Faculty/Librarian Purchases Under Special Circumstances

 

Faculty/Librarian Purchases Under Special Circumstances

Under special circumstances — such as traveling abroad or attending a special conference — faculty members and/or subject librarians may purchase library materials that will be covered by Collection Development funds. 

Guidelines

  • If you are a faculty member and/or subject librarian who plans to purchase materials during your travel, make purchase arrangements with the Head of Acquisitions and the Head of Collection Development prior to departing on your trip. Consult with others if you are planning to spend money from another department's budget.
  • Estimate the amount of funds you will need.
  • Know your fund limitations and budget capabilities.
  • Take a supply of resealable plastic bags for transporting purchased materials and corresponding receipts. This information applies to materials purchased for Duke University Libraries' collections.  Obtain separate receipts for purchases to be paid for by another institution and housed there.

Purchasing Tips

  • If at all possible, please work with a reputable book dealer.
  • Make arrangements to leave your selections with the book dealer so he or she can fax us a copy of what you have selected and we can verify that we do not have those titles currently in the collection.
  • The Acquisitions Department will contact the book dealer to arrange invoicing and shipping.
  • The Collections Department budget can fund and ship materials destined for the Duke University Libraries' collections and not for your personal selection of books. If you have personal selections, you must arrange invoicing and shipping separately from the collections' titles.

Purchasing Materials Abroad

If you are going abroad, please note that customs charges sometimes are assessed without our knowledge. Duke University contracts with a customs brokerage company, and you will need to give your vendors the company's contact information to avoid unreasonable or extraordinary charges:

Waters Shipping Company

P.O. Box 118

2307 Burnett Boulevard

Wilmington, N.C. 26402-0138

Call: (910) 763-8491

Fax: (910) 763-0446

Email: info@watershipping.com 

Payment options

Using a Duke Procurement Card

If Acquisitions Accounting is your Works Administrator,

  • return receipts for materials and the actual materials to your Order Specialist within 10 days of your return.
  • provide us with a copy of your Procurement Card statement as soon as you receive it to be in full compliance with Duke University policies.

If Acquisitions Accounting is not your Works Administrator,

  • return a copy of your receipt for materials (the original receipt goes with your Procurement Card statement) and the actual materials to your Order Specialist within 10 days of your return.
  • advise your Works Administrator to contact the Acquisitions Accounting Supervisor for the correct accounting information to code in Works Administrator.

Using cash

  • Obtain a Miscellaneous Reimbursement form
  • Complete the following sections:
      • A: General Information and Payee Information
      • E: Approvals
      • Payee Signature
      • Department
      • Date
  • Attach the original receipt for materials to the completed Miscellaneous Reimbursement form.
  • Send the form, the receipt and the actual materials to your Order Specialist within 10 days of your return.                                

Using your personal credit card 

Please note: The University Accounting Office disapproves of reimbursements for purchases on personal credit cards. If possible please try to use your Duke Procurement Card. If you do not have a Duke Procurement Card, apply for one before you travel.

  • Return receipt for materials and the actual materials to your Order Specialist within 10 days of your return.
  • Provide us with a copy of your credit card statement as soon as you receive it to be in full compliance with Duke University policies.
  • Provide us with your Duke UniqueID.

Upon Returning

  • Contact your Order Specialist with the location and fund code information of each title you purchased.