• 1. The Consolidated Services copies of purchase orders (Exhibit 1) for recently tagged equipment are turned into this office for processing.
• 2. Purchase orders are checked to make sure all pertinent information is correct.

• 3. Purchase orders are then entered on an Inventory Update Form after they are coded with the department number and class of the equipment (Exhibit 2) in USC decal number order to insure all numbers have been accounted for.

• 4. The update information is then entered in the computer terminal to immediately update the inventory record.

• 5. If purchase orders are complete, they are filed in numerical order, if not, they are returned to the property clerks so they may tag any remaining items that were not available on previous occasions.

• INVENTORY DISCREPANCY LISTS

• 1. If asked, Consolidated Services will perform a complete inventory of the requesting department. After the property clerks have completed the inventory, they will return to the office with all paperwork.

• 2. The department's inventory list is turned in to office personnel and any corrections are input into the computer terminal immediately to update the inventory records.

• 3. A list of discrepancies (Exhibit 6) is compiled and sent to the department chairman for corrections and must be returned to the Consolidated Services section within thirty (30) days.

• 4. If the discrepancy list is not returned after thirty (30) days, a follow-up letter is sent to the department chairman requesting immediate action.

• 5. The property clerks will research any equipment items found during the inventory but not listed on the department's inventory.

• REGIONAL CAMPUSES

• 1. The Consolidated Services Office maintains inventory records for all regional campuses on items valued at $5000.00.

• 2. Purchase orders received that pertain to regional campuses are assigned USC Decal numbers.

• 3. These purchase orders are used to prepare an Inventory Form #2, Equipment Numbering Receipt (Exhibit 3) or Inventory Property Report (Exhibit 4).

• 4. Inventory Property Report form lists all purchase orders, item numbers, descriptions, USC decal numbers, room and building number that pertain to that regional campus.

• 5. The regional campus will then complete the form with any additional information such as added description, model number, serial number, building number, and room number where equipment is located.

• 6. The Inventory Form #2 or Inventory Property Report is then returned to Consolidated Services and the regional campus inventory records are updated.

• COMPUTER SERVICES

• 1. The Consolidated Services Section works closely with the Computer Services Division in providing up-to-date inventory records.

• 2. Consolidated Services updates all inventory records by using a computer terminal.

• 3. The inventory records are updated on new additions, information changes, and the deactivation of items from the active inventory.

• 4. A number of programs have been formulated by the Computer Services Division to allow Consolidated Services to retrieve a wide selection of information for use in maintaining accurate inventory records.

• 5. The Computer Services Division works closely with Consolidated Services in formulating new programs that will make the inventory system more efficient in the future.

• CONTROLLER'S OFFICE

• . Consolidated Services coordinates its work very closely with the Controller's Office on all matters concerning purchase orders.

• 2. Discrepancies between the way temporary numbers were assigned to a purchase order and the way items were actually tagged have to be resolved with the Controller's Office.

• 3. Cost changes to purchase orders are correlated closely between the Controller's Office, Purchasing Department and the Consolidated Services Section to maintain accurate values of University assets.

• MISCELLANEOUS DUTIES

• 1. The Annual Equipment Financial Report is prepared and forwarded to the System Vice President for Business and Finance upon request.

• 2. Equipment Purchase Orders, Purchase Requisitions, Intra-Institutional Transfers, Inter-Departmental Transfers, Direct Expenditure Vouchers, letters memoranda and all correspondence from departments are on file in Consolidated Services for use by office personnel to ensure all records are correct and up to date.

• 3. Documentation for the transferring of items into and out of the Consolidated Services warehouse is handled by Consolidated Services personnel.

• 4. Correspondence with other state agencies concerning the disposal of surplus property is handled by this office.

• TAGGING EQUIPMENT FOR INVENTORY

• 1. The location and tagging of property purchased by the University is the responsibility of Consolidated Services personnel.

• 2. Equipment is either tagged when it comes through Consolidated Services or after it has been delivered directly to the requisitioning department from the vendor.

• 3. The Controller's Office assigns temporary numbers to items on purchase orders that are classified as equipment and whose purchase price is above $5000.00.

• 4. Copies of the purchase orders with the temporary numbers are sent to Consolidated Services for assignment of permanent inventory decal numbers.

• 5. Temporary numbers are also assigned to Purchase Requisitions, Intra-Institutional Transfers, and Direct Expenditure Vouchers in the same manner as they are assigned to Purchase Orders.

• 6. The inventory decals are pre-numbered in consecutive order and are checked out on a log sheet in the Inventory Office to maintain proper accountability for each decal used.

• 7. When items are tagged, all information as to accountability, description, and location is verified and recorded on the inventory copy of the purchase order and Inventory Report Sheet (Exhibit 4)

• 8. The decal is attached directly to the equipment and the decal number is engraved or written on the item with an indelible marking pen.

• 9. Inventory personnel next record the information a PC database which includes USC decal number and purchase order to which it was assigned. This insures an accurate account of all decal numbers used daily.

• 10. Purchase orders are next turned into the Consolidated Services Office so that the University inventory may be updated.

