Acquisitions Department

CLAIMS PROCEDURES

If vendors have not supplied materials or reports within a reasonable period (90 days for U.S. items; 150 days for foreign), then claims are filed.

1. To prepare a claim follow these procedures:
1. Pull the vendor card from the vendor file.
2. Check the invoice file to see if material has been shipped by the vendor or if the invoice has been received (indicating the material has been shipped).
3. Check shelves where materials are held while awaiting invoices, credits, or permission to return. (On firm order hold shelves)
4. Re-check availability of materials (Books in Print, etc.) and verify vendor's address.
5. For all expensive, foreign, or unusual titles, check the online catalog again to see if material perhaps has been received from another source.
6. Using the vendor card the Clerical Assistant will prepare a DRA claim form.
7. The Department Head proofreads the claims.
8. The Clerical Assistant places claims in window envelopes for mailing.
2. If within a reasonable period of time (6 months for U.S. items; 1 year for foreign) the order is still outstanding, a second claim may be filed. Repeat procedures 1. A-H, but stamp the claim form in red ink "second notice."

Send questions/comments/suggestions to Foster Bunday Acquisitions Department | The University of Memphis | University Libraries 126 Ned R. McWherter Library | Memphis, TN 38152-3250 Phone: (901) 678-2203 | Fax: (901) 678-8218