The Business Office has created two new updates to help streamline the way you interact with our department.  We are excited to offer these updates to you.  We have updated the Business Supply catalog for online ordering and an enhanced mileage reimbursement form.

One stop + Five steps = Easy Order Process:

New Supply Catalog will streamline your ordering experience; making it more convenient to order a variety of business supplies.

1. Visit the Business Supply Catalog: http://my.metrolibrary.info/drupal/business_supplies [1] (Resources > Supplies > Business Office Supplies)
2. Search for the items you are needing (or filter by category)
3. Make an option selection (e.g. size, color), enter the quantity needed and push “Add to cart” button.
4. Ready to check out? Visit your Cart and click “Checkout”.  You’ll then be asked to enter your first and last name, department, and phone number.  If you want, you can include any comments.
5. After you’ve added the needed information, click the “Review Order” button.  Confirm the information is correct and then push the “Submit Order” button.

That’s it!

Things to Know:

• Access to over 450 products organized by category
• The catalog will feature a category dropdown with 18 supply categories such as: Labels, Ink and Toner, Pens Writing and Correction, etc.
• A brand new Advanced product search — search for products by using the search box.
• To complete an order you must be signed into MyMetrolibrary.  Don’t know your account info?  That’s okay click here to learn more [2].
• All items have an image, description, quantity field and an “Add to Cart” button.  Some other items include attributes, which is a fancy way of giving you purchase options.  You’ll recognize these attributes by the drop-down menu, checkbox, or radio button; they are typically, size or color options.
• You will receive a confirmation email of your supply order.
• The new system will calculate price of all of your items for you automatically!  You will not need to stress over math, we’ve taken care of that for you!
• All orders received before 1:30pm on Tuesday will be filled by the Business Office on Wednesday.  Any orders received after the 1:30 deadline will be filled the following week.
• Starting in FY 14-15, you can monitor your 303 Supply Room account online, anytime!  More information will come out closer to the launch.
• The Business Office will no longer email the items sent unless an item happens to be on backorder.    The email you receive from the system will act as your confirmation.
• The supply catalog is built using the same platform as our Marketing Supplies, Tech Processing Supplies, and Volunteer Recognition Closet. So if you’ve ordered any of those supplies before, you’re already equip to use the new Business Supply catalog.

If you have any questions or comments, feel free to contact Lisa anytime.

No More Boring Mileage Form!

The Business Office has dedicated itself to understanding the needs of the internal customers of the MLS.  We have built a brand new mileage reimbursement form to meet those needs.  This form will allow us to streamline our processes to provide better service to you our customer.

Here are some of the highlights and important changes:

• The ability to save this form for future use.  This will save tons of time each quarter.
• Enter your mileage with an itemized listing or with an odometer report.
• The Itemized mileage form will automatically calculate the distances between two library locations using the approved mileage chart.  So you will no longer need to flip back and forth and copy the mileage, the form takes care of it for you!  Simply and easily!
• Visit page 3 to have a brand new mileage form experience.  For years, internal customers have had to maintain several different logs to show mileage from their home to other library locations.  Page 3 allows you to customize your mileage to all of the library locations and set your Normal Commute mileage.  Now that you can save the form, you will only have to set this form up once!
• Visit a particular vendor or location not listed?  On page 3 you have the option to add five User Defined Locations.
• Messed up on an entry?  No worries with a clear line button at the end of each line, you do not have to live in fear the form is not working, just hit the button to start over.
• Clear an entry page at the end of the quarter to start over again.
• Add mileage by stop instead of by total trip.  Each stop in your trip will be recorded on a separate line.  (e.g:  Home to Service Center, Service Center to DN, DN to NW)
• Once you are finished adding the mileage, the form will automatically calculate your total distance and amount eligible for reimbursement.
• On the Odometer Report, you can add your normal commute to any line to subtract from your Odometer readings.  This subtraction will happen automatically once the Starting and Ending and normal commute mileage figures have been added.
• Beginning on April 1st, mileage will be paid on a quarterly basis.  This will hopefully reduce the number of small checks printed by our library system and amount of staff involvement for smaller checks. You may save all of your mileage and submit it in the months of January, April, July, and October or you may submit anytime along the way and the Business Office will hold the approved mileage in a form until the end of the quarter.

This new form will be the only form accepted for reimbursement.  All others will be returned for revision.  If you need assistance, please contact Jeffery Mullins (606-3798).  Thank you for assisting us in this change.

Please visit the updated form to play, save, and learn more [3].  Also, feel free to view the Getting Started Guide [4].