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Part 5. Financial Services
Section IV. Property/Purchasing
A. University Receiving and Stores
University Receiving and Stores is a service function of Financial Services and the Department of Purchasing Services. The Supply Operations Manager is responsible for this area which includes incoming merchandise and property; outgoing shipments; freight claims; chattel property; surplus property, including its storage and disposal; stores inventory management; and delivery of incoming and stores property.
2. Responsibility and Objectives
Receiving is responsible for receipt, inspection, delivery and shipment of all University property.
Property is inspected and reconciled with purchase orders. Receiving reports are prepared at this point and the following action taken:
1. Shortages, averages, or back orders are noted.
2. Chattel property is inventoried and labeled or engraved.
3. Damage is noted and claims filed.
4. Collect freight bills are processed.
Property for shipment will be packed, recorded, insured and best-way shipment utilized.
Although property is inspected in the receiving area, University departments are ultimately responsible for reporting hidden damage, wrong or missing items (including parts and components) and/or other discrepancies. Departments should inspect incoming goods as quickly as possible as delays of only a few days can jeopardize the success of claims filed for any reason.
Stores is an additional service function located in the receiving warehouse and is responsible for stocking and issuing commonly used items that lend themselves to standardization and economies of numbers in purchasing or have immediate availability requirements.
Primary Stores objectives include:
1. Standardization of items.
2. Reasonable selling prices.
3. Fast response and delivery.
4. Establishing economic order quantities of inventoried items in order to maximize turnover and minimize investment.
5. Minimizing obsolescence.
6. Improving procurement services to departments.
Services and items offered are listed in a catalog available on request by calling Stores. Suggestions for additions to items available are invited at any time. Stores items may be ordered in the following manner:
1. Xpress mail.
3. Purchase requisition.
Stores hours are from 7:30 a.m. to 4:00 p.m. Monday through Friday.
c. Central Property Control
Central Property Control is responsible for the Central Property Inventory System (CPIS) and its maintenance, which includes all chattel property, and in addition, all other property which is surplus to department and/or University needs.
Property control as maintained by the University is mandated by Idaho Code § 67-5746, and includes capital (chattel) items having a value exceeding two thousand dollars ($2,000.00) and a life exceeding two (2) years. These items are assigned an inventory number and a computer printout of items is provided to departments quarterly. University policy specifically requires that corrections and maintenance of property inventories be conducted by each department of the University. Maintenance by departments can be facilitated by:
1. Reporting changes to CPIS.
2. Manually making changes on the quarterly printout in pen or pencil and subsequently returning the printout to CPIS.
3. Submitting changes on a change card available from CPIS.
CPIS should be advised promptly of the following circumstances:
1. Property that has been moved (e.g., loaned to another department, sent for repair, taken into the field, etc.). Authorization in the form of an Inventory Check Out form must be submitted prior to taking chattel property off campus for periods in excess of seventy two (72) hours. Forms may be obtained through Xpress mail or by calling CPIS.
2. Property that has been lost, stolen, destroyed, cannibalized, or is missing for any reason. If destroyed or cannibalized, physical evidence must be retained for the property office.
3. When declaring items as surplus.
All Property must be disposed of through CPIS or with their prior approval. This requirement includes non-inventoriable “other expense” items in usable condition.
Central Property Control should be contacted by the custodial department when items are no longer usable. A method of disposal defined by Idaho Code § 67-5732A, the “State Board of Examiners Internal Management Policy Guidelines for Disposal and Sal of Surplus Personal Property, effective 12-10-97”, and in the best interest of the University will be determined by the Supply Operations Manager or Director of Purchasing. Disposal requires State Board of Examiners’ approval and may require, in addition, State Board of Education approval. The following means of disposal are available to a state agency:
1. Sell or give surplus property to another state agency or other governmental agency without public advertisement or receipt of competitive bid;
2. Sell the surplus personal property at a regularly held public auction conducted by a licensed auctioneer;
3. Sell the surplus personal property to the party offering the highest bid submitted in response to notice of public sale advertised in a newspaper of general circulation in the area of the sale; or .
4. Sell the property to the highest bidder at a state conducted public auction which is to be advertised in a newspaper of general circulation in the area where the auction is to be held.
Pursuant to Idaho Code § 67-5726, all employees, spouses, and dependents of a department are prohibited from acquiring surplus property from their own department. Employees may acquire surplus property from other departments only if the property is acquired through a competitive bid process.
Any surplus property not sold should be recycled with any proceeds paid to the disposing agency. If not recyclable and having no further value, the property must be disposed of by the agency by shipment to the local refuse dump site.
It is essential that Central Property Control be advised in a timely manner of all status changes for efficient utilization of property, proper accountability and crediting for items no longer under custodianship, efficient redistribution or disposal, and compliance with University policy and Idaho Code.