[Original posting on this topic is reproduced below; the responses follow it.]
From: teri koch <teri.koch_at_DRAKE.EDU>
Hello,
I am new to the list and I would like to pose a question. We have always
allowed staff members to purchase personal copies of books through the
acquisitions department, and then reimburse with a personal check. Up until
recently we had not had a problem. We did this infrequently (half dozen
times per year). The last time we did this, we received a rebuke from our
central Accounting Department saying that "employees should not buy
books....even with reimbursement. It is a violation of our sales tax
exemption, and can also have income tax implications if received at a
discounted price."
What is the policy at other institutions? The way I understand it, there
are two issues: (1) Sales tax. Since most Internet transactions do not
incur sales tax, is this really viewed as a problem at any institution? (2)
The discount. Is it an ethical violation to let employees take advantage of
a discount that the library has established with a vendor?
It would be very helpful to find out what the policy is at other
institutions. Thanks in advance!
Teri Koch
Collection Development Coordinator
Drake University
Des Moines, IA
teri.koch_at_drake.edu
(1)===========================================================================================
From: Deborah Curry <dcurry_at_Oswego.EDU>
Our Library offers a personal book plan to our staff only. We don't
purchase for the entire campus. Although our Acq. dept. handles the
transactions, we go to a vendor we don't normally use for library
purchases. Staff pay cash and this has worked well for us for many years.
We order about 9 times a year. We do charge a small shipping fee, but no
one complains. The vendor usually gives us anywhere from 20-35% discount
and they are more efficient than some of our regular vendors.
Going through campus purchasing would be too much of a headache.
Deborah Curry
Coordinator, Technical Services
Head, Acquisitions
Penfield Library
Oswego State University
Oswego, NY 13126
(2)===========================================================================================
From: "Findley, Marcia" <mfindley_at_lmu.edu>
I think your Accounting Department has made a good case, especially
concerning the discount. That was meant only for libraries when one book
will be used by multiple patrons and for the public good. It was not meant
for an individual to be able to save money. We have never allowed staff
members to purchase personal copies of books. Besides creating extra
paperwork for the Acquisitions Department, there is really no good reason
for it. There are plenty of bookstores around, plus Amazon, Alibris, etc.
Marcia Findley
Head, Collection Development
Loyola Marymount University
Los Angeles, CA 90045
(3)===========================================================================================
From: Marie Zaccone <mzaccone_at_yahoo.com>
The library system our library belongs to allows this but we haven't done
it too often. Because the system buys in bulk the tax is absorbed and
hasn't been an issue. It sounds like your accounting department just
doesn't want the extra work.
Received on Thu Jun 12 2003 - 02:26:17 EDT