UAMS ADMINISTRATIVE GUIDE

NUMBER: 5.2.06
DATE: 03/02/00
REVISION:
  05/01/2003   

SECTION: SUPPORT SERVICES
AREA: DISTRIBUTION SERVICES
SUBJECT: PURCHASING STOCK SUPPLIES

PURPOSE

The purpose of this policy is to inform all departments within the University of Arkansas for Medical Sciences (UAMS) of the procedures concerning the requisition of stock inventory supplies in order to reduce unofficial inventories on a campus-wide basis.

POLICY

Because of contractual and legal obligations, items classified as stock inventory items must be obtained from the supply inventory maintained by Distribution Services. The Department of Procurement Services must approve any exceptions to this policy. UAMS facilities located outside Pulaski County are not subject to this policy; however, these facilities may requisition stock supplies from the Distribution Services inventory.

PROCEDURES

  1. Procurement Services will review all supply requisitions to determine if the requested supplies are currently listed in the UAMS stock inventory.
  2. Items classified as stock inventory supplies will not be processed on purchase requisitions. Procurement Services will notify the requesting department that these supplies should be obtained by submitting a stock reservation in SAP to Distribution Services. Those supplies will then be deleted from the procurement requisition. Any other items on that department requisition will then be processed.
  3. Each month the Director of Procurement Services will review exceptions to this policy. A report based on this review will be prepared for submission to the Assistant Vice Chancellor for Support Services.