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Acquisitions Department >>Payment Unit>>Procedures Index
Payments Unit
Electronic Resources
rev991214 (DRAFT)
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Policy
There are an increasing number of electronic resources and services requiring signed contracts. The Payments Unit will not process any invoice requiring a signed site license or agreement until one of the following documents (valid for the coverage period of the invoice) is supplied for the audit file:
- A copy of the signed site license or agreement. (Required for our audit files.)
- Assunta Pisani's authorization to pay for all subsequent payments. (As of 7 Dec 1999, a copy of a signed amendment to the site license or agreement is no longer required by SUL. See ASP's email.)
Procedure
All orders for electronic resources and services will be clearly annotated as to whether or not a signed license/amendment is required. This information will be input in a NOTE field in the Extended Information segment of the order prreferably in the following format:
Agreement/amendment required: YES <initials> <date>
Agreement/amendment required: NO <initials> <date>
If a signed agreement/amendment is not required, process the invoice according to standard policies and procedures.
If a copy of a signed agreement is required or unknown:
- Enter the appropriate information into the table in ContractPending.htm
- File the invoice in your Problem folder
- The Licensing Guru will monitor titles in this table and inform you when all outstanding issues have been resolved, including annotating the order record and providing the documentation necessary to process the invoice.
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Last modified:
June 8, 2006 |
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