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Book Ordering Checklist
Review the most current version of the Book Supplier Profile. Federally funded programs must purchase books from RIF approved vendors. If you still need help finding a company that meets your program's needs, contact your program specialist or correspond with other coordinators about their vendors.
- Review the most current version of the Book Supplier Profile. Federally funded programs must purchase books from RIF approved vendors. Contact your program specialist if you need a current Book Supplier Profile, help finding a company that meets your program’s needs, or correspond with other coordinators about their vendors.
- Request catalogs and review copies from Book Suppliers. You may also receive unsolicited catalogs.
- Decide how to manage book orders. Will you purchase all of your RIF books at once or prepare separate orders throughout the year?
- Meet with your book selection committee. Before reviewing catalogs and sample books, inform the committee of your program's average price per book, the number of books you'll need, the ages of the children, as well as any particular interests they've demonstrated. Always provide a 10% "cushion" of assorted books so that every child has a choice! (This committee must have at least three members.)
- Finalize your order. If the RIF discount is not reflected by the Book Supplier's catalog and order form, be sure to apply it to your total order. If your chosen suppliers do not offer free shipping, anticipate those costs.
- Calculate the federal share and your local match. Multiply the total cost (after discount) by 75% to determine the federal share, and confirm that this amount remains in your budget. The remaining 25% of the total is your local match.
- Deal with Backorders. Note on your order form whether backorders (books that are temporarily out of stock) should be canceled or shipped when available. Backorders may not arrive in time for your distribution. You may instruct the Book Supplier to make age/price appropriate substitutions for any backordered titles.
- Submit your order (at least 6-8 weeks before your distribution date). Whether you mail or fax an order form to the Book Supplier or place your order by telephone, keep accurate records, including the date the order was submitted.
- Confirm receipt of your mailed or faxed order with the Book Supplier. Request an estimated ship date.
- Confirm shipment of your order. On the estimated ship date, check the status of your order with the vendor.
- Inventory the shipment. Check the books you receive against your original order. Contact the Book Supplier immediately if there are any discrepancies.
- Submit your invoice to national RIF within 30 days. Send all pages of your itemized invoice, and be sure to complete and sign an Invoice Verification Form. Contact your program specialist if you need assistance.
PLEASE REMEMBER:
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Books that cost more than $7 after discount are not eligible for federal funding. If you must purchase books over $7, order them separately so that you can handle 100% of the invoice locally.
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Special needs books, like foreign language and bilingual materials, are generally more expensive. Balance books like these against those titles under your average book cost.
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You may provide multiple copies of the most popular titles, but always have a wide selection of books. This gives each child a choice and ensures that you won’t have too many leftover copies of the same title.
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