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MINITEX Deposit Accounts
Semi-annual worksheets used for estimating OCLC and additional MINITEX services'
costs are sent out in May and November of each year. The May worksheet covers the
period July through December, and is accompanied by a copy of OCLC's core and
reference services annual price list. November's worksheet is used for January
through June.
The worksheets contain only the major costs for most libraries; the six-month cost
for any additional OCLC services used by a library (and not shown on the worksheet)
should be included on the blank spaces provided on the worksheet. There is also a
page in the worksheet for including charges for non-OCLC products and services to
be deducted from deposit funds. The last page contain lines for INSTITUTION CODE
and grand total. Please be sure to fill these in!
It is important for a library to fill out the worksheet as they are in the best
position to know which services the library will use. If a worksheet is not
returned, MINITEX will estimate the library's costs based on past usage, and this
invoice may be too high or low if the library has any special projects planned or
has recently reduced activity.
It is also important to remember that the worksheet is not an order/cancellation
form. If the library needs to order or cancel products or services, please contact
the MINITEX BATS or AFS units for the proper forms.
The worksheet should be returned by the date shown on the worksheet unless the
library requests extra time. Invoices will be sent out the first week of June (with
a due date of July 15), and the first week of December (with a due date of January
15). It is very important that the invoice is paid promptly as MINITEX must pre-pay
OCLC and other vendors that provide online services to our participants.
MINITEX Statements
Monthly statements are prepared after receiving the monthly detail from OCLC and
other services' vendors. These statements provide information on beginning balance,
credits, deposits/invoices paid, expenses for the month and the month ending balance.
Any expense detail provided by the vendors (there are a few vendors that do not send
individual user detail) will be enclosed with these statements. The monthly statements
are sent out on approximately the 25th of the month following the month in which the
charges are incurred.
A negative figure in the month end "balance on account" line indicates a shortage of
funds. An invoice is generated to cover that month's charges, and two copies of the
invoice (one yellow, one white) are sent along with the statement. The yellow copy
should be returned with payment. IMPORTANT NOTE: This invoice covers only
the amount the library is short for the current month. Additional funds must be sent
to replenish the account through the six-month period. The library may request a
specific amount or MINITEX will estimate an amount needed to cover expenses until
the next semi-annual billing period.