SECTION 220: University Stores Department

  Last Updated: September 2008

UNIVERSITY STORES DEPARTMENT

101 Angell Building

East Lansing, MI 48824

Telephone: 517-355-1700

Fax: 517-355-1717

Counter Sales Fax: 355-8308

Web: http://universitystores.msu.edu

Business Hours:  Monday - Friday (Excluding University Holidays):

Counter - 7:30 a.m. to 5:00 p.m.

Phone-In/Open Orders - 8:00 a.m. to 5:00 p.m, 517-353-5392

Phone-In/Pickup Orders - 8:00 a.m. to 5:00 p.m., 517-884-6241

Shipping/Receiving - 7:30 a.m. to 11:45 a.m. and 12:30 p.m. to 3:45 p.m., 517-884-6083

Note:  For Mail Processing, refer to Section 325 of the Manual of Business Procedures.  For Office Services, refer to Section 255 of the Manual of Business Procedures.

University Stores, a department of University Services, is responsible for a variety of functions including: fulfilling the supply and service needs of Michigan State University through the Stockroom, Open Orders, Receiving, Shipping, Distribution, Campus Mail, Lease/Purchase and Equipment Rental, Mail Processing and Office Services.

I. University Stores Stockroom

The University Stores Stockroom carries over 5,000 items to meet the supply needs of Michigan State University. A consolidation of purchases results in lower costs per item for all departments. University Stores stocks and dispenses items that are commonly used, have multiple users, may be difficult to obtain, or items required for immediate availability. The University Stores catalog is available on the web. Searches are possible by item number, keyword, or manufacturer’s number.

University Stores Stockroom offers a two-hour pick-up service. Orders can be placed by fax or telephone and will be available at the customer service counter. The following procedures apply to pickup orders:

• Two business hours notice is required to process a fax or phone order. Walk in service is available.
• The customer is required to sign for the order and then receives a copy for departmental recordkeeping.

To Place an Order:

Web Requisitioning
The preferred method of ordering is with the University Services web-requisitioning system. It is an integrated online ordering system connecting requisitioners with Purchasing, University Stores, Inventory, and Accounts Payable. Registered users can access the system for product information.  Training sessions are recommended, but not required. Contact University Stores or Purchasing (884-6181) to schedule training.

Fax

Placing orders by fax is fast and convenient.  Use the fax order form Request for Supplies from Stores (available online on the forms page).  Complete the following information:

• Common unit code
• Building and room number for delivery
• Account number (may specify multiple accounts)
• Name and telephone number
• Date the requisition is submitted
• The stock number, quantity needed, and a brief description
• Indicate if the order is for pick up or delivery

Telephone
University Stores provides a telephone ordering service between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, except for University holidays. To use this service, call 884-6241 and provide the following information:

• Common unit code
• Building and room number for delivery
• Account number (may specify multiple accounts)
• The stock number, quantity needed, and a brief description

Counter Sales
Supplies are available for purchase in person at the customer service counter. Catalogs and staff are available to assist customers. The counter is open from 7:30 a.m. to 5:00 p.m., Monday through Friday, except for University holidays.

Personal Use Sales
University Stores offers items for sale to MSU faculty, staff and students for personal use. Orders for personal use may be phoned or faxed in for pick up or ordered at the customer service counter, and are subject to Michigan sales tax. The following applies to personal use orders:

• Valid MSU identification required
• Cylinder gases are prohibited
• Chemical and medical items are restricted
• No refunds; merchandise can be exchanged if damaged or defective; a receipt is required
• Personal use items cannot be delivered
• No back orders or rain checks
• Faxed orders will be held one business day for pick up before being returned to stock
• Personal checks must include presenter’s drivers license number

Suggestions/Customer Feedback

Customer satisfaction is important to University Stores. Suggestions for new products may be sent on a New Stock Consideration Request or call 355-1700 with recommendations for new products. Suggestions and comments may also be mailed to University Stores, 101 Angell Building.

