UNIVERSITY OF PITTSBURGH PROCEDURE 05-05-01
CATEGORY: FINANCIAL AFFAIRS
SECTION: Book and Subscription Purchases
SUBJECT: Textbooks, Instructional Materials, and Subscriptions
EFFECTIVE DATE: November 9, 1993
To outline the process for requesting the purchase of subscriptions to periodicals and
the purchase of books, supplies, or instructional material for sale to students for
classroom use. It also applies to the ordering of copies of department based material
such as laboratory manuals.
This procedure applies to all University departments and student organizations.
III. ADMINISTRATIVE RESPONSIBILITIES
University Departments/Divisions are responsible for initiating requests for purchase of
books, textbooks, and printing of department based instructional materials by the
deadline dates established by the Book Center/Health Book Center and Central
The University Book Center or the Health Book Center is responsible for ordering all
books, textbooks, instructional materials, and supplies sold to students and faculty, and
for making the final decision on order quantities, based on previous history and the life of
the book on campus.
Central Business Services is responsible for the reproduction of instructional materials
sold to students and faculty through the Book Centers or the Central Business Services
A. Books Purchased For Departmental Use
Requisitioner 1. Complete a FORM 0139, Purchase Requisition.
2. Forward the Purchase Requisition to the Book
Center or Health Book Center, as appropriate.
Health Book Center 3. If requested books are in stock, forward to the
requisitioner via Campus Mail.
4. If requested books must be ordered, follow
internal procedures for processing Purchase
a. Upon receipt, mail books to the requisitioner
via Campus Mail.
b. Prepare a voucher coding ticket and forward,
together with the publisher's invoice, to the
Office of the Comptroller, Accounts Payable
5. Charge the appropriate department by
completing FORM 0022 Interdepartmental
Charges. See Procedure 05-06-01,
a. When charging Grant/Contract Accounts
(5-3XXXX-XXX) forward the original Purchase
Requisition together with the
Interdepartmental Charge form to Research
6. Retain the original Purchase Requisition (or a
photocopy in the case of 5a. above) on file.
B. Subscription Purchases - Periodicals Other Than Superintendent Of Documents
And National Technical Information Service
Requisitioner 1. Complete FORM 0014, Disbursement Request.
See Procedure 05-06-03, Disbursement
Requests for instructions.
2. Attach an original and one copy of the publisher's
document (coupon order form, renewal notice,
etc.) describing the desired subscription, its
terms and the address to which the periodical
is to be sent.
3. Forward the Disbursement Request and the
attachments to Research Accounting for Grant/
Contract Accounts (5-3XXXX-XXX), or to
Accounts Payable for all other accounts.
C. Subscription Purchases Through Superintendent Of Documents Or National
Division Requisitioner 1. Complete a Purchase Requisition form (Stock
2. Attach applicable documents described in step
3. Forward the Purchase Requisition, together
with the applicable documents to the Book
Center/Health Book Center.
D. Textbooks and Supplies From External Sources (Publishers, etc.) Which Students
Are Required To Purchase
Health Book Center 1. Each term, notify all Department Chairmen by
mail of deadline dates for processing textbook
and supply requisitions. (FORM 0068, Book
and Supply Form (Exhibit A).
Estimating book requirements for a class is difficult. To avoid overestimated
requirements and resulting monetary losses, faculty members must observe the
Division Requisitioner 2. Complete FORM 0068, Book and Supply Form,
according to the attached Form Instruction
Guide, or submit an E- Mail Book and Supply
form according to the instructions in Exhibit B,
University of Pittsburgh Electronic Mail Form.
3. Consult with the Book Center/Health Book
Center to determine whether a text change
would result in a heavy over-stock which may
not be returnable.
4. Indicate anticipated enrollment for the course.
(The Book Center/Health Book Center will make
the final decision on quantities.)
5. Retain gold copy of FORM 0068, Book and
Supply Form, and forward remaining copies to
the Book Center/Health Book Center.
6. Request desk copies directly from the publisher,
in writing, on department letterhead.
NOTE: In order to obtain the earliest possible
delivery from the supplier, and avoid
inconvenience to students, forward FORM 0068
to the Book Center/Health Book Center as early
Late orders for faculty who have not sent their
requirements should be forwarded as soon as
possible to avoid additional delays.
Properly prepared requisitions returned on time
serve the Book Center/Health Book Center as
guides in buying used books which can be
offered to students at a savings over new book
E. Late Changes
Health Book Center 1. When a departmental textbook requirement is
changed after the book return privilege has
expired, issue a full refund to students.
2. Complete FORM 0022, Interdepartmental
Charges, to charge losses resulting from late
changes to the responsible department.
F. Copying Of Manuscripts Or Other Instructional Materials Which Students Are
Required To Purchase
Division Requisitioner 1. a. Complete and submit FORM 0068, Book
and Supply Form, to the Book Center/
Health Book Center as appropriate.
- If permission to reproduce copyrighted
material is needed, the following
information must be provided:
- Title of publication
- Copyright owner or publisher
b. Complete and submit FORM 0190 PITT
1883, Custom Course Material Copying
Request (Exhibit D), together with a typed
bibliography to the Central Business
Services Copy Cat.
- If permission to reproduce copyrighted
material is needed, indicate on a
Custom Course Material Copying
2. The Book Centers or the Central Business
Services Copy Cat can obtain copyright
permissions. A sufficient lead time will be
necessary to obtain permissions. The manual
or article must be listed as a required text on
FORM 0068, Book and Supply Form or FORM
0190 PITT 1883, Custom Course Material
NOTE: Central Business Services should be
listed as the publisher.
3. Complete the Coursepack Request Form
(Exhibit E) according to the attached Form
Instruction Guide. A Coursepack Request
Form must be completed for each article and
a copyright page provided. Manuscripts or
manuals will not be printed until copyright
permissions have been received.
4. A completed Coursepack Request Form
a. attached to FORM 0068, Book and Supply
Form, and submitted to the Book Centers
with the item(s) to be reprinted
b. attached to the Custom Course Material
Copying Request and submitted to Central
Business Services Copy Cat.
NOTE: The normal time period to receive
copyright permission is four to six weeks.
Manuscripts or manuals will not be printed
until copyright permissions have been
Health Book Center 5. Determine the appropriate order quantities
and prepare FORM 0008, Printing Requisition
and a Purchases Order listing the items to be
6. Forward the Purchase Order and the original
of the item(s) to be reprinted to Central
Services 7. Upon receipt of the Purchase Order,
reproduce the material.
Exhibit A, FORM 0068, Book and Supply Form
FORM 0068 Form Instruction Guide
Exhibit B, University of Pittsburgh Electronic Mail Form (EMF)
Exhibit C, Sample E-Mail Course Book and Supply Form
Exhibit D, FORM 0190 PITT 1883, Custom Course Material Copying Request
FORM 0190 PITT 1883 Form Instruction Guide
Exhibit E, FORM CCC 0002 Coursepack Request Form
FORM CCC 0002 Form Instruction Guide
Policy 05-05-01, Textbooks, Instructional Materials, and Subscriptions
Policy 05-06-01, Interdepartmental Charges
Policy 05-06-03, Disbursement Requests