• INVENTORY OF DEPARTMENTS

• 1. Section 1-49.4 of the Code of Laws of South Carolina makes the heads of state agencies and institutions responsible for personal property under their supervision and requires that such property, except for expendables, be inventoried annually.

• 2. Personal property for the purpose of inventory control is defined as furniture, fixtures, and equipment that has a value of $5000 or greater and each having a useful life of over two years.

• 3. All items Meeting these criteria will be tagged an inventoried.

• 4. Each department at the University of South Carolina is required to take a yearly inventory of the property in its possession.

• 5. Consolidated Services will furnish each department three (3) copies of their updated inventory listing in February each year.

• 6. One copy will be used to physically verify each item and be returned to Consolidated Services within sixty (60) days.

• 7. Items that are on the department's active inventory that are lost, missing, or stolen require approval through the Office of the President before they can be removed from the inventory.

• 8. The University Police Department must first be notified by the department of any items that are lost, missing, or stolen.

• 9. After the Police Department investigation, the department missing the property must complete an Inventory Form #8 - Deletion Request (Exhibit 5) and forward it to the System Vice President for Law Enforcement and Safety.

• 10. That office will take any action required and forward the Inventory Form #8 to the Office of the Vice President for Business and Finance for his action.

• 11. The Director of Law Enforcement and Safety will notify Consolidated Services of the Vice President's decision. Consolidated Services will, in turn, notify the department.

• 12. Consolidated Services will spot check departments of randomly selected items of equipment by computer during the year on an unannounced basis.

• 13. The department's spot inventory list is turned into Consolidated Services and any corrections are entered into the computer to update the inventory records.

• 14. A list of discrepancies (Exhibit 6), if any, is compiled and sent to the department head for action to be taken and must be returned to Consolidated Services within thirty (30) days.

• 15. Any items which are lost, missing, or stolen must be reported to the System Vice President for Law Enforcement and Safety as stated in steps 7 and 9 of this section for removal from the department's inventory.

• 16. If the discrepancy list is not returned within thirty (30) days, Consolidated Services will notify the Director of Purchasing who will, in turn, notify the Vice President for Business and Finance concerning additional steps to be taken in this matter.

• 17. Any items that are discovered lost, missing, or stolen on day-to-day operations must be immediately reported to the University Police Department.

• 18. Consolidated Services will notify the department of any property that inventory personnel have observed as not being utilized so this property may be put into use or turned into the Consolidated Services Warehouse as surplus.

• CONSOLIDATED SERVICES WAREHOUSE

• 1. The Consolidated Services Section maintains a warehouse where each University department may turn in items that are surplus to their needs.

• 2. If these items are in a serviceable condition, they may be reissued to other University departments.

• 3. University departments may make inquiries to the Consolidated Services warehouse at any time to find out if surplus property is available for reissue.

• 4. If a department selects an item it would like to acquire, a price is negotiated between the requesting department and the Inventory Officer, and a purchase requisition (Exhibit 7) is submitted to the Consolidated Services Section.

• 5. Departments are charged a nominal fee for any item acquired through the Consolidated Services Warehouse. This is done to prohibit a department from acquiring items it does not really need.

• 6. The Consolidated Services office sends the purchase requisition to the Consolidated Services office in order for an inter-institution transfer (IIT) to be completed. The IIT will charge the department for the property.

• 7. A department may pick up items or submit a Physical Plant Work Request (Exhibit 8) through the Physical Facilities office and have the moving crew deliver the items to the department.

• 8. The items are transferred to the inventory of the department if they are on the active inventory of the Consolidated Services warehouse.

• 9. Any department turning items into the Consolidated Services Section must complete an Inventory Form #7, Equipment/Furniture Removal Request (Exhibit #9).

• 10. A department may bring surplus items along with an Inventory Form #7 to the Inventory warehouse or submit a Physical Plant Work Request along with an Inventory Form #7 to the Physical Plant and have the moving crew deliver the items to the Consolidated Services Warehouse.

• 11. Any storage of property by the Consolidated Services Warehouse will be short term and must have prior written approval by the Director of Purchasing.

• 12. After a reasonable length of time, items may be declared surplus to the needs of the University of South Carolina.

• 13. Within ninety (90) days from the date property becomes surplus, it shall be reported to the Surplus Property Management Office (SPMO) on a Turn-in Document (TID) (Exhibit 10) for sale. Upon receipt of the TID, the SPMO screener shall physically check the property listed on the TID to determine whether it is surplus or junk. The screener shall affix color coded tags to each item as it is screened to distinguish between the surplus and junk.

• 14. Surplus property coded by the screener as surplus will be separated and this will be picked up by SPMO vehicles. Items classified as junk can be sol but has to be advertised in a newspaper of general circulation for fifteen (15) days in advance of the sale. If inventory chooses not to sell the junk, it shall be trashed or thrown away, hauled to dump or dumpster, etc., provided that these areas are legally approved for such disposal.

• 15. Property that has been picked up by SPMO will be sold by them and State of South Carolina Budget and Control Board Internal Operations will send to Consolidated Services a Notice of Sale of State Property with the Bill of Sale number on it listing property that has been sold (Exhibit 11) and the amount of money credited to the University or returned to the general fund of the state.

