Faculty/Librarian Purchases Under Special Circumstances

Under special circumstances (travel to a foreign country, attendance at a special conference), faculty members and/or subject librarians may purchase library materials to be paid for from the Collections funds.  The faculty member and/or subject librarian should make purchase arrangements with the Head of Acquisitions and the Head of Collection Development prior to departure from campus. There should be an estimation of the collections funds to be used and the amount per fund to be used by the faculty member and/or subject librarian during the travel. Know your fund limitations and budget capabilities. Consult with others before you leave on a buying trip if you are planning to spend from someone else's budget line.  It is advisable to take a supply of plastic zip lock bags in case you make purchases for the library, which you will be carrying with you so that you can put the items with receipts in the bags. 

Note that this information applies only to materials purchased and to be added to the Duke University Library's collections.  Separate receipts should be obtained for purchases to be paid for and housed in a library at another institution, such as UNC-CH, or NCSU.

Review of books and shipping costs

                If at all possible please work with a reputable book dealer/seller and try to make arrangements to leave your selections with the book dealer so he/she can fax us a copy of what you have selected and we can verify we do not have those titles currently in the collection. Acquisitions will then contact the book dealer/seller to arrange invoicing and shipping.

                Please remember the Collections budget can only fund and ship those materials destined for the collection and not your personal selection of books. If you have personal selections these need to be invoiced and shipped separately from the collections' titles.

                Customs charges are often assessed without our knowledge. Duke University has a Customs Broker: Waters Shipping Co., P.O. Box 118, 2307 Burnett Blvd, Wilmington, NC 26402-0138. Ph: 910-763-8491; Fax 910-763-0446; web address:info@watershipping.com and we need to be using their services. If you are going abroad please make sure you are aware of these services and can give your vendors the Customs Brokers address and current information to avoid unreasonable or extra-ordinary charges.

Payment options for subject librarians:

                Using a Duke Procurement Card

                                If Acquisitions Accounting is your Works Administrator, return receipt for materials* and the actual materials to your Order Specialist within 10 days of your return to the Library. You will need to provide us with a copy of your Procurement Card statement as soon as you receive it to be in full compliance with the University. If Acquisitions Accounting is not your Works Administrator, return a copy of your receipt for materials* (original goes with your Procurement Card Statement) and the actual materials to your Order Specialist within 10 days of your return to the Library. Advise your Works Administrator to contact the Acquisitions Accounting Supervisor for the correct accounting information to code in Works.

                Using cash

                                Obtain a Miscellaneous Reimbursement form and complete all of sections A:General Information and Payee Information, and, in section E:Approvals complete the Payee Signature, Department, and Date. Attach the original receipt for materials* to the completed Miscellaneous Reimbursement form and send it and the actual materials to your Order Specialist within 10 days of your return to the Library. 

                Using your personal credit card (NOT RECOMMENDED)

(NOTE:  The University Accounting Office disapproves of reimbursements against 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 to the Library. You will need to provide us with a copy of your Credit Card statement as soon as you receive it to be in full compliance with the University. R3 will need your Unique ID in order to cut a check to a Duke employee.

Upon return from your trip, if you bought materials back with you or had them shipped to us - please give location and fund code information for each title to be added to the collections to your Order specialist.

* receipt for materials:  If no receipt available, create a receipt at the time of purchase with the following information:  item(s), quantity, cost, date, name of seller & location (city, country).

12/18/2007; rev 08/14/2008; rev 05/027/2009                                                                                   

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