to the Ancient Studies Liaison if they are behind on spending.
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