Budget
Library Budget Accounts
District Office Appropriated Budgets (A, B, C) are determined by official student enrollment figures for the year. The budget amounts are projected in August and reconciled enrollment figures are complete (usually in January). The school bookkeepers are the points of contact for budget questions and procedures. We generally receive 75% of the funds in September and the adjusted remainder in late January.
Library Books – This account can purchase the following: library books (print, ebooks, audiobooks), processing for library books such as barcodes & spine labels, and materials to process or repair books such as book covers. Library books do not require a bid for over $1000 (exempt). The library should NOT purchase class sets of books out of the library book budget. These items can be purchased with Book Fair profit money.
Other Supply/Material-Library – DVDs, audiobooks, office supplies, programs, etc.
Periodicals – magazine and newspaper subscriptions (either print or digital), renewals & supplies for periodicals.
Internal School Site Account (D,E) are funds generated at the school.
Fines/Fees- Library (from fines)/Lost Books – pays miscellaneous expenses.
Book Fair- Monies collected from book fairs. This money is spent on what you put on the Fundraiser Authorization Form.
Transferring Money
Library Fines and Fees money can be transferred, in part, to your Library Books and Library Supplies accounts. Talk to your bookkeeper about the procedures for doing that. A letter to justify this request must be sent to the office of Business Affairs at Central Office for approval.
*Due to the fact that the budgets are determined based on the current year’s enrollment, it is highly recommended to use all monies during the current school year and for the current student body.
Orders
To initiate an order, complete a Purchase Requisition form (available from the bookkeeper). Can also be found here.
List the date, vendor name and address, phone number, fax number, website and contact name of person providing quote. Each item should be listed with an item number, description, quantity, price per item, and extended price. Books need not be listed this way. A quantity total is acceptable. Most book lists can be printed off from the online vendor if they are needed.
When ordering library books or AV materials, make sure the library does not already hold the item (check the catalog). If ordering MARC records, make sure the vendor has a record specification form on file and a valid barcode range (see Barcode Range book and sample specification form). Keep barcode ranges on file for specific vendors.
Contact the vendor to inquire about product availability, discounts, and shipping/handling/processing costs. Some book vendors will accept a DNE (Do Not Exceed) amount. You may want to fax a longer list for a quote – make sure the vendor understands that it is a QUOTE, not an order.
Submit the purchase requisition to the bookkeeper for the principal’s approval.
File pending orders.
When items are received, check them off on the packing list, sign and date; make a copy and submit the original packing slip to the bookkeeper; and make a copy to add price and vendor to each MARC record in the database. File the copy in the order file. If there are backorders, the file remains in the pending orders file. If the order is complete, place in the completed orders file. Check on backorders at least monthly; more frequently in March and April.
Helpful Hints
Try to complete all orders by March/April. Your bookkeeper will inform you of deadlines.
We are NOT authorized to accept preview materials. Prior authorization through the bookkeeper is necessary for all purchases.
Libraries may be responsible for ordering items such as laminating film, construction paper, etc. These items should NOT be purchased out of the library accounts. There is a separate account for this and copier paper in each school.