1. Delivery of goods and services is made to the Borrower upon checkout of library materials.
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1 UHMC Library 1. Voyager tracks check out of any library material a. Library Technician inputs into Voyager all new inventory of library materials. b. Security tattle tape is placed on all library materials to ensure that no customer leaves without checking out library materials 2. Due date is stamped on due date slip. 3. Voyager determines overdue library materials and assesses fines daily a. Price sheet (Appendix A : Library Fines & Fees ) b. Courtesy notice sent by Voyager to Borrower reminding them of the due date (due date schedule attached reminder for books sent 2 days prior to due date) 4. Auto system from Voyager notifies Borrower of past due items a. Voyager will send a notice to Borrower the day after with the amount due for non-return b. Warning notice that full replacement cost will be assessed. 5. If fines exceed $10.00, Library Assistant places a SOAHOLD on student Banner account. Delivery of Goods and Services 1. Delivery of goods and services is made to the Borrower upon checkout of library materials. Invoicing 1. Borrower invoiced upon receipt of automated from Voyager notifying them of overdue fines a. Overdue notices are generated the day after the due date and are ed/mailed to the address on the borrower's account. Subsequent overdue notices are generated every four days until the item reaches lost status. (Appendix B: Libraries of the UH System Circulation Policy) 2. Library Assistant runs report from Voyager at end of day; Banner Block Report will only pull up fines over $10.00.
2 a. If fines exceed $10.00, Library Assistant places a SOAHOLD on student s Banner account b. If patron pays to bring their fine under $10.00, Library Assistant removes the corresponding SOAHOLD on the student s Banner account. c. Hamilton Library staff sends monthly collection agency referral report to UHMC Library listing students with a balance of $25 or more that have been outstanding for 90 days. d. Library staff notates in Voyager and in Banner that the borrower was sent to collections if outstanding over 90 days and over $ Payment 1. Payment made by Borrower a. If payment made at the Library i. Circulation Desk Staff receives payment (cash or check) ii. Circulation Desk Staff gives Borrower receipt for cash or check payments. iii. Library Assistant reconciles total payments received against total sales (Voyager fine fee print out, and manual receipts) at the end of the day b. If payment made at the Business Office i. Business Office Cashier I receives payment (cash, check, or credit card) for fine amount listed on the student s Banner account SOAHOLD record. ii. Business Office Cashier I records payment in the student s Banner account, and provides receipt to student. iii. Business Office Cashier removes the student s Banner SOAHOLD if payment received in full. iv. At the end of the day, Business Office Cashier I s Circulation Desk Staff the Patron name, patron ID and amount paid. v. Circulation Desk Staff posts the payment in the patron s Voyager account using UH Banner Payment as the method of payment. vi. Business Office Cashier II reconciles total payments received against Banner Cashier Detail report at the end of the day. Refunds, Cancellations and Modifications 1. Refunds for found items a. Library Assistant submits KFS DV edoc and attaches memo that an item has been found and a refund is due to the Borrower b. Account Supervisor approves KFS DV edoc c. FA Approves KFS DV edoc
3 Receipts 1. Library Assistant for the Library collections and Business Office Cashier II for Business Office collections will balance daily collection of cash, checks and credit card payments against supporting documentation (e.g. receipts, forms, invoices) 2. Library Assistant for Library collections and Business Office Cashier II for Business Office collections will lock deposits and credit card sales transaction receipts and sales summary report in the safe until next morning 3. Library Deposit Procedures The next morning: a. Library Assistant compiles all cash and check receipts onto a bank deposit slip b. Library Assistant notifies Librarian immediately of any discrepancies c. Library Assistant reviews daily collection and works with Circulation Desk Staff to resolve any discrepancies i. If discrepancies cannot be resolved, Librarian or Library Assistant will notify FA d. Library Assistant prepares bank deposit for cash and checks e. Library Assistant prepares KFS AD edoc for cash and checks and attach supporting documentation i. DR cash CR Sales Rev f. Library staff delivers deposits to Business Office Cashier I to be picked up by the armored car for deposit into UHGA 4. Business Office Deposit Procedures The day payment received: a. Business Office Cashier II compiles all cash and check receipts onto a bank deposit slip. b. Business Office Cashier II notifies Supervisor immediately of any discrepancies. c. Supervisor reviews daily collection and works with Business Office Cashier II to resolve any discrepancies. i. If discrepancies cannot be resolved, Supervisor will notify FA d. Business Office Cashier II prepares bank deposit for cash and checks e. Business Office Cashier II prepares KFS AD edoc for cash and checks, or KFS CCR edoc for credit card receipts and attaches supporting documentation. i. DR cash CR Sales Rev d. The next morning Business Office Cashier II prepares deposit for pick up by the armored car for deposit into UHGA
4 Collections and Bounced Checks 1. FA reviews KFS AR aging report monthly and receives notification of bounced checks 2. FA distributes reports to Library Assistant 3. Library Assistant to follow up on delinquent accounts older than 30 days 4. After 60 days Library Assistant submits supporting documentation of collection attempts to Business Office and solicits assistance for referral to 3 rd party collections 5. Business Office to follow up with 3 rd party collection agency 6. After 2 years Business Office will request to write off uncollectible AR from General Counsel 7. For further detail procedures refer to APM A8.651 and APM A8.740 (Dishonored Checks) Revenue Recognition 1. Revenue is recognized when a. FA approves the AD and CCR edocs Inventory N/A Collection of Administrative Cost Tax 1. See process doc (to be added) Monthly Review 1. Librarian reviews cash flow 2. Librarian reviews budget to actual 3. Librarian reviews Income Statement 4. Librarian reviews Balance Sheet 5. Librarian reviews AR Aging 6. Librarian reviews Open Commitment 7. Librarian reviews Deposit listing (AD, CCR) 8. Librarian reviews Transaction listing 9. Librarian calculates Gross margin % variance 10. written report submitted to VCAS from Librarian regarding overall financial health of the program 11. Business Office to reconcile Voyager and KFS monthly to ensure accuracy a. Librarian or VCAS review and approve reconciliation monthly 12. Quarterly review done by Librarian and VCAS of above listed reports
5 Segregation of Duties Ideally each duty (i.e. Custody, Authorization, Recording, and Reconciliation) should be performed by a different individual. However, some departments or offices, due to lack of personnel, cannot always maintain this level the segregation. Regardless, there is a minimum required level of separation of duties to ensure adequate internal control. Income Segregation of Duties 1. Custody a. Receives payment i. If payment received at Library - Circulation Desk Staff or Student Asst ii. If payment received at Business Office - Business Office Cashier I b. Prepares bank deposit i. If payment received at Library - Library Assistant ii. If payment received at Business Office - Business Office Cashier II 2. Recording (AD, CCR) into KFS a. If payment received at Library (AD) - Library Assistant b. If payment received at Business Office (AD, CCR) - Business Office Cashier II 3. Authorization FA 4. Reconciliation Librarian; Business Office Procurement Segregation of Duties 1. Requestor Department 2. Document Reviewed Content Reviewer/Reallocator 3. Approval a. Librarian/Account Supervisor b. FA 4. Procurement document (PO/PCDO) Business Office Vendor Payment Segregation of Duties campus specific 1. Invoice sent to Disbursing Business Office 2. PREQ initiated Disbursing 3. Verify Goods and Services Received Department 4. Approve Payment - FA
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