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Annual Account Reconciliation (AAR)


Summary

Once a year, Alliance members reconcile accounts and reimburse each other for lost and damaged materials.

  • Lost items are defined as items checked out to a Summit patron with a due date that falls in the AAR accounting year, April 1 through March 31.
  • Damaged items are defined as items reported damaged in the AAR accounting year, April 1 through March 31.
To avoid separate payments to every other member, Alliance staff will calculate the net difference and inform the members how much is owed to the other members.

Documentation/Process/Procedures

New for 2019:  The AAR timeline, schedule details, procedures, reports, and FAQ can be found on the AAR Documentation Site

Overview

  • List of problem items
    1. Reporting period is always April of the previous year through March of the current year: 4-1-xxxx through 3-31-xxxx
    2. Alliance Resource Sharing and Fulfillment Program Manager (RSF PM) creates a "problem" list at the consortial level.
    3. Libraries search for and troubleshoot items on the list where they are the lender.
  • Search
    1. Members run reports of items for both lending and borrowing, searching their library for items on both lists.
    2. Members review and update their lists in Alma, checking in found items from lending, and returning borrowed items.
    3. Members also report any irreparably damaged item to the RSF PM.
  • Master reimbursement list
    1. RSF PM generates and shares the Alliance's master list of items, including any manual updates.
    2. Members have two weeks to work through any remaining problems.
    3. At the end of that two weeks, the RSF PM makes the final adjustments and posts the list as final for invoicing and billing.
  • Record clean-up
    1. Borrowing libraries do patron record work, patron billing, clear patron records.
    2. Lending libraries complete item record work.
  • Payment
    1. Alliance prepares a report, to be used as a bill, for each institution owing money to other institutions ("net owed").
    2. Owning institutions make payments to the Alliance.
    3. The Alliance issues checks to institutions that are due money ("net due").