Managing ILL Finances with ILLiad and Billing Manager. Jen Salvo-Eaton Interlibrary Loan Supervisor New York University Bobst Library

Transcription

1 Managing ILL Finances with ILLiad and Billing Manager Jen Salvo-Eaton Interlibrary Loan Supervisor New York University Bobst Library

2 Interlibrary Loan Codes Outline the responsibilities of requesting (borrowing) and supplying (lending) libraries. Interlibrary Loan Code for the U.S. Explanatory supplement Endorsed by ALA; prepared by the Interlibrary Loan Committee, Reference and User Services Association (RUSA), 1994, revised Revised 2008, by the Sharing and Transforming Access to Resources Section (STARS). Model National Interlibrary Loan Code International Federation of Libraries and Associations (IFLA) Adopted 1983, revised 2000

3 Section 4.4 Borrowing Designing Policies & Procedures Set a max cost in your OCLC constant data

4 Borrowing Designing Policies & Procedures Section 4.8 Inherent risk & responsibility Defer to lending library Pay invoices regularly Investigate every charge Seek alternatives Shipping insurance claims In-kind replacement

5 Borrowing Designing Policies & Procedures Use invoice tab to record charges Run ILLiad Web Report to see charges: Under Administrative Reports, look for Borrowing Invoices Received

6 Borrowing Designing Policies & Procedures Sections 4.1o, 4.11 Set a grace period in Customization Manager

7 Section 5.1 Lending Designing Policies & Procedures Determine standard fees Create Billing Categories

8 Lending Designing Policies & Procedures

9 Lending Designing Policies & Procedures Determine charges for premium services Rush processing/shipping Depends on shipping method

10 Section 5.4 Lending Designing Policies & Procedures Accept multiple forms of payment OCLC IFM, IFLA vouchers, check, credit card, EFTS reciprocal agreements How (much) will they pay?

11 Lending Designing Policies & Procedures Section 5.4 Run notices regularly Determine intervals

12 Lending Designing Policies & Procedures Section 5.10 Determine what warrants a service suspension Create an import queue to manage incoming requests from blocked libraries

13 Billing Manager

14 Billing Manager

15 Billing Manager

16 Billing Manager Before payment After payment

17 Billing Manager Print template is called LendingBillingManagerInvoice.doc Information to include on invoices: Payment remittance address Invoice number ILL number and bibliographic details Your institution s Federal Employee Identification Number (FEIN) or Federal Tax ID (FTID) Payment methods you accept

18 Invoice on Demand Lost or Damaged Items Standard fees or fees unique to the item and print format Create templates for both or Create template and then copy/paste to a Word Doc when you need to create a print invoice

19 Tips Have a copy of your institution s W-9 form handy Don t bother with: Account Statements Account Summaries Notices of Outstanding Invoices

20 Tips Use Billing Manager to help you spot IFM payment problems Consider dummy requests as a form of payment Borrower Lender (article/copy request) Shipped Received ( Completed )

21 Tips Send an invoice to follow, not an invoice with the item Keep an eye on your lending recalls Find other ways to save money/offset costs

