Simpson Library Technical Services

These are monthly payments that pay for the previous months balance. This is not our subscription to OCLC but rather the charges that incurred through ILL.

When you receive an email with the invoice, print it off and stamp the DATE THE EMAIL WAS SENT, NOT when you first open the email. 

Log on to eVA and create a confirming order. Instructions are in the EVA Confirming Orders section. You can just duplicate the most recent OCLC monthly payment.  

Once you duplicate the old order, change this information:

• Name 
  • OCLC Online Computer Library Center M/D/YY-M/DD/YY
• Requestor (you)
• Cost
• Item Description
  • OCLC ILL IFM Debits and IFM Administration Fee for M/D/YY-M/DD/YY.
• Fiscal Year (if it's July)
• Internal Comments
  • 1111-200500-71277-10410
    M/D/YY-M/DD/YY.
    UMW 22-1385

Select your Pcard.

Make sure it is approved before paying the invoice! 

Call the 1-800 number on the invoice to reach the accounts payable office.

When you call you will have to give your credit card information. Try to talk quietly and call when you don’t have any student aides around. If they asks if you want a receipt emailed to you, say yes. 

Print the receipt, eVA order, and invoice twice, one for your monthly folder and one for the OCLC folder.  

**Beginning in October 2023, you can now pay this bill online without needing to call. Use the link in the email to be redirected to the payment page**

**READ**

I paid this one on accident in 2023, but it should actually be paid by the office manager. You might still receive this invoice and it would be good to forward that email to them. I'm just not going to delete the how to instructions because it was a lot of work, okay?

This is the yearly subscription for the ILL and OCLC Connexion service. This will come around July 1 via email.

When you receive an email with the invoice, print it off and stamp the DATE THE EMAIL WAS SENT, NOT when you first open the email. 

Fill out the order approval form for orders over $1,000.

Fill out the IT Ticket Form.

A printed copy of old form entries is in the OCLC Yearly Subscription Folder if you do not know what to fill out each section with.

This order is special, because it is over $10,000, you can't actually pay it yourself, you will need Leigh Penn's gold card. 

Log on to eVA and create a confirming order. Instructions are in the EVA Confirming Orders section. You can just duplicate the previous year's order, but the requestor will be Leigh Penn.

Fill out the following information:

• Name 
  • OCLC - Cataloging & Metadata & Worldshare ILL Annual Subscription MM/DD/YY - MM/DD/YY
• Requestor
  • NOT YOUR NAME!! While you are filling out the form, you are NOT the requestor. Leigh Penn is the requestor, but I advise you to fill this out last because the form will leave your front page if you are to save and exit. You'll have to find it by looking it up by either order name or requestor name to edit it again. 
• Cost
• Item Description
  • Cataloging and Metadata Subscription MM/DD/YY - MM/DD/YY
  • Worldshare ILL Subscription MM/DD/YY - MM/DD/YY
• Fiscal Year 
• Internal Comments
  • 1111-200500-71277-10410
    MM/DD/YY - MM/DD/YY [dates of service]
    Tim O'Donnell approved MM/DD/YY
    CNT#17-650
    IT Ticket #000000

Leave the Pcard empty, Leigh Penn will add her gold card here.

Upload the invoice, IT Ticket approval email, and the 1k order form to the attachments section of the eVA requisition. Leigh Penn needs to know the information as she will be calling and paying.

Add Leigh Penn as an Ad Hoc Approver. 

Beside the STATUS, there is a blue button that says WORKFLOW PREVIEW AND AD HOC. Click the blue button.

Click the person icon on the left hand side.

Click the INSERT APPROVERS button.

Fill out the following information:

• Adhoc Approvers: Leigh Penn
• When: Before
• Pre-defined Rules: Dollar 2 Approver must approve
• Reason: Invoice over $10k.

This is the point where I would add Leigh Penn as the Requestor and then Submit for Approval. 

I don't think you technically need to keep any of the documentation for your folders but I do since it's good practice.