• 16. Consolidated Services must write a memo to the University Controller's Office stating the account numbers and amounts in which to credit the money from the sales.

• 17. The University Controller's Office then submits a Form 30, Appropriations Transfer to the Division of General Services requesting the University be credited with the funds from the sale.

• Employees open the packages and inspect the contents for quantity and
• condition. Then the packing list and the purchase order are compared to the
• items received. Next the receiving clerk initials the receiving report.
• This shows quantities received and whether the order is complete. Small
• packages are coded with a letter and number and the purchase order number is
• recorded on a delivery sheet. The receiving report is attached directly to
• orders that are heavy or bulky. Before delivery, a delivery person will
• record the purchase order number on a delivery sheet to keep a record of the
• handling and delivery of materials.

• If the material received is for the Consolidated Services's inventory, the
• order will be checked in by supply clerks who work with office supplies. Two
• clerks will independently check the material for quantity and condition and
• correct description. After the materials are checked in, they will be placed
• on the shelf in the stock area or stored in the bulk.

• When a package is inspected, any shortage or damage will be brought to
• the attention of the warehouse manager. He will contact the vendor and make
• arrangements to correct any discrepancies.

• After purchased materials are delivered to the department and signed
• for, the receiving report is returned to the warehouse. If the order is
• complete, the warehouse manager will sign it and the order will be sent to
• the Accounts Payable Department for payment. If the order is not complete, a
• photocopy of the receiving report will be sent to the Accounts Payable
• Department for partial payment.

• Purchase orders are traced if materials are not received in the
• specified delivery time. Most purchase orders will state an estimated time
• of delivery. If the material is not received in the specified time, the
• vendors are contacted and asked for a delivery estimate. Vendors within the
• state or those with a toll-free number are contacted by phone. Out-of-state
• vendors will be contacted by mail. Tracing uses a form letter for this
• contact. This letter states that the purchased material has not been
• received and requests the expected delivery date. A copy of the form letter
• is attached to the receiving copy as a record.

• Occasionally Accounts Payable will receive an invoice and Consolidated Services has no record of receiving the material. On some occasions, the material has been sent directly to the department. If this is the case, the receiving report will be faxed to the department for a signature. If the department has not received the material, a proof of delivery will be requested from the vendor.

• A. Before any material is picked up by Consolidated Services for return shipment, the department will submit in writing to Purchasing Department the following Information:

• 1. Purchase order number and vendor name from original procurement.

• 2. Complete description, item number and catalog number of material needing return.

• 3. Reason for return of material. Approval for return must be obtained from the vendor before shipment is made.

• 4. Specific location of material to be picked up, such as building, room number and contact person.

• B. After receiving the above information, the Purchasing Department, along with Consolidated Services, will initiate a Material Return Form.

• C. Consolidated Services will make pickup at the designated area.

• D. Freight costs for returning the material will be charged to the appropriate department. Departments should include in their memo requesting shipment insurable value of items being shipped. Also account and fund number must be included.

• Departments placing orders must fill out a University of South Carolina Purchase Requisition form. A sample is enclosed in this catalog, please examine the form to be certain that you follow instructions filling it out. Consolidated Services currently has an electronic catalog which can be accessed through IMS (Information Management System). For those department having access to the Mainframe computer. This information will provide departments with current prices and quantity on hand.

• Instructions are included in this catalog to assist departments accessing this feature. If additional information is needed telephone Consolidated Services at 7-3884.

• Please include the following information on all orders:

• 1. Specify item by catalog number.

• 2. List all items in numerical order by stock number.

• 3. Give complete description of material and unit of issue.

• 4. Prices shown are those in effect at the time of printing of the catalog and are guidelines only. Prices are inclusive of all cost including sales tax. Please do not put prices on requisitions.

• 5. All requisitions require signed approval from the department.

• 6. Department name, building, room number and telephone number.

• 7. Department account number, fund and class to be charged.

• 8. Furniture should be ordered on separate requisitions from office supplies.

• B. Receiving Supplies

• Please inspect merchandise upon delivery. If there is an error, make a notation on receiving document and return via delivery person. Without written notice of discrepancy, a signed receiving record constitutes a complete delivery. Substitutions of similar items will be made in compliance with the latest State Contract. A copy of the delivery sheet of requisitioned materials will be left with the department. This copy shows only items that have been shipped. Any item not listed is back ordered and will be delivered at a later date. Please refer to your receiving document when inquiring about your order.

• C. Return of Merchandise

• Departments desiring to return merchandise to Consolidated Services must do so within twenty-four (24) hours of delivery. Departments must obtain approval from Consolidated Services prior to returning any item(s). For authorization to return material, please telephone Consolidated Services and provide the original requisition number. Return should be accompanied by a requisition requesting credit and stating the reason for return.

• D. Walk-Thru Orders

• If there is an immediate need, a department may "walk-thru" up to five (5) items by hand carrying a requisition to Consolidated Services and picking up the requested material.

• E. Delivery Time

• Please allow Consolidated Services a minimum of five (5) days from receipt of requisition to delivery of supplies.

• F. Electronic Catalog Access

• 1. Bring up Information Management System on CRT Terminal.

