(1)----------------------------------------------------------------------
Date: Wed, 11 Oct 2000 12:28:39 -0400
From: Janice White <janice.white_at_fct-cf.gc.ca>
Subject: RE: Credit cards -Reply
Dear Linda,
Although I work for a federal government library, I feel some of what we
do may be 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 his/her 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 are allowed access, or use of
another person's 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
their own card.
We have found it useful as well for subscription renewals, payments that have
no invoice numbers and those purchases requiring prepayments. It is 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
(2)----------------------------------------------------------------------
Date: Wed, 11 Oct 2000 13:36:40 -0400
From: Amy Beitzel <Amy.Beitzel_at_hq.doe.gov>
Subject: RE: Credit cards
The Acquisitions Dept. at the Dept. of Energy Library, Headquarters
(Wash., D.C. metro area) is using a VISA credit card for material
purchases (books, serials, etc.). We are a contractor operating the
Library and obtained the card through our company from a commercial
bank. (Federal employees have the option of using a government
procurement card as well if they purchase materials on their own.)
The credit card is extremely useful for ordering items on a rush basis and
foreign materials via the Internet. There are numerous issues that you
must be aware of, however, before implementing the credit card as a
payment option. These primarily involve reconciliation issues and card
credit limits.
Statements are reconciled by our company's Accounting Department each
month, and a credit card slip for each item ordered is used to assist in
matching purchases with purchase orders and amounts billed. The
Acquisitions staff member using the card fills out a credit slip form for
each PO paid via credit (we assign a PO number to every item ordered).
This slip is photocopied so that the copy may be kept with the acquisitions
paper trail for the order, and the original is sent to Accounting.
A major caveat is while it's convenient to use the card for foreign materials
purchases in other currencies, you must be very careful about knowing when
the charge will post because of currency fluctuations. We recently discovered
that the bank we use does note the foreign currency amount (British pounds
[even though the symbol preceding the amount is the dollar sign!]), the rate
of exchange and the date of the exchange).
Only Acquisitions has use of the card, and the branch supervisor is the
signatory on the card. Internet transactions have gone smoothly; we've not
noticed any fraud or had security issues with it.
It is a must for all libraries; we can't do without it, even though it is
sometimes easier to track check and deposit account payments. Refunds are
trickier to deal with too when using a credit card, as are erroneous amounts
billed (such as a vendor charging tax when we are tax exempt). But overall,
the convenience outweighs any negative factors.
Amy C. Beitzel
Acquisitions Librarian
Dept. of Energy Library/MA-22/GTN
301 903-9285 Voice/ 301 903-3960 Fax
amy.beitzel_at_hq.doe.gov
(3)-----------------------------------------------------------------------
Date: Wed, 11 Oct 2000 16:35:16 -0400
From: Dorothy Mittlieder <dmittlieder_at_metropo.mccneb.edu>
Subject: RE: Credit cards
It would be great if you are willing to summarize for the list. We will
be starting a test of credit card use by some employees here at Metropolitan
Community College early next year and whatever information we can gather
about what has worked for others in the library acquisitions field would be
useful.
Dorie Mittlieder
Metropolitan Community College
Aquisitions Department
Omaha NE
(4)---------------------------------------------------------------------
Date: Thu, 12 Oct 2000 09:14:33 -0400
From: Leighann Ayers <layers_at_umich.edu>
Subject: Re: Credit cards
We've used a charge card for almost two years to purchase library
materials. The card was selected by the University and is used throughout
the campus. There are no restrictions on what we purchase with the card.
The acquisitions staff are responsible for reconciling their own
statements. We've made the card available to a very small number of
acquisitions staff but not to selectors. Use of the card has been quite
successful and we've not had any problems.
Leighann Ayers
Head, Acquisitions/Serials Division
University of Michigan
Ann Arbor, MI 48109-1205
(5)---------------------------------------------------------------------
Date: Fri, 13 Oct 2000 08:23:11 -0800
From: Lance Gillette <fnldg1_at_uaf.edu>
Subject: RE: Credit cards
Greetings from Fairbanks Alaska:
Our supervisor has asked me to reply to your request for information about
credit card use in our library. We began using credit cards about 2 years ago.
The University of Alaska Fairbanks Accounts Payable department promoted
it as a way to cut down on paperwork and to speed payments.
If you're using a credit card, which one are you using and why?
The University of Alaska Fairbanks chose to use a commercial MasterCard
issued by the First National Bank of Chicago. I don't know why this one.
What type of materials are being purchased on them?
I purchase monographs but others in our department purchase departmental
supplies, and pay for periodical subscriptions I believe.
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?
This happens in another department by an accounting technician.
Is the charge card available to any other staff (i.e. selectors) or
only for the use of Acquisitions staff?
I'm not sure.
Has the use of the charge card been successful?
>From my perspective, tremendously successful. It reduces paperwork
immensely, speeds delivery time, etc.
One problem with my credit card were two attempted unauthorized
transactions by some criminal that intercepted my credit card number over
the web. Now if I send my credit card through unsecure email I send half
the number in one email and the other half in another email. I've had no
problems since then.
Another problem is end of the year transactions. You have to be careful to
make sure charges go onto your card before the end of the financial year.
We don't use our credit card for our main vendor, Blackwells Book Services,
though. That is because we get a bunch of end of the year money each year
and we turn that into a blanket purchase order. Blackwells does not date our
invoices for us so that we can pay against this purchase order.
Lance Gillette
(6)----------------------------------------------------------------------
Date: Fri, 13 Oct 2000 13:21:39 -0400
From: Laverne Jenkins <Laverne.Jenkins_at_tri-c.cc.oh.us>
Subject: RE: Credit cards
My responses below:
Laverne Jenkins
Technical Services Librarian
Technical Processing Division Voice: (216) 987-5338
Cuyahoga Community College Fax: 216-987-5050
11000 Pleasant Valley Road Email: laverne.jenkins_at_tri-c.cc.oh.us
Parma, OH 44130-5114
> -----Original Message-----
> From: ELEANOR COOK, <COOKEI_at_appstate.edu>
> Sent: Wednesday, October 11, 2000 11:31 AM
> To: acqnet-l_at_listproc.appstate.edu
> Subject: ACQNET: Credit cards
>
> [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?
Yes.
> If you're using a credit card, which one are you using and why?
Mastercard. This is the card issued by the College's purchasing dept.
They chose the company and negotiated the terms.
> What type of materials are being purchased on them?
My default account is for office supplies, however, I also use it to
purchase library materials.
> 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?
I receive a monthly statement, from the purchasing dept., against
which I reconcile receipts/statements/etc., sign, and return to purchasing.
I indicate which charges should be posted against our book budget and
Accounts Payable affects the changes in the College's fund accounting
system. This keeps the money straight.
> Is the charge card available to any other staff (i.e. selectors) or
> only for the use of Acquisitions staff?
The card is issued in my name, and is, therefore, used only by me.
> Has the use of the charge card been successful?
Yes, very. I use it, primarily, with online booksellers and
companies who require prepayment, but will not invoice on a proforma basis.
The bulk of our orders are still placed the traditional ways, but the card
has opened up avenues for us, such as getting books that vendors have
reported as OP, because they often have them in stock.
> 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 Mon Oct 23 2000 - 19:35:42 EDT