(Last revised 8/31/11; CF)
When purchasing library materials, it is preferable to use the regularly established acquisitions channels for workflow efficiency and to provide a documented audit trail for responsible stewardship of our library funds. However, there are times when it is necessary for a selector to purchase materials for the library collection and pay for them out of pocket. When that is appropriate, there are several steps to follow in the request for reimbursement.
- Before each purchase, confirm in writing (e.g. via e-mail) with CSM that you are authorized to make this purchase and verify whether a dollar price-cap should be observed.
- If your purchase will total under $250, written authorization is not necessary.
NOTE: MIT will not reimburse you for sales tax. Print out and bring a copy of MIT's tax-exempt form to present to the book dealer to avoid being charged sales tax anywhere in the U.S. (See form at: http://vpf.mit.edu/site/procurement/forms_and_templates)
- TO REQUEST RE-IMBURSEMENT AFTER YOU HAVE MADE YOUR PURCHASE:
Bring the book(s) to Monograph Acquisitions with the following documents and information that fulfill MIT audit requirements:
- Receipt: You must provide an original receipt that confirms the total amount of funds paid in full, the name and address of the seller, and the date of the transaction*. This can be satisfied by one of three types of receipt:
- Original cash register receipt (preferred)
- Credit card charge slip
- Copy of cancelled check
* If any of these essential pieces of information are not present on your receipt, please provide the missing information.
- Itemized list: If you are not providing an itemized receipt, and you have purchased more than one item, please provide an itemized list of titles indicating the individual price next to each item.
- Selector signature and budget code: Attach the itemized list to the receipt, sign and date the itemized list, as well as note the monograph budget code that is to be charged. If the purchase totals more than $250, please attach a copy of the written authorization.
YOUR PAPERWORK WILL BE PROCESSED once all the required documents and materials are in hand:
- If you need RUSH payment, please indicate that.
- We will assume you want the check sent to your office address unless you tell us otherwise.
