Options for Paying the Bills

Option 1: The Foundation pays the bills

Strictly as a courtesy, the Foundation offers to pay the vendors directly. Some library directors or Friends groups are relieved to avoid having money funnel through the local governing entity. This is entirely up to you and your decision-makers. If this option is chosen, the librarian will need to forward the vendors’ invoices to the Foundation promptly upon receiving them, starting with any requests for deposits.

We make it easy to track payments. The Foundation sends a payment verification letter to the library every time a payment is issued on their behalf. These letters also provide an easy method to track all payments.

Option 2: The Library/Friends group pays the bills

If the library opts to pay their own bills, the Foundation will release grant funds, in full, upon receipt of the final invoice after delivery and installation. This means that the library/municipality must cover the deposit payments and reimburse themselves when the grant check arrives.

What to Expect: Different vendors may have different PO processes. Some use online PO systems, some may have several forms to complete while others may only require you to sign the proposal for the furniture, fixtures, and equipment (FFE) they provided.

You will have a point of contact with each vendor for all communications and to coordinate timing of delivery and installation. They can also assist you with completion of your purchase orders.

Tips for success

Complete your purchase orders in a timely manner as most vendors do not place your order until they receive the deposit.