THE UNIVERSITY OF NORTH CAROLINA AT ASHEVILLE
POLICIES AND PROCEDURES MANUAL
No. 2
Date 3/23/98
Page 1 of 4
Approved
Subject: Central Stores and Warehousing Operation
GENERAL
The University maintains the Central Stores inventory to provide
immediate availability of commonly used supplies for all university
departments and to obtain generally lower prices and reduced shipping
costs. In order to maintain these cost efficiencies, it is campus policy
that items available from Central Stores must be ordered from
Central Stores. The Central Stores periodically issues a catalogue of
items stocked. Quarterly updates of office and housekeeping supplies
stocked by Central Stores are available on the VAX Gopher system.
State purchasing regulations require Central Stores purchase much of
its inventory from state contract vendors; this requirement is reflected
in the brands, models, and prices of merchandise stocked. In addition,
in compliance with the July 28, 1992 Governor's Executive Order
mandating the procurement and use of recycled products, Central
Stores replaced standard items with recycled items wherever possible.
At times recycled items cost slightly more than nonrecycled
equivalents; however, all state agencies are under mandate to use
recycled items. If a recycled item in the Central Stores stock does not
work for a particular departmental purpose, department personnel
should contact the Central Stores Manager at ext. 6821 for assistance
in obtaining an item which does work. It should be noted, however, a
cheaper price is not sufficient justification for using nonrecycled items.
PROCEDURES
Adding items to stock. New items are added to the Central Stores
stock in one of the following ways:
Requests for stocking of the item are received from several campus
departments.
A specific department with need for a large annual volume of an
office supply item but no place to store it may request the
storeroom stock the item and guarantee a minimum annual usage.
The Purchasing Department may recognize a significant number of
orders for a particular supply item are being placed to local outside
vendors and suggest this item should be stocked in the Central
Stores inventory.
A small quantity of a new item is ordered and advertised on
campus on a trial basis when it appears to the Central Stores
Manager the item would probably have campus appeal.
Items may be added to the general repairs warehouse inventory at
the request of any Facilities Management manager, with the
approval of the Facilities Management Director.
Deleting items from stock. Items are deleted from stock when a
study of usage information makes it evident the item is no longer being
utilized significantly. The decision to delete an item is made by the
Central Stores Manager or Facilities Management Director.
Orders. Central Stores orders may be placed in any one of several
ways:
a. Orders may be sent through e-mail to CSTORES.
b. Office supply orders may be placed in campus mail or faxed to
ext. 6455 on a Central Stores requisition form.
c. Walk-in orders may be placed at the Central Stores window.
Examples of format for e-mail and supply requisition orders are
attached and are included in the Central Stores catalogue, which is
available by calling the Central Stores desk (ext. 6703) or by e-mail
request to CSTORES. Account Number, Department, Item Number,
Description, Stores Unit, and Quantity desired must be included on
any type of order. A separate requisition must be supplied for each
expense code: office supply products (2600), computer supplies
(2990), etc. Note that prices are not listed in the Central Stores
catalogue due to the constant fluctuation in prices; instead, prices are
updated at least quarterly on the Central VAX computer. To access
the current price list, go into the main administrative computing
services menu, select Gopher, choose the Facilities and Services
option, on that menu choose Facilities Management, and the Price List
is the second option on the Facilities Management menu. Those who
do not have access to the VAX may call ext. 6698 and ask for a copy
of the most recent price list.
Housekeeping orders are collected and brought to the warehouse on
Tuesdays, for selection and boxing to be picked up on Wednesday
afternoon; other Facilities Management service personnel are asked to
have orders for materials for truck restocking and for the next week's
work orders to the Central Stores on Thursday afternoon, to be selected
and boxed ready for pickup on Friday afternoon.
Delivery. Whenever possible, office supplies are delivered soon after
orders are received. In times of heavy workload, however, office
supplies will be distributed on campus on Tuesdays and Thursdays,
with each building having an assigned day.
Tuesday Deliveries Thursday Deliveries
Rhoades Weizenblatt
Robinson Phillips
Highsmith Ramsey
Founders Justice
Lipinsky Zageir
Karpen Owen
Vance Belk
Carmichael
Orders received later than 12:15 p.m. on the day before a department's
scheduled delivery date will ordinarily be held for the next week's
delivery, unless the campus department chooses to send someone to
pick up the items. If for any reason supplies will not be delivered on
the afternoon of the assigned day, the Central Stores Manager will
notify all concerned parties via e-mail.
