Invoice Focus Group Meeting Minutes: December 2, 2002
- Present:
- Michelle Best, Sandy Bodner, Joan Hendershot, Cathy Pecoraro,
Suzanne Posluszny(Recorder), Kayla Reichardt, Gracemary Smulewitz
Agenda
- Review Previous Meeting Minutes
- Cancelation Procedures
- Fund Analysis
- Invoice Processing
1. Reviewed minutes of October 21st 2002.
Clarifications need to be made in problems encountered in processing the cancellation report.
Length discussion arose on workflow procedures for cancellations. Procedures are not yet finalized.
2. Cancellations procedure
- Titles cancelled 1999 + are listed at the NBL web site.
- If title on cancellation list, vendor has been notified and record
maintenance has been completed, RPN has been notified
- If title not on cancellation list, send information to RPN to
investigate.
- If no record of cancellation, and vendor was not notified, we will
have to pay any invoices received to date
- If received material and title is cancelled, send to RPN to process
- If received material and title is not cancelled, must pay for material >
received, send information to RPN to process
3. Fund analysis
- GS spoke about a project to investigate negative balances for
periodicals in Arts and Humanities. A selected group plus a member from >
the Budget office will assist in this project.
- Allocations are made based on amount paid previous year + an 8%
increase
- No money is being put aside for adjustments and invoices received
after the fiscal year
- Number of titles with encumbered and not paid amounts has been
increasing since 1999
- Budget office is only responsible for data entry of payment and CSD
are responsible for receipt on material
4. Invoice processing
- GS suggested creating a spread sheet for corrections to invoices
- Book sets should have a fund code as an S
- If fund code is wrong, send correction to GS. GS needs to be informed
of changes. Attach a sheet in front of invoice listing correction.
- Ask GS to transfer money only if money needed