Cost Exceeds Encumbered Amount

Order Services should consult with the ordering bibliographer* whenever the cost of an item exceeds the encumbered amount, as follows:

*For Central, Peabody, Management, and Science

For Music, follow these guidelines:

Books	$35 or more
Scores	$20 or more
CD's	$10 or more

 

These prices, and this procedure, should be followed for firm orders, new serials/periodicals, and backfile orders.

If the vendor reports a price increase prior to shipping:

If the vendor reports to us that the cost of an item will be higher than expected, and the increase meets the above criteria, OS will check with the bibliographer. If the bibliographer wants the material at the increased price:

1. Change the amount in the "Unit Price" field to the higher price.
2. Add a note to the OSCOMMENT field: "Price increase ok per (bibliographer); (your initials) (date)"
3. Confirm with the vendor that the material may be shipped at the increased price.

If the bibliographer does NOT want the material at the increased price, notify the vendor immediately. Be sure to close the order, or search another source at original price, if appropriate.

If the material is received with an invoice for more than the encumbered price, and the increase meets the above criteria:

Notify the bibliographer of the price increase. If the bibliographer confirms the higher price:

1. Change the amount in the "Unit Price" field to the higher price.
2. Add a note to the OSCOMMENT field: "Price increase ok per (bibliographer); (your initials) (date)."

If the bibliographer does not wish to pay for the material at the higher price, consult the vendor to request permission to return. There may be times when the material is not returnable, but the bibliographer does not wish to pay the higher price. It may be necessary to negotiate a return with the vendor.

 

Note: You may find that the difference in price is due to the failure to convert the price from another currency. Unless the difference is significantly more than just the difference in currency (meeting the above criteria AFTER conversion):

1. Change the amount in the "Unit Price" field to the corrected/converted price.
2. Add a note to the OSCOMMENT field: "Price increase due to conversion; (your initials) (date)."

 

07/22/2003; mew ; updated 07/18/2008 tac