Dear Linda
Although I work for a federal government library, I feel some of what we do maybe relevant to your questions. We started using a credit card several years ago and it has been a great success for us. In many cases we use the credit card to avoid the costly printing of checks for minimal amounts. The library where I work, is one of the largest users of the credit card within our organization. We keep our purchases to publications and do not charge supplies or furnishings, as this is handled elsewhere in our organization.
We have several cards, as a result for the need for security. Each staff that may encounter the need for a credit card has been assigned their own card. All the cards are kept locked up and we each have our number in a secure place for us to use as needed. None of us is allowed access, or use of another persons card. I however, have access to the charge records of all the charge cards issued in the library. I am responsible for the payment or reconciliation of all charges. Each person is responsible for giving me, either copies of purchase orders, original invoices they are using to charge on, or copies of ILL requests that required the use of the credit card.
We have found it useful as well for subscription renewals, payments that have no invoice numbers and those purchases requiring prepayments. Its a much easier way of tracking these types of payments. With the use of separate cards, it is also helpful when it comes to reconciling statements to supporting documentation. We always know who charged what and can go back to the person to look for the needed documentation.
We use MasterCard and I am not sure why that is, but think it may have something to do with the ability of the company to handle government charge cards and lower interest rates.
Hope that helps a little
Janice White
Federal Court of Canada Library
>>> ELEANOR COOK <COOKEI_at_appstate.edu> 10/11/00 11:31am >>>
[Ed. note: Linda - you might check the ACQNET archives for earlier
discussions and I know the University of Delaware did an excellent
presentation about their implementation at a recent ALA conference]
Date: Thu, 05 Oct 2000 08:53:06 -0400
From: Linda Lerman <lermanl_at_elmer4.bobst.nyu.edu>
Subject: Use of Charge Cards in Acquisitions
While there's been discussion on the use of charge cards in
libraries, I'd like to ask your indulgence and assistance in
gathering current information on your institution's practice.
I'm in the process of requesting both a credit card and a campus cash
card for Acquisitions at New York University and would like to hear
about your experiences.
Is your library currently using some type of charge card to order
library materials?
If you're using a credit card, which one are you using and why?
What type of materials are being purchased on them?
Are Acquisitions' staff reconciling the monthly credit card
statements with vendor receipts/statements or is this happening in
another department in the library or elsewhere?
Is the charge card available to any other staff (i.e. selectors) or
only for the use of Acquisitions staff?
Has the use of the charge card been successful?
I'll be happy to summarize your comments for the list.
Many thanks,
Linda
Linda P. Lerman
Head, Acquisitions Department
Elmer Holmes Bobst Library
New York University
70 Washington Square South
New York, NY 10012-1091
e-mail: Linda.Lerman_at_nyu.edu
voice: 212-998-2480
fax: 212-995-4366
Received on Wed Oct 11 2000 - 12:28:38 EDT