• 2. Type the work supplies and space one then press enter.

• 3. Under action type the letter (L) for list.

• 4. Tab down to beginning catalog number and type in the Consolidated Services catalog number that you would like to review and press the enter key. This should display the description, quantity on hand, unit of issue and unit price.

• .If the catalog number is unknown, under action type the letters
• (LD) then tab down to partial description and type in description and enter. The screen will display items with that description, quantity on hand, unit of issue and current unit price.

• 1. Materials are delivered to Consolidated Services receiving dock. The employees in receiving check quantity, condition and sign for materials being delivered. The clerk initials packing list, bill of laden, etc.

• 2. In the receiving area a file is kept for receiving reports in alphabetical and numerical sequence. A receiving clerk obtains purchase order number from packing list. The employee retrieves the purchase order from the file and attaches packing list to the receiving report.

• 3. The receiving clerk physically counts and checks description and condition of material using the receiving report and packing list. At this point, the clerk notes actual amount received, initials and dates the receiving report.

• 4. During the check in process, if an item is determined to be classified as equipment and requiring a University control number, it is transferred to Consolidated Services for tagging. While in Inventory, a system control number and a record of the manufacturer's serial and model number is posted to the computer. Subsequently the item is returned to Consolidated Services for delivery to ordering department.

• 5. If a discrepancy is noted, the Consolidated Services manager is notified. He assures that discrepancies are resolved between vendor and Consolidated Services.

• 6. After material is checked in, it is staged to two areas. These areas are represented by buildings north and south of Green Street on the University campus. By dividing the campus into two separate areas, it insures that deliveries are concentrated to department only in either the north or south side of the campus at one time by delivery personnel from Consolidated Services.

• 2. As soon as materials are loaded onto delivery trucks, a log sheet is made listing the number of boxes, purchase order or requisition number, and name of department.

• 3. While materials are delivered to departments, the delivery person assists with checking the merchandise to assure all items are correct and in good condition. Then the receiving report or the computer printout copy of the requisition is signed by the department. The computer printout is a two part form, one copy is left with requisitioning department, the original will be used as proof of delivery.

• 4. Once all deliveries are made, the paper work and log sheet are returned to the warehouse. The log sheet is stamped with the date of delivery. This assures that all proof of delivery paper work was returned.

• After material for Consolidated Services inventory has been received, the receiving documents are forwarded to be posted via IMS.

• The clerks post information from the receiving document to the item/quantity update program on the IMS. This includes purchase order numbers, date received, quantity and unit cost. The unit cost has a 10% up charge applied for shipping and handling plus state tax of 5%.

• If the vendor sends a partial shipment, a copy of the receiving document is sent to Accounts Payable Department and a partial payment made to the vendor. The original receiving report is returned to the Receiving Department awaiting delivery of the remainder of order.

• On orders shipped complete the original receiving report is dated out of the ledger book and sent to the Accounts Payable Department for payment. The departmental copy and packing list are retained in Consolidated Services files.

• Posting Requisitions to IMS

• After requisitions are received, they are checked by a clerk against the Consolidated Services Catalog for accuracy of description, stock number, and unit of issue.

• The requisition is now posted to the Supplies Update Program on the IMS. The department account number and the name of the person initiating the requisition is entered. The department name, building and room number are typed. This is followed by quantities and stock numbers of items ordered. After a visual check for accuracy the information is entered. A requisition copy is generated by the computer showing a reference number and the price of the supplies. The clerk then records all of the information onto the original requisition.

• The printer prints when the "enter" button on the IMS is depressed making an original and one copy. These copies are used by stock clerks to pull the items from the inventory. One person pulls the stock and places it in a staging area and then another person checks the quantity, description, and stock number for accuracy. These copies are used as a packing list which the department checks when receiving material. The original is signed by the department and returned to Consolidated Services as a proof of delivery. The copy is retained by the department for their file.

• Consolidated Services runs a program on the last Friday before the last day of each month. This program is called Consolidated Services Monthly Statement. This tells University Departments in detail what they have spent for office supplies during the previous month. The expenditures are listed by Department Account Number. When the report is delivered to Consolidated Services, the clerk retrieves a copy of the original requisition and attached it to the proper page of Consolidated Services's Monthly Statement. The proper page is located by requisition number. It is then mailed to the appropriate department.

• 2. Intra-Institutional Transfer of funds are initiated when used furniture is sold from Consolidated Services to system departments.

• 2. In the receiving area, a file is kept for receiving reports and department copies for inventory materials. It is in an alphabetical numerical sequence. The receiving clerk obtains purchase order number from the packing list. The employee retrieves the purchase order from the file and attaches packing list to the receiving report. The purchase order is placed with materials received and placed in a staging area.

• 3. Receiving notifies the stock clerk that materials have arrived. The stock clerk counts and checks description of materials with purchase order and packing list. At this point the clerk notes actual amount received, initials and dates the receiving report. This is all verified by another individual.

• 4. The materials are marked with Consolidated Services's stock number and placed in proper bin or pallet racks for storage.

• 5. If a discrepancy is noted, the Consolidated Services Manager and posting clerk are notified. The manager assure that discrepancies are resolved between vendor and Consolidated Services.

