Add-Value Machine
The Provost's Office has asked that the DBA do periodic spot review and provide verification upon request. To conduct a spot review, the DBA will follow the Cash Handler from start to end of the above procedure and provide feedback when needed to assure audit compliance
In the event the Cash Handler is on vacation and/or extended leave, it is the backup cash handler's responsibility to carry out the duties. Cash Handling is a major University function often looked at by Auditors. Departments must provide written instructions and consistent oversight to remain compliant.
Updated: August 3, 2022- MJ
Check Handling
Interlibrary book loan fees and copier revenue checks can be deposited into the Library Miscellaneous Cost Center.
Acquisition's vendor refund checks (credit memos, credit for purchases, etc.) are credited back into the HEAF-Library Books account.
Monetary Donation to the Library
Library Circulation Account Codes and Purpose:
Updated: August 3, 2022 - MJ
Link to Interlibrary Loan (ILL) check, invoicing and collection procedures.
Any billed amount over $10 will be posted directly to the student's account using PeopleSoft. For amounts under $5, staff will let the student know, upon the student's request to use library services, such as borrowing or checking out a study room. Library staff will need to ask the student to inform staff when they are ready to pay. The balance can be posted to the student’s account at this point. Students must go directly to the Cashier’s Office to make a payment. The library cannot collect money or take payment, only the Cashier’s Office can.
An affiliate borrower, a patron who has paid for borrowing privileges, will be provided a Cashier’s Deposit Form. The form must be taken to the Cashier’s Office for payment to be made and the hold removed. The hold will be lifted by the Cashier’s Office once payment is made.
Each day, the Access Services department runs a query in PeopleSoft to view payments made to library revenue accounts on the previous business day. Payments will be posted in Alma and the removal of holds verified.
Online Payments
The Cashier's Office is currently not offering an option to pay library charges online.
Policy on Intercampus charges
UHD patrons can borrow books from other UH system libraries. If a patron loses or damages a book borrowed from another UH system library, they are held financially responsible by the lending library. A charge and/or fee will be assessed to their library account, and the money will be owed to the lending library. If a UHD patron needs to pay for a lost and/or damaged book owned by another UH system library they can make payment at UHD Cashier's Office, rather than traveling to the lending library. Once payment has been made at UHD, circulation staff and business personnel will act in concert to initiate a transfer of funds to the lending library. Please see the procedure for Intercampus Fund Transfer for Library Charges for more information.
Documented: August 30, 2022 - MJ
Processing Intercampus Fund Transfers for Library Charges
All University of Houston System students, faculty, and staff have borrowing privileges at other UHS campus libraries. If a UHD patron loses or damages an item belonging to another UHS campus library, a replacement charge will be owed to that lending library. The replacement cost is part of the item record in Alma and is automatically applied to the patron’s library account.
If a UHD patron needs to pay a replacement charge for a lost or damaged book owned by another UH campus, the patron pays the charge at the university Cashier. (The Cashier is currently not offering an option to pay library charges online on MyUHD.) UHD will then initiate a fund transfer to the appropriate campus.
Each day the Access Services department runs a query in PeopleSoft to view payments made to library revenue accounts on the previous business day. For any payments that are determined to have been for items belonging to other campuses, the query is forwarded to the library’s Department Business Administrator with a request to have the funds transferred to the appropriate UHS campus library.
Once the DBA receives the email, the DBA will then print a 1074 report showing that the funds are in the library’s account. The DBA will then forward the 1074 report and line-item transfers to the Director of Financial Reporting with the cost center and the campus the fine is owed to.
The Director of Financial Reporting will then create a journal entry in PeopleSoft to transfer funds to the appropriate UH campus.
Library Policy
UHD patrons can borrow books from other UH system libraries. If a patron loses or damages a book borrowed from another UH system library, they are held financially responsible by the lending library. A charge and/or fee will be assessed to their library account, and the money will be owed to the lending library. If a UHD patron needs to pay for a lost and/or damaged book owned by another UH system library they can make payment at UHD, rather than traveling to the lending library. Once payment has been made at UHD, circulation staff and business personnel will act in concert to initiate a transfer of funds to the lending library.
Accepting Payment
Circulation staff will post the amount of the replacement charge as a service indicator to the patron’s account in PeopleSoft. The patron will make payment for the amount of the service indicator at the Cashier. The Cashier staff will release the service indicator. The payment will then appear on the PeopleSoft query referred to above.
Initiating Transfer
Each morning circulation staff will query payments made to library revenue accounts in PeopleSoft for the preceding business day. Using the information provided by the query, staff will check the library accounts of payees in Alma to determine ownership of lost and/or damaged item(s). Upon identifying item(s) owned by another UH system library and paid for, staff will copy the corresponding transaction(s) from the query and forward the information to the library’s Department Business Administrator (DBA) via email. The DBA will then work with Business Affairs to ensure that the funds are transferred to the appropriate lending library.
Updated: August 30,2022 - MJ