IAS works with five of the six LC Field plans:
Rio, Brasil - BCAP - Latin America/Antonio Sotomayor - PO olb11111
Cairo, Egypt - MECAP - Middle East/Laila Hussein Moustafa - PO olm11111
Nairobi, Kenya - AfriCAP - Africa/Atoma Batoma - PO ola1111a
Islamabad, Pakistan - PICAP - SE Asia/Mara Thacker - PO olp11111
New Delhi, India - SACAP - SE Asia/Mara Thacker - PO oli11111
*We do not have a field plan setup with Jakarta, Indonesia
Each year, the Field Plans will send documents and invoices to the fund managers, and ideally will copy Acquisitions.
Fund managers may choose to revise their plans, and adjust the prices for the field plans. These documents are usually sent in July timeframe.
By August 15, Acquisitions should confirm with fund managers that they are reviewing and making decisions.
By September 1, Acquisitions should confirm with fund managers that invoices are ready to be paid.
Invoices go to Dustin Reinhart, to ensure they are included in the scanned invoices for the FY; Dustin will pass to Chad Lewis for wire payment for the entire batch of invoices.
If there is a list of serials for the field plan, forward those to Archana Gargya to review.
We get one invoice from each place at the beginning of the year. They go to the selectors directly. They cab make adjustments and send it back; should copy us. Due first of October.
Gather the invoices. Check against allocations as soon as they’re made and make sure the selectors know how much of their budget it will be. Dustin gets the invoices then and pays them. Formerly paid by wire transfer which requires a bunch of extra paperwork from the business office.
Librarian communicates with selectors about the process and the amounts and what has to happen/has happened. Give the serials lists in the invoices to Archana so she can make adjustments to Alma (ceased/cancelled titles, normal serials stuff). Check the amounts.
Shipping costs do not come out of the selectors’ budgets but from postage. We pay before we receive the materials.
Do rough count of volumes that come in and save it somewhere – this isn’t recorded anywhere else.
Once they come in we catalog. Let Mara come down and streamer because things will go to different locations. Children’s books to S collection, other things go to Ricker. Antonio doesn’t need to be notified for serials, but if there are monographs we should email him to look at them; he may or may not do this. Laila wants to review.
Boxes may have been sprayed with pesticides.
Use the general email for each office. William Kopycki knows how the whole thing works. Get the invoices to Dustin by September 1 because it’s wire transfer and also because the money isn’t encumbered so needs to be spent