UAMS ADMINISTRATIVE GUIDE

NUMBER: 5.2.05
DATE: 04/05/96
REVISION:05/19/03 PAGE: 1 of 1

POLICY

All commercial and medical gases required by UAMS personnel will be ordered by using service delivery orders and SAP.  Distribution Services has created service delivery orders for those departments that order using a specific cost center/WBS element.  Individual SAP requisitions will be used for those departments that have multiple cost centers/WBS elements; these orders will be placed on an "as needed" basis.

PROCEDURE

1. Departments requesting compressed gases that have been given an assigned service delivery order number will complete the order form1 provided to UAMS by our contracted compressed gas vendor. To place an order, all information on the order form must be completed as well as the quantity of gas or gases specified then either faxed or e-mailed directly to the compressed gas vendor.  The vendor upon receipt of the order will provide confirmation to the requesting department by the same means as the order was submitted.  The requestor will note a delivery date on the completed order form.  Deliveries are usually next day unless the gas is a custom mix that could require additional days prior to delivery.
2. Empty cylinders should be clearly marked as such and given back to the compressed gas vendor when other deliveries are made.  Records of all returns and shipments of cylinders will be kept by the vendor.  All questions regarding shipments and returns need to be addressed directly to the compressed gas vendor.  Medical and commercial gas cylinders are rented. A monthly rental charge is made to the ordering department and a statement will be mailed to the department at that time.
3. Departments are not to receive the compressed gas order in the SAP system.  Distribution Services will process all receiving of compressed gas orders in SAP.
4. UAMS Distribution Services has and will assign specific department numbers for each ordering department.  The department will note this number on the order form to allow for correct cylinder rental billing. 
5. Departments using multiple cost centers/WBS elements that were not able to use service delivery purchase orders will enter their requisitions in SAP as previously trained.  After notification of the purchase order number for that requisition has been obtained, the above procedure for completing the order form provided by the compressed gas vendor will need to be followed.

REFERENCE

¹Compressed Gas order form found on website

1 UAMS Policy 5.2.03, Stockroom Requisition Form