The Accounting & Serials Unit (A&S) is part of the Acquisitions & Collections Services Department at University of Florida George A. Smathers Libraries. We strive to meet the information needs of the University of Florida community, supporting the goals and objectives of the Department and the Libraries, as related to the continuations "core" collection.
Our main responsibilities include acquisitions accounting financial activities related to the Smathers Libraries materials budget in excess of $12 million for University Libraries and Health Science Center Library, and management of acquisition functions for serials and standing orders received via subscriptions and Gifts & Exchange programs.
The Unit is responsible for maintaining records of payments, and for periodically reconciling the Library's records with UF financial records. The Unit uses a database application, the Point of Work System, to coordinate maintenance of two sets of financial records: one in ALEPH and the other in PeopleSoft. The Point of Work System is also the source of annual production statistics for the unit.
The A&S Unit is the origin of standard and custom-produced financial and performance reports for management's use, supporting and enhancing accountability of the unit and department.
Our members liaise with vendors/publishers, selectors/budget managers, and library staff about serial subscriptions and serve as main contact for serial acquisitions issues encountered at library branches.
Serial responsibilities include the acquisition, management, reports, and documentation of:
Additionally, the Unit manages subscription records for serials and standing orders received via Gifts & Exchange Programs and coordinates with library departments about title changes, receipt and distribution of microfilm and microfiche, and serial issues.
Raimonda Margjoni Accounting Manager - (352) 273-2698
Michelle McClure Accountant 2 - (352) 273-2671
Verna Bedford Fiscal Assistant 2 - (352) 273-2684
Laura Feder Fiscal Assistant 2 - (352) 273-2695
Mark Allender Library Assistant 3 - (352) 273-2690
PAYING FOR LIBRARY MATERIALS & RESOURCES WITH ENDOWMENT FUNDS
i.Dean of Libraries
ii.Associate Dean for Scholarly Resources
i.Checks the Aleph line item budget for sufficient funding and increases the budgeted amount as needed
ii.Notifies all parties involved that funds are in place and ordering/invoicing/paying can proceed
iii. Ordering staff in ACS places the order
A final note: Workflows for acquiring library resources with any source of funds available to The Library should involve Acquisitions & Collections Services Department from the beginning to the end of the transaction because we are accountable to UF Property Management for such transactions.
There will be instances where UF Libraries’ faculty and staff have been authorized to purchase materials for the collections. They must follow the following procedures in order to be reimbursed for those expenses. Note that these same procedures apply to any UF employee authorized to acquire library materials on our behalf, and who seeks reimbursement from library-controlled funds.
Fiscal Services staff will process reimbursements for library materials from library funds through the Travel & Expense System.
Best practice is to follow the procedures below before submitting paperwork for the reimbursement to Fiscal Services. That is because staff in Acquisitions & Collections Services (ACS) Department must do the check-in to assure everything covered by the reimbursement has in fact been received and recorded in Aleph.
To be reimbursed for personal funds:
The following documentation is required when submitting a request for reimbursement for library materials acquired with personal funds. Purchaser means the UF employee acquiring for The Library. Vendor is the person or entity selling library materials to purchaser:
1. Date of purchase.
2. Purchaser name, campus address and phone number.
3. Description of purchased items, including:
o unit price,
o total itemization amount,
o all currency converted to US dollars if necessary.
4. Vendor name, address and telephone number, and URL/email address if available.
· Prior authorization documentation for acquiring materials with personal funds must also accompany the reimbursement request if it has not been furnished earlier.
1. A receipt must identify purchaser (received from) and vendor,
2. “ “ show date payment received and amount received,
3. “ “ make reference to items for which payment was made.
4. “ “ be on vendor’s letterhead or vendor’s standard receipt form.
o If purchaser cannot secure this type of receipt, a photocopy of the front and back of purchaser’s canceled check, or a credit card statement showing the entry for the purchase, must be provided.
When this type of acquisition is done outside the United States:
Materials and itemization with receipts should be submitted to ACS staff for proper check-in and invoicing in Aleph.
When processing in ACS is completed, the itemization and receipts will be forwarded to the Library Fiscal Service Office by Accounting & Serials (A&S) staff.