Payment options

Last updated 1/8/2013 by Troy Christenson tchrist9@fau.edu

Introduction

There are many methods libraries and Interlibrary Loan operations pay and accept payments for services, shipping, lost materials and other activites or needs. Most libraries have methods in place to handle money. This can be through the library itself or another part of a larger organization. The primary methods of paying or receiving money are: Cash, Credit or Electronic Funds Transfers. Interlibrary loan operations rarely handle money as they are almost always a department in a library so they must operate within the methods and procedures of the library or organization they are affiliated with. Following are some methods and examples of some typical methods of handling payment options.

Reciprocal Agreements – Non Payment

Reciprocal Agreements can be set up between institutions or become a member of a ‘freeshare’ lending group such as OCLC’s Libraries Very Interested In Sharing ([1] LVIS participation agreement [2] Your institution may have membership in organizations like Lyrasis which provides free lending among members [3] Your library may participate in a statewide free sharing agreement or a consortia.

Cash

Cash is typically handled at the circulation desk of the library and is the result of overdue materials or lost items by the borrowing library. Cash is accepted and the patron account updated either manually using a cash register or through the library management system (LMS) or Integrated Library System (ILS) a record of the transaction is generated and a receipt produced for the person making the payment as proof of payment. Today many institutions also take checks, credit card and electronic check payments. Each institution has a set of policies and procedures for handling payments. Some institutions use a centralized cashier to handle all cash transactions.

Examples: University of Michigan – [4] Missouri State University – [5]

Baltimore County Public Library – [http://www.bcpl.info/services-policies/policies-procedures#fees-fines-overdues ]

Credit Card & E-Checks

The library or organization may already have credit cards to pay for fees and be able to accept fees directly with the credit card companies. Others may use third party programs to accept payments.

There are many programs available and include: Pay Pal – [6] Authorize.Net – [7] TouchNet Academic Ucommerce – [http://www.touchnet.com/web/display/TN/Why+TouchNet

] Interlibrary Loan example of TouchNet at Florida Atlantic University – https://epay.fau.edu/C20081_ustores/web/index.jsp

ACH

ACH (Automated Clearing house) [8] ACH is a mechanism to Transfer funds Electronically (EFT – Electronic Funds Transfer). An ACH entry begins when a Receiver authorizes an Originator to issue an ACH debit or credit to a bank account. Anyone can use ACH if the bank routing information is available. It can be person, your local cable company, charity or your employer. For ACH to be legal, the originating source must receive written (ARC, POP, PPD), email, verbal (telephone), or an electronic (WEB) authorization from the Receiver. An example of an ACH authorization form for Florida Atlantic University is available at: [http://www.fau.edu/controller/accounts_payable/pdfs/ACH_5.pdf ]

W-9

A W-9 Is an IRS form that many organizations need before they can accept payment. Institutions are considered entities and just like a person’s social security number, it identifies the organization, usually with a Federal Employer Identification number (FEIN). The organizational information is reported to the IRS. At Florida Atlantic University, an IRS Form W-9 must be submitted by all domestic vendors, individuals and sole proprietors to do business. This includes borrowing libraries who need to pay for lost, damaged, Rush Fees, etc. [9]

OCLC IFM

Users can use the Interlibrary Fee Management System (IFM) OCLC ILL Fee Management Service – [10] ILL Fee Management frequently asked questions [11] This system requires both parties to be have OCLC accounts and be registered to use IFM. There is a $1.00 fee charged by OCLC for each transaction, however handling checks and updating records costs significantly more than that. The fees are handled by OCLC and are reflected in the OCLC statistics.

ILL Fee Management is activated on a request-by-request basis:

   The Borrower offers to make IFM payment to the Lender by entering a dollar amount and IFM in :MAXCOST:
   The Lender accepts the offer by entering the same or lesser dollar amount and IFM in :LENDING CHARGES:
   The OCLC system matches these 2 fields and activates ILL Fee Management when the Borrower updates the request to Received.

