Monthly Reporting on Digitization Projects

Monthly Reporting on Digitization Projects

To HL Financial Services:

In the first few days of each month, and before the month-end financial closing date, Patron Services will deliver the following:

1. A journal for all work billed to 33-digit Chart of Accounts codes to: Leah Nickel.
2. A report of all Allocation spending broken down by month and repository - to: Tom Becker.
   
   1. Chart of Accounts coding for FAS/HCL Allocation work, when available, will be stored in a spreadsheet updated by Imaging Services staff, and shared with Preservation managers, financial services, and select repository staff.
   2. When no coding is available, a "dummy code" of 33 nines will be entered.
3. A quarterly journal to pay credit card fees incurred.

To financial contacts at each repository:

In the first few days after the month-end financial closing date, Patron Services will deliver the following "repository specific" Aeon reports to financial contacts at each repository. Reports will only be generated and sent if work of that type has been completed in the billing month.

Patron Services and Imaging Services staff will communicate with project managers to determine the appropriate recipient(s) for each repository. This financial contact should be entered into the Notes area in the Activity Information window in Aeon.

Aeon Reports:

1. "Project Reports for Repository Partners Fee-for-services-funded" for work being charged directly to a CoA billing code.
2. "Project Reports for Repository Partners Allocation-funded" for work being charged against an Allocation budget.

The following text, supplied by Imaging Services, will be included with all reports sent to owning repositories covered by the FAS Allocation:

For Harvard College Library repositories, HCL Finance will journal charges based on project production data provided by Imaging Services. Accounts are drawn upon once a month for production batches completed by Imaging Services. For questions about transactions posted against your accounts, please contact Stephanie Taylor, Senior Accountant at <stephanie_taylor@harvard.edu> or by phone at 617-496-4691.

For all other questions, please contact Imaging Services at <imagingservices-list@lists.fas.harvard.edu>.