UAMS ADMINISTRATIVE GUIDE

NUMBER: 5.2.03
DATE: 04/05/96
REVISION:
05/22/03   PAGE: 1 of 3

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

PURPOSE:

The purpose of this policy is to inform departments within the University of Arkansas for Medical Sciences (UAMS) of the requirements to be followed for obtaining supplies from the UAMS stock supplies inventory.  Campus departments may obtain stock supplies by submitting a stock supplies reservation in the SAP system.  Distribution Services (DS) maintains an inventory of supplies as stock used on a continuous basis throughout the university campus. A listing of all supplies maintained in this inventory is located within the SAP system that can be accessed by using search functions. An alternative catalog can also be obtained by visiting web site http://ss.uams.edu/.  This alternative catalog can be searched online or printed.   Campus departments must obtain stock supply items from Distribution Services.  The Director of Procurement Services may grant exceptions to this policy.

PROCEDURE

  1. To purchase supplies from the UAMS stock supplies inventory, requesting departments must complete and submit a reservation in SAP.  For assistance or help in answering any question concerning how to complete a reservation, call the office of the Materiel Management trainer at 686-8595
     
  2. When an order of stock supplies is either picked up (in a satellite) or delivered to the department, it should be checked, item by item, to ascertain correctness. If an order is found to be correct, the department representative must sign the pick list and return it to the DS delivery person. If the order is found to be incorrect, the error should be called to the attention of the DS delivery clerk who will take corrective action.  Departments are allowed a 24-hour grace period to notify DS regarding any discrepancy found in an order picked up or delivered. After 24 hours the order will be considered to be correct.
     
  3. Reservations may be entered for pick up at the Distribution Center between 7:30am and 4pm, Monday through Friday.  Emergency reservations for patient care supplies will be filled any time between 7:30am to 7:30pm. Monday through Friday and on Saturday and Sunday from 1pm-5pm.  Clinical departments should contact Central Sterile Supply (CSS) at 686-6410 for assistance in after-hours situations.For emergency reservations of non-patient care supplies after regular business hours, you may contact the Director of Campus Materiel Management at 352-5933.
  1. A copy of the pick ticket with the reason for the return written on it is required to return any item to the stock supplies inventory.  Items returned without a pick list are not eligible for credit.
     
  2. All compressed gases must be ordered by following the directions located in the Admin Guide 5.2.05, ORDER OF MEDICAL AND COMMERCIAL COMPRESSED GASES/RENTAL OF COMPRESSED GAS CYLINDERS 

STOCK SUPPLIES RESERVATION INSTRUCTIONS

In order to be able to submit a reservation in SAP you must first attend SAP training.  Please go to this website http://intranet.uams.edu/enterprise in order to schedule your SAP training.  If you have been trained but require further assistance, please contact the office of the trainer for Materiel Management at 686-8595.