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Payments Unit

Payment Policy
Materials will not be paid for until they have been received.
Receipt is verified (except for replacements) if explicitly documented by one of the following:

• order record is received by appropriate staff
• volume is checked-in on the serials control record
• volume has been routed in the comment field of the bibliogrphic record
• volume has been added to the MARC holdings statement of the bibliographic record
• bibliographic record for a monograph has been cataloged

• it is a subscription renewal
• the invoice is a SUL purchase order which states prepayment is required
• supplier's invoice states that prepayment is required. [i.e. proforma invoice]
• the invoice is annotated "OK to prepay" and signed by the fund manager

• the invoice is annotated by the mail opener that the # of pieces received in the shipment is at least equal to the number of line items on the enclosed invoice/packing slip.
• the invoice is annotated "OK to pay" and signed by the fund manager or a Ser/Acq manager
• the material has been visually confirmed as being received in the SerAcq Dept.

• Bibliographic and order records for material supplied on approval must be created by the manager of the appropriate receiving unit.
• Bibliographic records for material supplied on blanket orders must be created by a Ser/Acq manager. [Exceptions: Some government documents and materials in non-roman alphabet based languages.]
• Prepayments discovered after an order has been placed should be reported to the appropriate order staff so they can monitor [i.e. claim] the material. This relieves the Payment Unit of the responsibility of ensuring that either the material is received or a refund/credit is issued.
• The exact description of what we have paid for must be, at most, one "click" away in Unicorn. NYR payments for un-numbered series or monographs not in a series must be re-linked to the bibliographic record for the monograph.
• All NYR payments that are not prepayments must have a CHECKRECPT claim on the order line linked to the payment.
• Orders must be created by order staff or a Ser/Acq manager.
• Material has been received if appropiately indicated on the order, the serials control record, the catalog record (unless it is a replacement copy), or the invoice has been annotated "all material received" and signed by the fund manager.

Exceptions
Subscription renewals and monograph orders where prepayment is required.
Payments staff will create an order record for payment if the invoice clearly identifies material and the fund manager has annotated it with the fund(s) to be debited and signed/initialed it.

Invoice is clearly marked "proforma" or "prepayment required" or the fund manager has annotated it with "OK to prepay" or "all material received"
Fund manager has annotated the invoice with the fund and has signed/initialed it.
Otherwise, the order should be created by order staff or a Ser/Acq manager.
  

(This does not apply to subscription renewals for periodicals which is covered in a separate subscriptions procedure.) The Payments Unit will pay for materials not yet received for these situations:

• proforma invoices (Payment is required before material is supplied.)
• invoices annotated by Mono Rec mailroom staff that are over 30 days old from the date the shipment was opened. (Mono Rec Manager will create order records)
• invoices for material supplied on approval that are over 45 days old from the date the shipment was opened. (Mono Rec Manager or Serials Order Specialist will create order records)
• invoices for material ordered by SUL that will not be received by Ser/ACQ staff. (See Manuscript Collection Invoices... )

Create an Order
If there is no order in Unicorn, one must be created by a SER/ACQ supervisor.

Fill in Parts field
Be sure the multi-parts box has been checked and input a description of what was paid for in the parts field.

Format:      <coverage> pmt
                    pmt
Examples:  v.23 pmt   v.56,1999 pmt   2000 pmt

Create a CHECKRECPT claim segment
Serials that are classed together and unanalyzed are received on a serials control record (and not on an order record). Serials that are analyzed or classed as separates are routed to Mono Rec who will receive the material on an order record. Material ordered by the Search/Order Unit will be received on an order record by Mono Rec. A CHECKRECPT claim segment is required for material that will be received on an order record to monitor whether or not we eventually received the material we are paying for. Material that is only checked-in on a serials control record is monitored by the Serials Unit by a different method. A fairly accurate way to determine whether or not a nyr claim segment is needed for recurring orders is to evaluate the GL code. If the GL code is 94453 or 94454, no claim segment is necessary and the payment line can be received and loaded. If the GL code is 94456 or 94457, a claim segment is required and the payment line should not be received and loaded.

If the material will be received on an order record, create a CHECKRECPT claim segment on the payment OTR following this procedure:

1. Issue the command EDIT ORDER for the order line with the payment. (Contrary to normal claims procedures, this type of claim can be on a line # greater than 1.)
2. Click on the last field at the bottom of the screen. (It should be the loaded field.)
3. Click on the AFTER button near the top of the screen
4. At the pop up 'segment type window', select CLAIM
5. Click OK or hit the ENTER button
6. Fill in the three fields on the first line of the claim segment:
   claim reason = CHECKRECPT
   claim on = TODAY
   # copies = 1
July 7, 2006
7. Change the date in the claim date field to <today+1 month>
8. ENTER

Last modified: June 8, 2006