Materials Reimbursement Policies

• Participating libraries will be reimbursed for the replacement cost of lost book (printed) materials only.
• The lending library must supply documentation indicating:

• The name of the borrower's home library.
• That reasonable means of obtaining the delinquent materials have been pursued, (e.g. overdue notice).

• Replacement book costs must be documented by an overdue claims notice or by a recognized standard book pricing source and cannot exceed $200.00 per item.
• MichiCard Claim Forms may be submitted at anytime during the year. Final requests must be filed no later than October 15. Claims must be for items lost during the period October 1 - September 30.

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Materials Reimbursement Procedures

• The MichiCard Claim Form may be completed and sent to the Library of Michigan at any time or no later than October 15 of the current year.
• The MichiCard Claim Form must include the name of the library of the delinquent person, the book titles and replacement costs.
• Acceptable documentation should support the request for reimbursement. Examples of acceptable documentation are:

• Photocopy of circulation transaction containing the name of home library and book title.
• Photocopy of overdue notice, letter or bill for replacement generated by the library's own automated circulation system. Note that the borrower's name and address must be "blacked out" on all documentation sent to the Library of Michigan.
• Material replacement cost must be supported by standard book pricing information. The library will be reimbursed the average price per volume category (provided by Bowker) unless the library provides other documentation for out of print materials.

• Library of Michigan will provide payment directly to the claiming library.

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Postage Reimbursement Policies

• Participating libraries will be reimbursed only for the postage cost of returning printed materials to a participating MichiCard library.
• The library requesting reimbursement must supply the following information:

• The number of printed items returned.
• The name of the cardholder's home MichiCard library.
• The cost of postage to return those items.

• MichiCard Postage Reimbursement Forms may be submitted at anytime during the year. Final requests must be filed no later than October 15. Claims must be for items lost during the period October 1 - September 30.

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Postage Reimbursement Procedures

• The MichiCard Postage Reimbursement Form must be completed and sent to the Library of Michigan.
• The authorized person must sign the form to verify that the postage claim is true and accurate.
• Library of Michigan will provide payment directly to the claiming library.

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This policy reviewed 01/09/2008.