Purchase from the Stockroom
1.) Maintains inventory levels to meet University requirements and compliance with applicable procurement laws or guidelines. Items available at the Stockroom must not be purchased from any other source (Policy #PUR-8.00).
2.) Completes the Stockroom requisition form filling in the following information: date, speedtype, stock number(s), quantity by unit of issue, description, location of delivery, requester and phone number. Submit the form; upon completion it will automatically go to the Stockroom service account.
3.) When ordering tax free alcohol, complete the Lab grade alcohol requisition form following the procedure above, but include the name of the person authorized to order alcohol. submit the form; it will go to the industrial grade alcohol service account.
4.a.) If the Stockroom requisition is sent by email; Stockroom personnel will print the form, verify the required information and fill the order by entering the date the order is filled, quantity shipped and initials of who filled the order. The order is prepared for delivery (packed, sealed, etc.), with the number of cartons noted on the order with the original copy accompanying the carton(s), the goods are then moved to a holding area.
4.b.) Alcohol requisitions must be sent via email to the industrial grade alcohol service account. The order goes to the appropriate buyer who in turn approves and forwards it to the Stockroom. Upon approval the order is filled in the manner described above with serial numbers.
5.) If the department picks up supplies at the Stockroom (non-alcohol orders only), they can either bring a completed requisition or fill out one at the Stockroom. The above steps for preparing and filling out a requisition will be the same, however, the supplies will be signed for by the person picking them up.
6.) A copy of the requisition is filed in a file for all orders that are delivered.
7.) Loads packages from Stockroom and delivers to various departments. Gets the original requisition signed by receiving departments. Orders will be delivered within 24 hours after the requisition is printed.
8.) Checks the number of cartons as noted on the stores requisition and signs original requisition for amount of cartons only. Upon checking contents of packages against the requisition, if there are any discrepancies, notifies the Stockroom immediately at 852-6253.
9.) Returns signed copies of stores requisitions to Stockroom.
10.) Checks signed copies of the Stockroom requisition with file copies to verify that all have been returned.
11.) Enters all issues into the MAXIMO system daily, once supplies have been delivered.
12.) All transactions are batched on a weekly basis with a final batch for the end of the month if it is on a day other than Friday. Each batch is processed in the PeopleSoft system for journal entry to charge the departments and credit stores.
13.) Checks RDS reports to verify billing and dollar amounts.
A Stockroom catalog can be found at Stockroom Product Listing. Departmental charges will include a mark-up of an amount necessary for the operation of the Stockroom. Specific percentage "mark-ups' are determined by the Director of Procurement Services, with concurrence of the VP and Chief Financial Officer.