Finance

• Bookmobile staff are required to submit Travel Reimbursement Forms that are completely and correctly filled out and signed. Help in filling out his form online is available by clicking this link.

Bookmobile staff may report their private vehicle mileage using the Utah State Division of Finance Private Vehicle Usage Report for Reimbursement form. This form may be used ONLY if NO other expenses (e.g. meals or hotel) are being claimed. Please keep in mind that use of a private vehicle for State business requires the prior approval. Click here for a summary of required fields on this form.

Use of private vehicle requires PRIOR approval. All requests for travel and private vehicle use should be sent to your supervisor. Private vehicle use reports should also be sent to your supervisor at USL for processing.

NOTE: A recent change in procedure effective May 1, 2008 has changed the way USL reimburses for mileage when using your own vehicle for authorized State Business and for overtime meal expenses. You will receive reimbursement via PAYROLL not a check from USL.

If you need to be reimbursed for approved misc. expenditures, please submit a "Payment Request" form to your supervisor for approval and processing. As usual, receipts are required.

• Effective July 1, 2007 bookmobile staff must comply with State Purchasing Policies and Procedures as outlined in the Policies and Procedures section of this web site.
  
  
• When purchasing office supplies, Office Depot will send the original invoices directly to finance at the State Library. There is no need for bookmobile staff to get an additional copy of Office Depot invoices. Just send in the packing slips with your library approval stamp and signatures so that Finance can reconcile items received with the invoice. If finance receives an invoice with no matching packing slips finance will send a copy of the invoice to bookmobile staff for approval and signature.

• When making purchases or bookmobile box repairs over $1,000 (except books) contact your supervisor at the Utah State Library. Your supervisor may ask you to use a Telephone Quotation Sheet when making such purchases, but do not proceed until you have spoken to your supervisor.

• Using local vendors to provide products and services to the Bookmobile
  • If the vendor is not already an authorized State Vendor you must arrange to set the local business as a State Vendor
  • Fill out the State of Utah Division of Finance Customer Information Setup form. You will need to gather most of the information from the vendor to complete the form, including if the vendor is incorporated and if they are what kind of corporation. While the information regarding incorporation is NOT on the form it IS needed by Debbie to set up the vendor.
  • Once you have completed the form, send it to Debbie Reese at the State Library business office and she will send it to the State Capital for approval.

Useful Numbers:

Utah State Library Federal Tax number: 876000545

Utah State Tax Commission Exemption Certificate number: E33399

Unit Numbers effective July 1, 2008:

Cache/Rich Counties = 3324
Carbon County = 3325
Multi-County = 3327
Iron County = 3328
Millard County = 3329
San Juan County = 3330
Sanpete County = 3331
Tri-County = 3332
Tooele County = 3334
Utah County = 3335

General Bookmobile = 3336