Parkland created an ordering process that will allow libraries to order physical items, with allotment funds, regardless of its publication date.
In addition, we have included how to submit carts if your allotment funds are spent for the current year and you are looking to order items already published towards your next years budget. These carts can begin to be submitted on December 1st.
The process is as follows:
- Libraries can create three types of allotment carts in ULS and CVS.
- Cart A: Items published between January – November
- Cart B: Items published in December and the upcoming year (NYP)
- Cart C: Items to purchase against next year’s budget-already published (current allotment is completed) start date of December 1st.
- Libraries submit carts to Parkland Finance Clerks:
- Cart B: Libraries MUST comment in the title “Future NYP items” when submitting the cart
- Cart C: Libraries MUST comment in the title “December orders for next year’s budget” when submitting the cart
- Finance Clerks review carts to ensure items are in the appropriate cart.
- If items are in an incorrect cart, they will request library staff fix the error.
- Finance Clerks will process the submitted carts. For Cart B and Cart C they will adjust the over-encumber amounts in Polaris.
To be Noted:
- Libraries should still strive to encumber current allotment dollars by September 30th.
- If libraries would like to know the number of items they have ordered, they must track it themselves. Finance Clerks can only provide dollar amount of over-encumbered.
- Digital ordering still has a cut off of November 30th (order date and publication date)