• 6. Posting clerk posts materials to computer and forwards the receiving report to the Manager for his approval. Once approved the purchase order is forwarded to Accounts Payable for payment.

• 2. Requisitioning departments mail requests to Consolidated Services. If a department has a rush order periodically they will bring the requisition to Consolidated Services.

• 3. Orders are next edited for proper nomenclature, catalog number and unit of issue.

• 4. Requisitions are sent to CRT operator to be entered into computer. When posted to the system, a computer print out of the requisition is generated. This print out is retrieved by the supply clerk. The supply clerk will pull material and stage in the warehouse. Thereafter the materials will be checked and packed by a different clerk. This is to examine the quantity and description of the items. Subsequently the clerk initials the order and marks the requisition number on each package.

• 5. If any items is not currently in stock, they will be back ordered.

• 6. The computer printout of the order is placed with the material and taken to a staging area awaiting delivery.

• 2. Purchase orders are traced in a alphabetical chronological order. This is done from the receiving report copy. Tracing status is determined by date of purchase order and or delivery information given in the body of the orders giving vendor a two week lead time.

• 3. Tracing procedure for out of town vendors consists of a two page self explanatory form. Date of tracer, name and address of vendor, purchase order number and date of order are typed in spaces provided. Any other pertinent information is typed in a space provided for comments. The original copy is mailed to vendor. The second copy is attached to the receiving report. Local vendors are phoned to obtain delivery status.

• 4. Upon receipt of a tracer reply, it is attached to the receiving report. Any further correspondence or required memos concerning the particular order are initiated at this point by the tracing section.

• 5. Tracing procedure for the System departments to confirm receipt of any order consists of a two page self-explanatory form. The original is sent to the requisitioning department. The NCR copies are attached to receiving report. Upon receipt of the department tracer confirming it is complete, it is attached to the receiving report and forwarded to Accounts Payable Department. If order is not confirmed complete, a proof of delivery is required from vendor.

• 6. Tracing works closely with Accounts Payable, Purchasing and University Departments concerning unidentifiable material received and reviews daily correspondence concerning purchase orders.

• 2. In the event the order has not been received by the date promised by vendor, a second phone call should be made.

• 3. If the material has not yet been received after two phone calls, the problem should be turned over to the Consolidated Services supervisor. He in turn, will take action on the order by contacting the vendor.

• 4. If the manager is unproductive, he will contact the Director of Purchasing for disposition of the order.

• 2. Before any materials are picked up by Consolidated Services for return shipment to the vendor, the department will submit in writing to the Purchasing Department the following information:

• a. Purchase order number and vendor's name.

• b. Complete description, item number and catalog number, of material being returned.
• c. Reason for return of material. Approval for return must be obtained from vendor before shipment is made.

• d. Specific location of material to be picked up, such as building, room number, and telephone number.

• 3. After receiving the above information, the Purchasing Department and Consolidated Services will initiate a material return form. Consolidated Services will pick up material at designated areas.

• 4. Once Consolidated Services has picked up the shipping clerk can complete the return.

• 5. Clerk types shipping label, bill of lading or fills out United Parcel Service form. After checking packing of material being shipped, Clerk contacts carrier for pick up of material.

• 2. The ongoing State Contract is screened to determine if item is currently accessible on contract.

• 3. If item is on State Contract, a University of South Carolina purchase requisition is typed in accordance with the state contract.

• 4. If item is not listed on the current State Contract a University of South Carolina purchase requisition is typed with reference to previous vendors.

• 5. Consolidated Services Manager checks and signs the purchase requisition and forwards it to Purchasing to be ordered.

• 6. Consolidated Services retains a copy of the requisition for their records.

• 7. The date the requisition was typed, and the amount ordered is posted to the computer printout to prevent duplication.

• 2. The warehouse manager checks with the Director of Purchasing to determine the feasibility of stocking the item.

• 3. If it is determined practical, the departments are informed that the items will be stocked in Consolidated Services.

• 4. Purchasing is instrumental in determining items to be stocked in Consolidated Services due to the volume of repeated requests of such items.

• 5. Items may be deleted from stock upon the recommendation of the warehouse manager when the demand is not sufficient. This is derived from previous stock history.

• 6. The final decision to omit material from inventory will be established by the Director of Purchasing.

• 2. University of South Carolina Internal Audit supervises, examines, and inspects Consolidated Services's inventory.

• 3. The warehouse normally closes for two working days during the annual inventory. A memorandum is sent to the University of South Carolina Times to be published two weeks before the closing. The warehouse will be open for receiving only during the inventory period.

• 4. All requisitions and receiving reports must be entered to the Information Management System before inventory can begin.

• 5. The inventory is conducted by two teams each team consisting of two people. One team counts bin area the other team counts the material in the pallet racks.

• 6. Each individual is given a computer printout listing of Consolidated Services's inventory. This listing is in a numerical sequence by stock number. The stock numbers in the warehouse are also arranged in the same order so that count teams follow a numerical structure. Members of count teams count ten items at a time, one member following the other. After each member has counted ten items, they stop and compare tallies. If the quantity agrees then the totals are logged on the computer printout. If the counts do not agree, the count teams will recount to resolve the difference. This system of comparing counts guarantees that an accurate inventory has been taken.