22 Managing ILL Finances with ILLiad and Billing Manager Questions? Thank you! Jen Salvo-Eaton NYU (OCLC: ZYU)

23 EXCEEDS MAX COST CONDITIONALS If the borrowing library s MAX COST field is less than what we charge, please CONDITIONAL the request using the appropriate Exceeds max cost reason. BILLING REQUEST MAX COST CONDITIONAL REASON CATEGORY TYPE LESS THAN Exempt Article n/a n/a, do not conditional Exempt Loan n/a n/a, do not conditional For-Profit Article $30, 30 IFM Exceeds max cost-- for profits For-Profit Loan $50, 50 IFM Exceeds max cost-- for profits IFM Article 15 IFM Exceeds max cost-- Metro; North American library/non-profit IFM Loan 15 IFM Exceeds max cost-- Metro; North American library/non-profit IFM Overseas Article 20 IFM Exceeds max cost-- overseas library/non-profit IFM Overseas Loan 20 IFM Exceeds max cost-- overseas library/non-profit Intl lib./nonprofit Article $30, 30 IFM Exceeds max cost-- overseas library/non-profit Intl lib./nonprofit Loan $30, 30 IFM Exceeds max cost-- overseas library/non-profit Metro Article $15, 15 IFM Exceeds max cost-- Metro; North American library/non-profit Metro Loan $15, 15 IFM Exceeds max cost-- Metro; North American library/non-profit Metro Free Article n/a n/a, do not conditional Copy Metro Free Copy Loan $15, 15 IFM Exceeds max cost-- Metro; North American library/non-profit N. Am. Lib./nonprofit Article $25, 25 IFM Exceeds max cost-- Metro; North American library/non-profit N. Am. Lib./nonprofit Loan $25, 25 IFM Exceeds max cost-- Metro; North American library/non-profit SHARES Article 10 IFM SHARES is always 10 IFM; do not conditional SHARES Loan 10 IFM SHARES is always 10 IFM; do not conditional SHARES Overseas Article 10 IFM SHARES Overseas is always 10 IFM; do not conditional SHARES Overseas Loan 30 IFM SHARES Overseas is always 30 IFM; do not conditional

24 Invoice «Next Record If»«INSTITUTIO» Customer Information «LENDERSTRI» «LIBRARYNAM» «ADDRESS1» «ADDRESS2» «ADDRESS3» «ADDRESS4» Invoice No. «invoicenum» Date April 3, 2011 Billing Category «BILLINGCAT» Invoice Start «BEGINDATE» Invoice End «ENDDATE» Invoice Total «TOTALAMOUN» Balance Due «BALANCEDUE» Description Charges and Payments «Next Record If» «Next Record If» «Next Record If» «Next Record If» «Next Record If» «Next Record If» We welcome IFLA payment from international libraries: Canadian libraries 1 IFLA per copy request; 2 IFLA per loan request; +3 IFLA for rush service Overseas libraries 1.5 IFLA per copy request; 3 IFLA per loan request; +5 IFLA for rush service Make Checks Payable to: If your institution pays through OCLC IFM, please New York University inform us and we can update your billing category. Bobst Library, Interlibrary Loan 70 Washington Square South, LL2-33B If you are an international library, our IFLA payment New York, NY information is on our Lending Services website. Phone: Fax: Payments must be made in US currency. We do not FEIN #: accept payment by credit card or EFTS. Lending Services:

25 INVOICE FOR REPLACEMENT INVOICE # <#TransactionNumber> Dear <#LenderAddressLibraryName>, Our records show that an item you borrowed from the Interlibrary Loan Department of New York University Bobst Library has not returned to our library. You are being billed for the replacement cost of the item plus a processing fee. Information describing the item is as follows: ILL Number: <#ILLNumber> Title: <#LoanTitle> Author: <#LoanAuthor> Publisher: <#LoanPublisher> Publication Date: <#LoanDate> Due Date: <#DueDate> Patron: <#Name> Pieces: <#Pieces> Replacement cost (per piece) $75.00 Processing fee (per piece) $30.00 Total amount owed $ x <#Pieces> = Please make your check or money order payable to "New York University." We do not accept credit card payments. FEIN #: N Please contact our office if you have any questions. Remit payment to: New York University Bobst Library Interlibrary Loan, LL Washington Square South New York, NY ill@library.nyu.edu

26 INVOICE FOR DAMAGE INVOICE # <#TransactionNumber> Dear <#LenderAddressLibraryName>, Our records show that an item you borrowed from the Interlibrary Loan Department of New York University Bobst Library was damaged while in your care. You are being billed for the cost of repair. Information describing the item is as follows: ILL Number: <#ILLNumber> Title: <#LoanTitle> Author: <#LoanAuthor> Publisher: <#LoanPublisher> Publication Date: <#LoanDate> Due Date: <#DueDate> Patron: <#Name> Pieces: <#Pieces> Damage fee (per piece) $75.00 Total amount owed $75.00 x <#Pieces> = Please make your check or money order payable to "New York University." We do not accept credit card payments. FEIN #: N Please contact our office if you have any questions. Remit payment to: New York University Bobst Library Interlibrary Loan, LL Washington Square South New York, NY ill@library.nyu.edu