A.    Purpose.

Establishes University policy and procedures regarding purchases of items stocked in Central Stores.

Applies to all University departments and activities.

Central Stores provides items that are purchased on a repetitive basis to the University community in a more timely manner, and usually at a better price than would be available with individual purchases.

Central Stores carries a wide range of general office supplies, computer supplies, housekeeping supplies, maintenance supplies, and certain equipment items (such as desks, file cabinets, and calculators).

If Central Stores has the item in stock, University departments and offices are required to order the item from Central Stores.

D.    Procedures.

1.    Determination if Item Should be Ordered from Central Stores.
Before ordering from another source, a department must first determine if the item is available in Central Stores. The availability of a specific item may be determined by accessing the Central Stores Ordering System.

2.    Central Stores Ordering System.
All Central Stores orders must be processed by the department through the Central Stores Ordering System. The Central Stores Ordering System enables a department to electronically determine if a specific item is normally carried in Central Stores, the quantity currently available, and the price of the item. The system also allows a department to electronically place an order with Central Stores, with charges for any items purchased being billed directly to the departments electronically.

3.    Exceptions to Use of Central Stores Electronic Ordering System.
Departments will be allowed to order from Central Stores without using the electronic system only in the following circumstances.    In the event the department or activity has an emergency where it is necessary to order from Central Stores when the computer system is down, contact the Central Stores Supervisor for instructions.

 

4.    Additional Assistance Available.
If further assistance or training is needed in the processing of Central Stores orders, contact the Central Stores Supervisor.

5.    Authorization ID/Password.


It is not necessary to have an authorization ID/password to check availability or price of items in Central Stores. However, an authorization ID/password must be entered if an item is to be ordered.

6.    Grouping Central Stores Orders by Account Number and Object Code.
Only one 10-digit University account number may be utilized on any electronic Central Stores Order. Therefore, a separate order must be prepared for each account number and object code. For example, supply items must be charged to the appropriate 2000 object code (2690, etc.) and a separate electronic Central Stores Order prepared for each object code. Equipment items must also be processed on a separate electronic Central Stores Order. Equipment ordered from Central Stores should be charged to object codes listed below:

- 5110 (non-capitalized office equipment with a cost of $100 but less than $1,000)

- 5150 (capitalized office equipment costing $1,000 or more)
 

7.    Central Stores Order Number.
It will be necessary to provide Central Stores with the computer-assigned order number if the order should need to be tracked. Therefore, prior to electronically sending the order to Central Stores, you should do either of the following:
- Use the "print screen" command to print a copy of your Central Stores Order, or
- Record the order number if you do not have a printer to produce a copy of your order.
 
8.    Pickup of Order by Department.
In the event a department wishes to pick up an order, process the order electronically prior to going to Central Stores. In the "Deliver To" field, type in "pick up."

9.    Delivery and Receipt of Items.

a.    Unless it is indicated that the department will pick up the order, Central Stores will deliver the order within eight working hours from the receipt of the request.

b.    When the item(s) are delivered, the department will sign the Central Stores Order to indicate receipt and will retain the last copy of the Central Stores Order for billing records.

c.    Departments should check orders for accuracy on the same day of receipt and notify the Central Stores Supervisor immediately when errors are detected.
 

10.    Returns.
Returns must be requested within two days after delivery. If a valid need arises to return an item, notify the Central Stores Supervisor for preparation of a credit memo and to arrange pick up by Central Stores personnel.

11.    Central Stores Billing.
All orders will be charged directly to the department within two working days after delivery. Other than the copy of the Central Stores Order retained by the department at the time of delivery, no additional billing copy of the Central Stores Order will be furnished unless the Central Stores Order required changes.

12.   Requests that Additional Items be Stocked.
If there are any items you would like to see stocked in Central Stores, notify the Central Stores Supervisor of the item and the anticipated quantity used within 12 months. While all requests may not be honored, all will be considered and suggestions are always welcomed.