• 7. When all segments have been carefully counted, then the inventory may be entered to the Information Management System. This is done by forwarding an updated total on hand to Computer Services Division production control. If the updates are minimal it is less troublesome to make the revision at Consolidated Services.

• 8. A detailed listing of the inventory is sent to Internal Audit. This list includes quantity, nomenclature, unit cost, and total value. The value of Consolidated Services's inventory is derived from this report.

• 9. Test counts are made weekly during the year to insure that quantity on hand is accurate with balance on the Information Management System. Efforts are made to reconcile any discrepancy by checking previous transactions. If any item cannot be reconciled, then it is adjusted.

• 2. If University Motor Pool is unable to repair, contact Maintenance Purchasing for an order number.

• 3. Maintenance Purchasing will contact vendor for repair.

• 4. Consolidated Services will note the time that the repairman arrives.

• 5. Consolidated Services will ask the repairman for a detailed work sheet to include parts, labor, etc. An employee of Consolidated Services will sign the repair work sheet and retain a copy for department files. A copy will also be sent to Maintenance Purchasing for their use.

• I. Responsibilities: To maintain an adequate supply of commonly used repair parts, materials, and tools. Proper storage and accountability of these materials are an integral part of this operation.

• II. Maintenance Warehouse Composition: See diagram for actual layout

• 1. Purpose: The warehouse is set up to simplify the locating of stock. Like items are grouped when possible in the same location.

• 2. Stock Numbers: The Maintenance Warehouse has it's own series of stock number unique to all items stocked. All stock items are identified by a six digit part number. The first two digits of each part number indicate the section of material in the warehouse. The last four digits identify the area due to numerical progression that is used to locate material.

• The major sections and the two digit code is as follows:

• 00 Automotive Parts
• 01 Custodial
• 02 Electrical Lighting
• 03 Miscellaneous Small Tools
• 04 Electrical
• 05 Hardware
• 06 Plumbing
• 07 Heating and Air-Conditioning
• 08 Building Material
• 09 Paint Material

• Within sections stock is located alphabetically when possible.

• Example: (050005) Adjuster, Window, A90

• A. The beginning two digits 05 represent the major area hardware.

• B. The last four digits 0005 represent shelf location and correspond to alphabetical location by description.
• 3. Part Description: Each part number has a corresponding description. Within the areas as identified above, the part descriptions are in alphabetical order. When items have the same alphabetical placement such as screws or lumber, size becomes the location factor, (normally smallest to largest).

• Normal Warehouse Procedures:

• 1. Security: Only authorized personnel are permitted to enter the warehouse stock room. All doors are to be kept secure unless opened to allow movement of stock. When it becomes necessary for employees to enter the warehouse other than warehouse employees, they must be accompanied by warehouse personnel. The Warehouse Manager will secure the warehouse at the end of each work day checking all doors, locks and ensuring that the warehouse is free of all employees.

• 2. Accountability: All stock entering or leaving the supply room must have a proper approved requisition and/or necessary paper work for such transactions. (For details on requisition approval see page 82).

OPERATIONAL PROCEDURE PERSONAL USE OF STATE PROPERTY
CONSOLIDATED SERVICES WAREHOUSE

• The Warehouse Manager will be responsible for determining if material is salvageable (has monetary value) or is waste. If material is questionable, the manager will seek the advise of department head or the Office of Inventory and Property Control. If salvageable, material will be stored or disposed of through the Office of Inventory and Property Control. Waste material will be placed in dumpsters or taken to the landfill.

• Any request for Physical Plant property or Maintenance Warehouse Inventory must be for official use of the University of South Carolina.

OPERATIONAL PROCEDURE FOR REQUISITION APPROVAL
MAINTENANCE WAREHOUSE

• Requisitions require proper signature approval before any supplies can be issued. The department head/manager and the signature of the employee initiating the requisition are required for orders up to $500. Requisitions over $500 will require the signature of the department head/manager and the director of operational services or their designed. If a department head is picking up the material, his/her signature will be the only one required.

• The department head may approve a designated individual to sign a requisition in his or her absence.

• If a department head has a designed that is authorized to sign requisitions, Maintenance Supply must be notified in writing of authorization.

• Samples of authorized signatures will be maintained at the warehouse counter for reference.

OPERATIONAL PROCEDURES FOR RECEIVING EQUIPMENT AND SUPPLIES
MAINTENANCE WAREHOUSE

• In the Consolidated Services area a file is kept for receiving reports, the file is in alphabetical and numerical sequence. The receiving clerk obtains purchase order numbers from the packing list. The employee next retrieves the receiving report from the file and attaches the packing list to the receiving report.

• The clerk in Receiving physically counts and checks description and condition of materials using the receiving report and packing list. At this point the clerk notes actual amounts received, initials and dates the receiving report.

• If a discrepancy is noted, the Maintenance Warehouse Manager is informed. He ensures that discrepancies are resolved between Vendor and Maintenance Supply.

