Special Funds list

BC-18-TAL
BC-18-BELL
BC-18-BU
BC-18-BUNT
BC-18-SAL
BC-18-ZCB
BC-18-ZBC
BC-18-ZDW
BC-18-ROTH
BC-18-ARN
BC-18-MAS
BC-18-KUHN
BC-18-JAQ
BC-18-LIBCD
BC-18-LIBDVD
BC-18-FRND
BC-18-FRND-SPEC
BC-18-FRNS-REF
BC-18-FRND-DVD
BC-18-ALF

Reimbursement requests normally include:

• Cover sheet that indicates the name of Special Fund, with the subtotals and month total for each month. Its outline has the current month, vendor, invoice number, and item prices.  This is run from Microsoft Access monthly report. (Monthly)
   

• Invoice Paid Report (P status) the special funds are listed on the report highlighted. This report is run from the Library Aleph System. (Daily)
   

• Financial documentations for all purchasing include:

          a.   Appropriate invoices with relevant transaction highlighted, including page with invoice total and Goods & Services Stamp. (Daily)

          b.   Appropriate PS reports with relevant transactions highlighted. (Monthly)

          c.   Appropriate Visa statement with relevant transactions highlighted, that only for Visa purchasing. (Monthly)

Prepare paperwork daily:

• Get an Invoice Paid Report [P status] (IPRP) with a batch of invoices every morning from Alla or somebody in the A & R Dept.
   

• Look for special funds on the Budget column of this report. Make as many as copies of this report how many special funds are on the page. Highlight the special funds.
   

• Make copies of the invoices where special funds are listed on the pages. The copy of the invoice should include a page with the invoice total and Good & Services stamp. Each special fund highlight, which should match to the fund showing in (IPRP).
   

• Clip an (IPRP) with an invoice together. Combine the identical special funds together.
   

• Put all invoices in Tricia's inbox tray. The original (IPRP) should be returned to Alla or somebody in the A & R Dept.
   

• Give all copies of the paperwork to Darlene who maintains the database in Microsoft Access.

 Prepare paperwork monthly:

• Begin of the month Darling returns all copies of the paperwork and the cover sheets with each identical special fund together.
   

• Make copies of appropriate PS reports with relevant transactions, highlight.
  (PS report's transaction should match the invoice total.)
   

• Make copies of appropriate Bank statements, with relevant transactions, highlight.
  (Bank statements are provided from Jenifer and Tricia)
   

• Staple together with an (IPRP), an invoice, a PS report and a Bank statement (if order by Visa).
   

• When a batch of same Special Funds have been down, arrange in order by the cover sheet.
   

• Write "Down", date and initial on the cover sheet.
   

• Give all the paperwork to Michelle for reimbursement.