Acquisitions Homepage

Split Payments - Library Payments from Multiple Library or University FOAPS

May 1, 2019 TLO

FOAPS from different departments: Purchasing/Procurement can't create a Requisition with FOAPS from different departments per Kristi Kelarek (Procurement, Purchaser II, x4-1901, klk008@shsu.edu).  Nor can the library create a Requisition using FOAPs from different departments.

NGL FOAPs – the library can use more than one library FOAP on a Requisition but not randomly on a blanket purchase order since blanket POs are usually set up using one FOAP.

Library handling payments split with other departments:

1. If the department and the library have FOAPS between which money can be transferred, then the department can transfer money to the library FOAP to pay the invoice. E.g. Tech Services used to have a 140100 account to which COBA (College of Business Administration) transferred money for Compustat database. However, in recent years, Tech Services has only student fee money (151800 account) and money from 140100 cannot be transferred into 151800.

2. The library receives the invoice and creates 2 invoices from it. (This can be done for splits between library FOAPs as well.)
   • Save the original invoice. Create a copy crossing off the library portion and leaving the department portion and send that to the department to pay (either with original invoice number or add a letter at the end of the invoice; e.g. A). Also include a note on the invoice about the amount and invoice number of the other payment.
   • Create a second copy by crossing off the department portion and leaving the library portion and adjust the invoice number by adding a letter at the end that is different than the department’s invoice number; e.g., A or B, because BKB and Sirsi need to have unique invoice numbers. Also include a note on the invoice about the amount and invoice number of the other payment.
   • Each department pays its own invoice but the library asks the department to notify the library about the Requisition number used so the library can track the payment.
   • The library  notifies the other department to use the account code that the library uses for the type of material (usually the resource is a database so the account code is 727605) and to add the Exempt Library Purchase information (below) to an internal note on their BearKat Buy receipt.
     • EXEMPT LIBRARY PURCHASE:
       • According to V.T.C.A. Government Code Section 2155.139, acquisitions of library serial and journal subscriptions, including electronic databases and information products and library materials, including books, are exempt from Government Code’s comprehensive regime for State purchasing, which requires state agencies to make purchases through General Services Commission (V.T.C.A. Government Code Section 2155.061.)
   • How will this be affected by the contract procedures that the library will be starting for FY2020 for Bob Chapa, Assistant Director for Contract Management? Will the department also need to attach a copy of the license and notify Mr. Chapa when payment is made; or maybe we can just make a note in our Requisition or PO giving the vendor invoice number, department name, FOAP, amount, and Requisition number.

3. The library receives the invoice and sends the entire invoice to the department to pay. If the library is still involved in the administration, renewal, or licensing of the resource, the library may still instruct the department to use account code 727605 and the Exempt Library Purchase statement.

Additional Procedures Concerning the Sub Payment Records Spreadsheet, Filenames, and Vendor Files

From: Oparanozie, Teri
Sent: Tuesday, September 28, 2021 6:53 PM
To: Walker, Trina <LIB_TKW@SHSU.EDU>; Carnegie, Lucinda <llc019@SHSU.EDU>
Subject: Need to split invoice AMA_EJ_SLBH17062-R22 into 2 invoices: one for LIB and and one for COM

Trina and Lucy,

I saved the AMA (American Medical Association) invoice for the JAMA e-journals in the WAIT folder. I added a note to the invoice which says:  In Sirsi pay Library portion $3,504 (20%) on orderline S-EJ-10040M01|1 and the COM portion as $14,016 (80%) on S-EJ-10040M01|2.

Trina, please show Lucy how to create 2 invoices since these have to be paid on different FOAPs in BKB, and in Sirsi they are on different orderlines.  Since we can’t use the same invoice number in BKB or Sirsi for two invoices, edit the COM invoice and add an “A” at the end of the invoice number; e.g. SLBH17062-R22A

It doesn’t really matter which invoice has the A added to its invoice number, but since in Sirsi the Library portion is orderline 1, I decided to leave that as the original invoice number, and the COM portion is orderline 2 so I would add the A to it.

In either case, for our library files, COM invoices need to be named starting with COM (e.g. COM_ AMA_EJ_SLBH17062-R22A), and need to be filed in the “COM (College of Osteopathic Medicine)” folder in the “FY22 Sub inv PAID in BkB” folder.  The library portion invoice would be named AMA_EJ_SLBH17062-R22 and would be filed in the AMA vendor folder.

Also, in the filenames of the invoices that have been split, we reference the names of the both invoices.

For example: AMA_EJ_SLBH17062-R22_LIBportion_SplitWith_Inv.SLBH17062-R22A.