Returns. Notice of the need to return or exchange goods must be
given to the Central Stores Manager within two calendar days from
the date shown on the signed delivery receipt form. When returning
merchandise, departmental personnel should attach to all returns a
photocopy of the priced invoice on which the merchandise was
received. Return of merchandise purchased from Central Stores for
credit or exchange may be allowed for the following reasons:
Incorrect material delivered. If an incorrect item is delivered due, for
example, to a misunderstanding of the item description or the quantity
in a standard package, the item may be returned after notifying the
Central Stores Manager about the error. The incorrect material will be
picked up by Central Stores personnel, and a credit will be posted to
the university accounting system.
Faulty Merchandise. If an item is defective, the Central Stores
Manager should be contacted immediately. The Central Stores
Manager will contact the vendor of the faulty merchandise about return
or exchange. The Central Stores warranty for any item is limited to
the warranty provided by the vendor and/or manufacturer from which
the item was purchased.
Damaged Laser Cartridges. Occasionally, a new or recharged toner
cartridge will not function properly. For example, a recurring mark
may be printed to a page, or toner may be spewing out of a cartridge.
When it appears a defective toner cartridge has been received,
department personnel are requested to take the following actions:
a. Print 3-5 pages. The vendor requests a print sample in order to
diagnose the problem.
b. Contact the Computer Center (ext. 6445) and let them know
about the problem. Sometimes the problem is in the printer,
rather than the cartridge. They will advise if the problem
appears to be with the cartridge.
c. If the cartridge needs to be replaced, it should be put back in
the original packaging. The felt wand and sample of print
should be placed in the box, as well. Then, Central Stores
should be contacted for pickup.
d. Central Stores will get authorization for return from the vendor
and deliver a replacement to the department; if the cartridge is
determined to be defective, they will issue a credit for the
original cartridge.
Used laser cartridges. Departments are asked to return the cartridge
to the box in which it was delivered, tape the box closed, and attach
the shipping label provided with the cartridge in the delivery box.
When the shipment is ready for return, call the Central Stores desk
(ext. 6703) for pickup. Departments are requested not to return these
cartridges through Campus Mail Services.
Billing. All departments will be charged through the campus
accounting system for supplies obtained from the Central Stores. A
detailed explanation of the Central Stores billing procedure is found in
the current Central Stores catalogue. Questions concerning monthly
bills should be directed to the Central Stores billing clerk, at ext. 6703.Addendum to Policy No. 2
EXAMPLE OF AN E-MAIL ORDER
Item # Unit Description Qty Ordered
12.10 Box/12 Chalk White 2
4.06A Each Pens Roller Ball Med Black 3
Account to be charged: Dept.:
Acct.: x-xxxxx-yyyy
Deliver to: Person/Bldg/Room:
The order will be filled and delivered on your department's scheduled
delivery day. An itemized receipt will be returned with your order.
TO ORDER SUPPLIES VIA AN OFFICE SUPPLY REQUISITION:
To order through the mail, complete an Office Supply Requisition (item #
11.01 in stock list).
An example of a completed requisition follows.
THE UNIVERSITY OF NORTH CAROLINA AT ASHEVILLE
Physical Plant Department
Office Supply Requisition
13172
M & O Use Only
ITEM UNIT TOTAL
NO. QUANTITY BRIEF DESCRIPTION COST COST
13.30 1 Each Toner Cartridge EPS Recharged
13.00 5 Each Mouse Pads
13.20 1 Ctn Computer Paper 20# 14 x 8«
Please deliver to PP 115 B.
DEPARTMENT: Shipping and Receiving TOTAL CHARGE: $
ACCOUNT NO: 2-99999-2990 (computer supplies)
ORDERED BY: John S. Clerk DATE:
RECEIVED BY: DATE:
Do not include prices. Current
prices are located on UNCA's
"Gopher" info system.
A receipt will accompany order.
Please complete a separate
requisition for each expense
code.
Frequently used expense codes:
2110 - Cleaning Supplies
2300 - Educational Supplies
2600 - Office Supplies
2990 - Computer Supplies
5110 - Office Equipment (e.g.
file cabinet)
Our inventory system can bill
only one account/one expense
code at a time.
Return to the UNCA Policies and Procedures page
Last modified: 03 December 1999
Comments to: arthomas@unca.edu