Processing checks

Department:

Interlibrary Loan and Circulation

Created: October 24, 2018

Purpose:

This procedure describes how we will process checks received for ILL lending and borrowing

Overview:

Occasionally, we receive checks from other libraries or our patrons. Usually, these are payment for lost materials. Sometimes, these are payment from libraries for regular transactions, although this is rare since most libraries use IFM (OCLC payment) to pay for requests.

Procedure:

When a check is received (sent to the ILL department), do the following:

-Within ILLiad, make a note in the transaction that the payment was received and then move the TN to "request finished" status

-If the check is for lost material, give it, along with the invoice, to a Circulation Manager so that they can change the item's status to $ (lost and paid). They will send the check on to Detra once they're done.

-If the check is not for lost material, but just a payment for a transaction, the check does not need to go to Circ, it can go directly to Detra.

-The unpaid invoice should be in the S:\CCLS\ILL\Invoices\Lending Bills folder (for lending) or in S:\CCLS\ILL\Invoices\Bills for Lost Material (for borrowing). Move it to the corresponding bill paid subfolder.

-Recommended: Take the email string with the lending library, forward back to ill@valpo.edu with a note to self that the payment was received.