At the Beginning of Fiscal Year (July)

• The Acquisitions Librarian sets each revenues Aleph transfer funds’ initial allocation to the amount of transferred funds leftover in the previous fiscal year. The Acquisitions Librarian also notified the Business Manager, Library Directory, and Head of Technical Services, Serials, and Collection Management of this amount (procedure here).

• The Acquisitions Librarian creates a new Foundation Fund Spreadsheet for the new fiscal year and sets the fund balances (procedure here).

• The Acquisitions Librarian Checks and corrects the new Foundation Fund Spreadsheet.

• The Acquisitions Librarian prints the balance worksheets and sends them to selectors (procedure 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 here).

• The Acquisitions Librarian reviews the status of all active months in the Reimbursable Fund spreadsheet, and prepare and submit reimbursement requests (procedure 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 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.

Upon Receipt

• 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 here).

• When the Acquisitions Librarian receives documentation from A & R documenting the receipt of funds transferred by another university unit, she process it (procedure 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.

 October

The Acquisitions Librarian reports spendable income balances for all reimbursable accounts (procedure for running reports is here) and reminds selectors of the January 30 order deadline. If half of Taliaferro is still not spent, notify the Collection Management Librarian.

 January

The Acquisitions Librarian reports spendable income balances for all reimbursable accounts (procedure for running reports is here). The Acquisitions Librarian issues deadline warnings to selectors and the Collection Management Librarian if accounts are not sufficiently encumbered. All orders (sufficient to expend all spendable income) must be submitted to Acquisitions by January 30. However, this is a soft deadline.

  February

The Acquisitions Librarian notifies the Collection Management Librarian and Library Director of Endowment Accounts not sufficiently encumbered.

 March

The Acquisitions Librarian again notifies the Collection Management Librarian and Library Director of Endowment Accounts not sufficiently encumbered.

 May

Final reimbursement requests for the year must go to the Administrative Office by May 5.