Chemistry & Physics Department

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Jane Fitzgerald
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California University of Pennsylvania Chemistry & Physics Department ORDERING PROCEDURES In order to maintain a consistently updated chemical inventory, instrumentation, and supplies list, ordering

1 California University of Pennsylvania Chemistry & Physics Department ORDERING PROCEDURES In order to maintain a consistently updated chemical inventory, instrumentation, and supplies list, ordering procedures are being standardized. This format allows faculty and staff to understand the responsibilities and processes by which chemicals, supplies, instruments, and services are ordered. Remember: Purchasing requires two (2) weeks to process all orders so please plan ahead. Ordering Procedures Orders will be placed once it is determined that a supply or chemical needs to be ordered either to restock basic lab supplies or purchase a new item. The faculty or staff member will submit a faculty purchase request form via to the laboratory technician for laboratory supply or chemical needed. The laboratory technician or person submitting the order will open the ORDERING folder in the H: (Chemical Hygiene) drive. To initiate the purchase requisition, the laboratory technician or student worker will open the APR SPREAD-SHEET subfolder in the ORDERING Folder. Chemistry and Physics- Ordering Protocols Page 112

2 In the APR SPREADSHEET Folder, the Laboratory Technician or person submitting the order will open the APR Spreadsheet Excel document. In the available APR # entry from the Purchase Requisition list, the person will complete the required information on the form this includes the APR#, initial cost, date, vendor name-description, requisitioner s initials, number of items ordered, and cost center-class-materials group. Chemistry and Physics- Ordering Protocols Page 113

3 The Laboratory Technician or person placing the order will go back to the ORDERING Folder and open the BLANK REQUISITION FORMS Folder. Once the appropriate common supplier APR form is found, open the Excel document, and then save it as a NEW DOCUMENT in the form of APR#[space]mm-dd/yy[space]Supplier (as seen in the ORDERING Folder) previously. This document needs to be saved by opening the ORDERING folder, opening the APR S folder and saving it in the CURRENT folder. Once this form has been filled out, the person making the order will then notify secretary via the order needs placed (with the attached APR document and a quote if necessary). Chemistry and Physics- Ordering Protocols Page 114

Once the department secretary received the email and attached document(s), the order will be placed into the university purchasing requisition forms at this point, the secretary will send an email

4 Once the department secretary received the and attached document(s), the order will be placed into the university purchasing requisition forms at this point, the secretary will send an saying that the release has been requested. The spreadsheet can now be updated reflecting this. The order will then be released by the chair of the department. Again, the spreadsheet will be updated to reflect this. Orders Received Packages and other orders are brought by receiving or grounds crew directly to the department's main office, New Science 104, where they are signed off by the secretary. If the secretary is not available, the packages can be sent to New Science 110 where they will be signed off by either the laboratory technician or a work study student. Once an order has been signed for, the following order of events will occur: The Laboratory Technician or the person receiving the package will cross reference the contents to the packaging slip, and compare to the original APR document. After contents have been confirmed each item is checked marked, initialed and the APR number is written on the packaging slip. The packaging slip will then be placed on the order invoices shelf in the department secretary s office. The APR spreadsheet will be updated with the date received and the number of items received; the total cost column reflects the final cost charged to the department which will be updated by the department secretary or the department chair person. All materials that have been received will be noted on the APR spreadsheet by a green highlight Chemistry and Physics- Ordering Protocols Page 115

5 on the entire order. A yellow highlight will be used if all the items have not been received on the APR and APR spreadsheet. When all items on the original order request have been received the APR file will be moved from the CURRENT folder to the DONE folder, which is located inside the APR Folder which is inside the ORDERING folder. The Laboratory Technician will notify the staff or faculty member via that the order has been received. This will contain the original APR # and items that have been received (if there are many, the numbers will suffice) by attaching the original requisition form. The Lab Technician will notify by yellow highlight if any items are deficient. The Laboratory Technician or work study student will make arrangements for the received item to be properly added into the department stock. If the item received was a chemical, it will be placed into the chemical inventory spreadsheet. The MSDS sheet for the chemical will be downloaded into the MSDS Folder on the H: Drive. The chemical is then labeled by functional group and HMIS hazard and placed into the correct shelf in the chemical store room. Chemistry and Physics- Ordering Protocols Page 116

1. Access the Journal Entry Form via University Forms and Documents.

1. Access the Journal Entry Form via University Forms and Documents. Creating and Submitting a Journal Entry Purpose: Journal Entries may be completed to make corrections to posted expenses to include payroll, p-card, expense reports, purchase requisitions, and local funding