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PLEASE NOTE THAT OUR ABILITY TO RETURN MATERIALS TO VENDORS UNDER ANY CIRCUMSTANCES IS DIRECTLY RELATED TO THE SPEED WITH WHICH WE PROCESS THE RETURN AND THE INVOICE. THESE MATERIALS SHOULD BE GIVEN PRIORITY PROCESSING.
The nature of approval orders encourages the return of all rejected titles. There may be more restrictive guidelines for some Latin American approval materials, due to the cost of returning these shipments.
The receiver has the option of asking the library/bibliographer whether they are willing to pay for the material on their funds and have it added to the collection. If they want the material, pay on library fund and process for the collection.
If the library does not want the material added to the collection:
OS has the discretion of returning errors to VENDORS with easy, self-credit arrangements, as long as the material is not designated as Nonreturnable by the vendor.
OS will pay (on OS fund) for all other items costing less than $25 and dispose of them.
Materials received due to OS error:
OS may request permission to return. If permission is not granted, OS will pay for and dispose of the item.
Materials received due clearly to vendor error:
OS will return errors to VENDORS with easy, self-credit arrangements.
OS will notify vendor of error, and make arrangements for return. OS should request that vendor pay return shipping.
Disposal of materials: In recent years, VENDORS have become more restrictive regarding the materials they will allow us to return for credit. More items are designated as "Nonreturnable" by our vendors. Materials that cannot be returned, that are paid for on RS funds, may be offered to the libraries to dispose of. It is usually assumed that, if the library wishes the material added to the collection, it will be paid for on their funds. However, this point is certainly negotiable.
Whenever possible OS will pay (on OS funds) for rejected items being returned to the vendor for future credit. This will avoid tying up library book funds unnecessarily. For reputable, major vendors, OS will process the invoice for payment in anticipation of future credit. For all other vendors, OS will hold the invoice awaiting the credit memo. We will deduct the item from the invoice ONLY with prior permission and under extreme circumstances.
The OS fund to be used for discards, returns awaiting credit, and materials under the limit to return is 10-02-9010. See Mary Ellen if there are any problems in using this fund.
10/31/2002; mew