• After materials are checked in it is determined if it's stock or work in process. If the material is stock, the supply clerks will fill out a stock verification slip. The stock verification slip procedure is an ongoing form of Consolidated Services and is outlined on page 91 of this manual. The supply clerk shelves the material in the proper warehouse location. If the material is work in process the proper supervisors will be notified by a report that is generated twice weekly (program # 03118F Dbase IV). The material will be stored in the work in process area until respective crew can make installation.
• FLOW CHART
• ISSUE OF STOCK
• RECEIVE PURCHASE REQUISITION
• TYPE IN ACCOUNT NUMBER
• OR
• WORK ORDER NUMBER
• PLUS
• STOCK NUMBER AND QUANTITY
• CHECK ORDER WITH CUSTOMER
• TO MAKE SURE THEY HAVE CALL ITEM CORRECT
• CORRECT ANY PROBLEM WITH ORDER
• ENTER ORDER
• AFTER TICKET IS PRINTED PULL STOCK
• CHECK STOCK AGAINST PICKING TICKET
• CHECK ORDER WITH CUSTOMER FOR ACCURACY
• HAVE CUSTOMER SIGN PICKING TICKET
• FILE ORIGINAL PICKING TICKET WITH SUPERVISOR
• FLOW CHART - Receiving Procedures

• I. Notification:

• 1. This concerns materials other than maintenance Warehouse stock items. This includes work-order materials, department materials and any other special receipts of materials.

• A. Receiving and Storing:

• After receiving work-in-process material, a copy of the receiving report is attached to the material. The material is then assigned a location. This location is then entered in the computer, (program #03118f Dbase IV). Twice a week a report is generated by this program. This report lists all materials stored in the receiving area with an assigned location. Included in this report are lists for each supervisor who has material in the receiving area. These lists are distributed to each individual through Work Control. A master list is also created for the receiving clerk.

• B. Issuing:

• Once the material is signed out of the warehouse, the signed copy should be matched with the warehouse record's copy and both filed in an inactive file. The date that the material was signed for must be recorded on the same program the location was entered on. This will tell the program not to print those materials on the next list.

• To facilitate the use of the catalog, all items have been grouped according to their category. Within each category, all items have been listed numerically and alphabetically except in a few instances.

• Departments placing orders must fill out a University of South Carolina purchase requisition form. Please examine the form to be certain that you follow the instructions. For large custodial orders, there is a preprinted requisition form that may be used.

• Please include the following information on all orders:

• 1. Specify item by catalog number
• 2. List all items in numerical order by stock number.

• 3. Give complete description of material and unit of issue.

• 4. Prices shown are those in effect at the time of printing of the catalog and are guidelines only. Prices are inclusive of all costs including sales tax. Please do not put prices on requisitions.

• 5. All requisitions require signed approval from the department head or designated employees.

• 6. Department name building, room number and telephone number.

• 7. Department account number, fund and class to be charged.

• Contact University Motor Pool for repair.

• If University Motor Pool is unable to repair, contact Facilities Procurement for a purchase order number.

• Facilities Procurement will contact vendor for repair.

• Maintenance Supply will note the time that the repairman arrives.

• Maintenance Supply will request a detailed work sheet to include parts, labor, etc. Once an employee signs the repair work sheet a copy should be retained for the warehouse files. A copy of the work sheet should also be sent to the Facilities Procurement Office, so the purchase order may be processed.

• Information on stock levels are downloaded daily from Computer Services. Subsequently this information is lined up through a reorder point program to determine which items need to be reordered and the necessary quantity. The following page provides instructions on the procedure for the downloading process.

• Computer Services also sends a daily manual reorder point printout. It is compared to the calculated reorder point which also determines what needs to be ordered. Reorder points are calculated by previous history, which is derived from each item's use factors. Order quantities on requisitions are changed to accommodate box or case counts. Normally order quantity would constitute a ninety day supply, unless unusual demands require larger quantities to be ordered. Items are reordered once they decline to a thirty day supply or below. Supply orders are created on University of South Carolina purchase requisition forms. These requisitions are customarily typed and are approved by the warehouse manager. Once this process is complete, they are sent to purchasing for acquisition.

• The principal objective of the Stock Verification Slip is to trace the course of material from receipt to entry to the Information Management System. A secondary function is to provide an on-going physical inventory count each item stock items are replenished in the Maintenance Warehouse.

• Merchandise is taken in by the warehouse receiving clerk and properly categorized as Maintenance Warehouse stock by the receiving report. For each specific stock item received, a Stock Verification form must be completed.

• The top portion of the Verification Slip is to be completed by the receiving clerk and attached to the material with the receiving report.

• The bottom portion of the Stock Verification Slip is to be completed by the supply clerk that places the material in its correct location.

• The stockroom clerk should note any and all discrepancies between the description (as it appears on the Stock Verification Slip) and the actual shelf or stock description.

• The Stock Verification Slip is a two part form. Once it has been completed and signed by the stock clerk the copy should be put on file. The original must be attached to the receiving report and returned to the warehouse accounting office.

• The data entry operator will enter the stock material into the Information Management System upon receipt of the receiving report and Stock Verification Slip. Quantity on hand will be adjusted as necessary to reflect actual shelf count. Discrepancies should be brought to the attention of the warehouse manager and he will approve any adjustments to the inventory.