On your monthly invoice, you will see some or all three of these additional line items:

   IFM library to library borrowing debit-charges your library incurred for borrowing items
   IFM library to library lending credit-credits your library receives for supplying items
   IFM administrative fee-a small fee for completed borrowing transactions

EFTS (Electronic Fund Transfer System)

PURPOSE: To provide information on EFTS and libraries that will accept non-Docline

last updated : May 10, 2012
BACKGROUND : EFTS – Electronic Fund Transfer System

In 1996, the National Library of Medicine (NLM) and the University of Connecticut Health Center (UCHC) EFTS staff worked together to create the Electronic Fund Transfer System (EFTS). EFTS virtually eliminates the need to create invoices and write checks for re-imbursement for interlibrary loans and document delivery between members. Among the advantages are monthly detailed transaction based reports, the ability to handle variable charges and the ability to handle non-DOCLINE transactions.

EFTS website: [12]

EFTS FAQ [https://efts.uchc.edu/EftsPublic/faq.aspx#Q._ Can_I_bill_for_transactions_from_systems_other_than_DOCLINE__ ] EFTS ROI [13]

Mentors list – This purpose of this list is to match up libraries willing to share their experience with EFTS with those newer members. Pick from libraries willing to talk to you about using QuickDOC, ILLiad, CLIO, the File Builder Program or their use of EFTS in general. https://efts.uchc.edu/EftsPublic/mentors.aspx
Disclaimer: EFTS

EFTS serves ONLY as DOCLINE’s billing agent. Any DOCLINE activity outside of billing is not handled by EFTS, but rather via the National Network of Libraries of Medicine (NN/LM) or Docline directly 1-888-FIND-NLM (1-888-346-3656).

Note: libraries willing to charge through EFTS should note on OCLC WRS constant data and Policy Directory that they accept EFTS billing and will charge through EFTS upon request.

Libraries that want to be billed through EFTS should note in the billing and borrowing note fields on the OCLC WRS request.
This is a list of libraries that will accept EFTS payment for non-Docline requests or activities, particularly OCLC WRS transactions. To be added or removed from this list, please contact Paul Drake at pdrake@uguam.uog.edu
OCLC Symbol DOCLINE LibID Library Name State Region

CUX CAUCDA UC-Davis Carlson Health Sciences Library CA 7

CUX CAUUDA UC-Davis Blaisdell Medical Library CA 7

LA3 CAULPO Los Angeles County Department of Public Health CA 7

DB1 CAUOAH Children’s Hospital Oakland CA 7

CAURVS Riverside County Regional Medical Center CA 7 FreeShare

MHF CAUSDM Scripps Mercy Hospital CA 7

UHC CTUCON U. Connecticut Health Sciences Library CT 8

GKO CTUCVH Connecticut Valley Hospital CT 8 FreeShare

GTU DCUGTU Georgetown University DC 2

EMM GAUEMU Emory University Health Sciences Center GA 2

GXM GAUGEO Georgia Health Sciences Univerrsity GA 2

GMM GAUMCR Mercer University Medical Library GA 2

UGU GUUUGU University of Guam RFK Library Guam 7 FreeShare

JFE ILUNCP National University of Health Sciences IL 5

LBD LAULSB Lousiana State University School of Veterinary Medicine LA 5

EYM MIUMIC University of Michigan MI 3

MZF MTUMOT Montana State University MT 6

NPS NCUZFX University of North Carolina at Pembroke NC 2

OCM NEUCRU Creighton University Health Sciences Library NE 4

UNM NEUNEB University of Nebraska Medical Center NE 4

VXI NYULUZ Iona College NY 1

VVL NYUMTS Mount Sinai School of Medicine NY 1

YCI NYUNCN New York Chiropractice College NY 1

VVU NYUNUM NYU Health Sciences Library NY 1

RNM NYUROC U. Rochester School of Medicine & Denistry NY 1

VZR NYURPM Roswell Park Cancer Institute NY 1

HHN PAUHAN Drexel U Health Sciences – Hahnemann Library PA 2

QLX PAUMQL Drexel U. Health Sciences – Queen Lane Library PA 2

PFM PAUPIT U. Pittsburgh, Health Sciences Library System PA 2

USD SDUSOD University of South Dakota SD 3

TMV TXUTAM Texas A&M Medical Library TX 5

VRC VAUTMC Virginia Commonwealth University VA 2