From time to time, funds may reflect a negative balance, or need to be overriden to allow a purchase order to be edited or adjusted.

1. For "Main Ledger" funds:
   1. Email Acquisitions Librarian to request an override.
   2. Acquisitions Librarian will override the fund.
   3. Once the POL work is completed, notify Acquisitions Librarian, who will remove the override as soon as possible.
      1. This is to prevent accidentally leaving funds on override, which could potentially cause them to go farther into a negative balance.
   4. If Acquisitions Librarian is unavailable, e-mail Head of ACS and cc: Acquisitions Librarian.
2. For "Central Pool" funds:
   1. These funds should rarely be overriden.
   2. If a fund is out of money or negative, selectors should transfer funds from the firm order funds to cover the difference.
   3. Reviewing the total list price of the orders for central pool funds prior to processing is highly recommended.
   4. Orders should be held until funds are transferred to streamline Alma import and processing.
   5. When would rare cases occur?
      1. If there are several un-received orders for print (and only for print), discounts may be applied. In some instances,Acquisitions Librarian may elect to override a fund if the overage is nominal and will be covered by discounts as applied.
         1. POLs encumber at list price, so discounts are not reflected until the POLs are manually updated based on the invoice price.
         2. This should only occur near fiscal year end.
         3. If all the POLs are for e-books, do not override. Selectors will need to cancel or transfer.
      2. If it is a final order (i.e. fiscal year end), the Acquisitions Librarian may elect to transfer funds from within the Central Pool from underspent funds to close out the orders for a given selector.
         1. Example: We have orders in GOBI for $500 worth of titles on fundp-625. The total available in fundp-625 is $450.  We would not ask the selector to cancel. Acquisitions Librarian will transfer from an underspent fund within the central pool to cover. 
            1. Priority should be: 1) funds from the same selector 2) funds from the same division 3) significantly underspent funds from any division
            2. Reminder: The central pool intended to benefit all selectors to purchase new monographic output for local campus needs. For the central pool, Acquisitions Librarian and the Office of Collections have the authority to transfer funds as best benefits the collection and campus constituencies both at fiscal year end, and during the year, as needed, to ensure equitable distribution based on need and/or evidence of regular spending.
3. For special funds:
   1. 95% of the time these should never be overriden!
      1. Selectors will need to be alerted to identify other sources of additional funds.
   2. The only exception would be Acquisitions Librarian working in consultation with BHRSC to triage a critical order where BHRSC confirms availability of funds and/or interest accruals to cover the overencumbrance.
      1. These are very rare, and usually only occur during FY end.
      2. These are most often likely to occur with Special Collections orders - Maps and RBML