Acquisitions notifies the A & R Account Clerk of any new special funds so that she is able to maintain a list of special funds that is always up-to-date.

Each day, the A & R Account Clerk reviews the “R” report for purchases made on special funds, highlighting any that she finds. 

The A & R Account Clerk finds and provides copies of purchase documentation that include VISA statements (if applicable) and People Soft reports documenting the payment. 

The A & R Account Clerk periodically gives the materials to the Technical Services Administrative Assistant.

The Technical Service Administrative Assistant inputs the data in the Special Funds Management System, creating fund/month entries at the beginning of each month.  She then enters the vendor, invoice number, invoice date, title, order #, and price of items from the “R” report onto the appropriate fund/month record.

The Technical Services Administrative Assistant returns the documentation to the A & R Account Clerk.

When all documentation is in hand, the A & R Account Clerk gives the documentation to the Acquisitions Librarian.

The Acquisitions Librarians changes the status of the month/fund in the Special Funds Management System to “Ready for Reimbursement” and files the documentation.

The Acquisitions Librarian prepares reimbursement requests as appropriate. Reimbursement requests normally include: 1. A cover memo indicating the total being requested, with a list of months and the subtotal for each month. 2. A cover sheet for each month, outlining the vendors, invoice number, and item prices. This is the coversheet of the documentation that Julie and Darlene provide and should be on file with the remainder of the documentation. 3. Financial documentation for all purchases, including: Appropriate invoices, with relevant transactions highlighted, including page with invoice total and Goods & Services stamp; VISA statement, when appropriate, with relevant transactions hightlighted, and an Appropriate Peoplesoft print-out with relevant transaction highlighted.

The Acquisitions Librarian makes two copies of each reimbursement request, without the financial documentation, one for the Collection Management Librarian, and one to keep on file in Acquisitions in the file for the appropriate fund.

The Acquisitions Librarian changes the status of the fund/month in the Special Funds Management System to “Awaiting Check From Foundation” when the request is submitted.

When the Administrative Offices Administrative Assistant receives the reimbursement checks, she sends them to A & R.

A & R deposits the checks and gives a copy of the deposit slip to the Acquisitions Librarian.

The Acquisitions Librarian and change the status of the month/fund in Special Funds Management System to “Reimbursed.” when the reimbursement check is deposited.

The Acquisitions Librarian allocates the amount of the reimbursement check to the appropriate revenues fund in Aleph.

The Acquisitions Librarian records the deposits in the Revenues Ledger.

Using the revenues budget summary from the day of the Aleph allocations and the day after, the Acquisitions Librarians confirms that all of the funds that should have changed have done so.

The Acquisitions Librarian reconciles the Aleph Revenues budget summary against the Revenues Ledger. The amounts of money in each should match.

The Acquisitions Librarian files documentation of the Revenues deposit into the closed file for the current year in the Revenues file. This documentation consists of 1. a copy of the journal entry depositing the money. 2. A printout of the Ledger entry. 3. The two budget summaries used in step 17.