• The data entry operator will maintain a file on all inventory adjustments for audit purposes in the accounting office.

• See Exhibit I.

• In order to requisition supplies a University of South Carolina Purchase Requisition (Exhibit II) must be completed as follows:

• 1. Department Account Number

• 2. Fund Number

• 3. Class Code (see back of requisition for list of class codes)

• 4. Date requisition is initiated.

• 5. Item number for each item.

• 6. Quantity of each item you wish to order. (Please note the unit of issue of some items are sold case count only.)

• 7. A brief description of each item.

• 8. The correct catalog number.

• When these steps are completed the requisition will then be submitted to the department head or his/her designed for approval. When approval is given the department head or his/her designed will sign the requisition on the appropriate line (number #9 on attached requisition) this will complete the requisition.

• Upon receipt of the requisition the counter person at the warehouse will check the availability of each item on the Information Management System mainframe computer. Specific items that are unavailable will be brought to the attention of the requisitioner. If an item can be substituted for another item, changes will be made at this point. There are no back orders in Maintenance Supply. When all items requisitioned are determined to be available or substituted the supply clerk will enter the requisition and charge the appropriate account number. Once completed and entered the computer will generate a two part receipt. The person requisitioning supplies will next sign the receipt showing that he/she recognized that the items sold to his/her account are those items requisitioned.

• At this point the counter person will physically pull supplies from the warehouse stock. Before the requisition can be picked up the supply clerk will check for accuracy and correct any mistakes. The initial requisition will be attached to original copy generated by the computer and put on file in the accounting office of the warehouse. The copy of the computer generated receipt is given to the requisitioning party for their file. When this process is completed the transaction is considered final.

• The warehouse stores various types of loan items for the Maintenance Department. These items include the following: Scaffolding, TCM forklift, various types and lengths of electrical cords, banding material, hand-trucks, pallet jacks, tables and chairs.

• These items are issued on a first come basis. In order to keep records of materials, a loan sheet is filled out and signed by the person obtaining the material. This form contains the following information: Date issued and returned, location of use, quantity and description of what is issued, department name, fund and class to be charged if material is lost, or damaged. Once material is returned, it is checked in an noted on the loan sheet. The loan sheets are retained and put on file to show proof of return.

• This material is loaned at no cost unless there is damage or loss. If material is lost or damaged, the Maintenance of Buildings Department will be notified. It is their responsibility to notify and charge the department responsible for the loss or damage.

• See Exhibit III.

MAINTENANCE WAREHOUSE
PHYSICAL INVENTORY INSTRUCTIONS

• The inventory will be taken by teams of two (2) members each. Each team will work with one copy of the inventory listing of their assigned area. Each team will be supplies with labels to be left with the stock. As each shelf is counted, place the label at the end of the shelf to indicate that the entire shelf has been counted. For large, bulky items, place the label on the item or near the stock identification number.

• 1. The first team member will identify the stock and count the item.

• 2. The second team member will verify the stock description to the computer print-out and record the actual quantity in the space provided.

• 3. All items should run in the same area as the print-out. If an item in you area has no listing, contact the warehouse manager and he will furnish you with the needed information.

• 4. If you have a listing for which there is no stock, contact the warehouse manager and he will ascertain the location of the stock.

• See Exhibit IV.

• 2) Get Maintenance Supply Listing - Production Control

• 3) Separate group sheet
• A) Give out 5 sheets at a time
• B) Pages 1,2,3,4,5 > Who

• 4) Group instructions
• A) Write in ink
• B) Write legible
• C) If the same amount make a check mark.

• 5) Look for difference in amounts - Large difference, advise manager

• 6) Manager will advise if item is to be deleted. Manager will make a "Y" to the right side of stock number.

• 2nd Day

• 1) When the pages start to come back complete, mark original with the amounts that are counted by the teams. Put original copy together and the carbon copy together by pages on separate clipboards.

• 2) Auditors will come down - give carbon copy to them.

• 3) If any corrections are made be sure to mark both copies.

• 4) When inventory count is complete and the auditors are finished take the original copy to CSD for update to be processed.

• 5) When original and update are received, check to make sure all adjustments have been made.

• 6) Make a folder with all inventory information, Year-To-Date, Year-End Clean-up, Update, and original Inventory Listing.

• 7) Calculate inventory outcome.

• In Step 3, change the date in line 37 to 07/01/current year-2.
• For Example, in fiscal year 1992, the date should read: 07/01/90.

• In Step 4, change the date in line 38 to 07/01/current year-1.
• For example, in fiscal year 1992, the date should read: 07/01/91.

• When the last transactions for the fiscal year have been downloaded and processed, the YEAR_NEW.* files need to be copied to YEAR_OLD.*

• The YEAR-NEW.* files should also be copied to INV_XX.* for archive purposes. (XX represents the year being archived.)
• For example: At the end of 1992, the YEAR_NEW file should be copied to INV_92.*

• These archived files can be kept on disk or moved to floppies. If moved to floppies, it is suggested that two copies of each file be made. Each copy should be on a separate floppy disk.

• ETHICS
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