Return Receipts

Author: smoody
Posted in: Circulation Services Group


Patrons may request a return receipt when returning materials at a circulation desk. A return receipt documents that an item has been checked-in by the library and removed from the patron’s account. Patrons can validate an item has been returned by providing a return receipt at the owning library circulation desk. Units should provide return receipts at the patron’s request.

Return receipts can be provided for items shelved at other libraries only if the material is not damaged or incomplete. Inspect other libraries’ material carefully. If a patron requests a return receipt for an item owned by a different library that is damaged or incomplete, DO NOT check-in, inform patron that you can not check in or issue any receipt for such items, and direct the patron to the owning library’s Circulation Desk for help in resolving the problem.

Circulation staff should always:

  1. Print staff name, sign, and date the receipt. Units may also use a property stamp in lieu of staff signature.
  2. Use the Check-In mode to avoid problems with patron confidentiality.
  3. Click CLOSE after assisting each patron to avoid checking in materials for different patrons on the same queue.

Print Receipts: Using the Check-In Mode

  1. Open Millennium Check-In mode.
  2. Check item(s) for damages.
  3. Scan barcode of item(s). View screen to ensure each barcode was scanned (look out for pop-up messages with processing instructions or messages asking you to check for multiple parts, accompanying material, etc).
  4. Click the Print button located on top right of screen.
    -Select Local Printer to print first job after logging into Millennium.
  5. Retrieve receipt, print name, sign, date and hand to patron.
  6. Click Close*.

*Be aware that once you click CLOSE after checking-in materials, you will no longer be able to print a receipt for those items.

Handwritten and E-mailed Receipts:
The Circulation Receipts Task Force recommended discontinuing email and hand written receipts and issuing paper receipts solely using the Check-In (no patron) option.  While this method does not have the benefit of immediately displaying the patron’s information, it does allow a receipt to be produced without potentially sensitive information such as the patron’s barcode (student ID number, employee number).  It also does not require the cumbersome printer changes necessary for issuing email receipts, and removes the problem of one patron accidentally receiving receipts for several patrons.

Receipts for items checked out to more than one patron:
The Check-In (no patron) option is able to issue a single receipt for items checked out to multiple patrons.  Receipts can be issued regardless of who returns the items (spouse, proxy, neighbor).

Legacy Data
Approval Group: CSG
Update Group: Circulation Services Group
Last updated date: 10/25/12

Created: April 28, 2016
Last revised: December 6, 2016
Review date: None set

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