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Billing for Lost and Damaged Materials

  • Libraries may invoice borrowing libraries for long overdue and damaged material, but are not required to do so.
  • Libraries invoice as soon as possible to give borrowing libraries the best chance of recovering the funds or material from their patrons.
  • Libraries are strongly encouraged to invoice within 6 months of the due date.
    • Borrowing libraries are not required to pay the invoices submitted more than 12 months after the due date.
  • Please note that while the requirement to invoice and payment within 12 months of the due date only applies to Minnesota public libraries, all MNLINK libraries are encouraged to invoice within this timeframe.
  • Libraries should process invoices for payment promptly after they are received.
  • Libraries should not send an invoice for material costing less than $10.
  • Libraries are encouraged to avoid charging a processing fee (an additional charge over the material cost).

Replacement Copies

Libraries should contact the lending library if a patron wishes to obtain a replacement copy instead of paying replacement costs. Acceptance of replacement copies varies; many libraries have restrictions on the types of replacements they will accept.

Courtesy Returns

With the exception of Interlibrary Loans, which must be returned to the library where they are checked out, materials owned by Minnesota libraries may be returned to any Minnesota library. The Minitex delivery service (including coordinate regional delivery services) will facilitate the return delivery of materials to the owning library. Use the standard Minitex courtesy return streamer or add a note "NOT AN ILL" with the material. Users may still incur overdue charges.

Approved by the MNLINK Operations Committee, November 5, 2020.
Amended by the MNLINK Operations Committee, May 5, 2022.