Other:

Damage/Shortage/Overage

Upon receipt of an order, check the supplies received against the delivery manifest which accompanies each order.  The requisition number is needed to resolve order issues and can be found in the upper right corner of the order form.  Discrepancies should be reported immediately by calling 355-1700. Shortages must be reported to University Stores within two working days.

Back Orders

If an item is temporarily out of stock, University Stores creates a back order. Reordering by the department is not necessary. Back orders are a priority and are filled immediately upon stock replenishment. Customers can cancel back ordered items by contacting University Stores at 355-1700 with the requisition number and item number.

Returns

Merchandise originally ordered and received from University Stores can be returned providing it can be resold and is in the original factory carton. Obsolete or discontinued merchandise will not be accepted for return. Personal Use orders cannot be returned.

To return an order, use one of the following methods:

1. Call University Stores at 355-1700.  The following information is required: requisition number, quantities and descriptions of items to be returned, and reason for return or
2. fax a completed Return/Exchange Form to University Stores, 355-8308. University Stores will arrange the pick up or
3. bring the item(s) to the Service Counter during business hours with the required information.

NOTE: Postage stamps may be returned only if purchased by the roll and the package is unopened.

Restocking Fees

Merchandise returned due to University Stores’ error or a manufacturer’s defect is credited 100% if returned in its original condition. Stock merchandise returned for any reason other than error or manufacturer’s defect is credited subject to the following restocking charges:

 

ELAPSED TIME AFTER RECEIPT	RESTOCKING CHARGE
Same day - one week	No charge
One week - one month	15%
One - three months	20%
Three - six months	50%
Beyond six months	No Returns

 

Regulated Items:

Special Stock Considerations
The following policies pertain to regulated chemicals and compressed gas purchases:

Ethyl Alcohol
Federal regulations on tax-free alcohol give explicit directions on record maintenance and restrictions on the use of ethyl alcohol. Departments may not sell, issue, or give away alcohol dispensed for teaching and research purposes. Alcohol must be used as stated in the Internal Revenue Service Regulations (Distribution and Use of Tax Free Alcohol, Part 22 of Title 27, Code of Federal Regulations).

Ethyl Alcohol is purchased by University Stores in sealed pint or one gallon containers, or in bulk quantities which are issued in one gallon increments. Departments ordering bulk alcohol must have approved safety cans that are in good condition and with a label indicating the contents. University Stores can pick up, fill, and return the containers.

Compressed Gases and Accessories
Cylinder gases are delivered directly by the supplier to the department. A cylinder rental charge is assessed and continues to accrue until the cylinder is returned. It is recommended that grant accounts not be used.  Return all empty cylinders as quickly as possible to eliminate excessive cylinder rental charges.  To return empty cylinders, the Cylinder Return Form must be completed and returned to University Stores.  The completed form should include the following:

• Building and room number where the cylinders are located
• Cylinder tag, label number, or barcode
• Rental account number
• Contact person’s name and telephone number

Retain a copy of the signed cylinder pickup for departmental recordkeeping. This is valuable in the event of a discrepancy. Report cylinders with suspected leaks immediately to the supplier, Air Gas, at 517-394-4660.

Refrigerants (Freon)
The Federal Clean Air Act legislation restricts the sale of refrigerants to certified technicians only. A Refrigerant Certification form must be on file with University Stores, or included with the order before a purchase is authorized. To obtain a copy of the Refrigerant Certification form call 355-1700.

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II. University Stores Open Orders

University Stores Open Orders are agreements negotiated by Purchasing. Suppliers are selected to provide goods and services at established terms and conditions. University departments can quickly obtain small quantity, low value material from approximately 200 suppliers.

A number of local suppliers have special requirements or restrictions.  Therefore, it is important to call Open Orders (884-6241) prior to contacting the supplier. A complete list of suppliers and their commodities is available online.  Most companies with Open Orders provide catalogs directly to departments.

To Place an Order

The department must obtain a release number from University Stores. The release number is an approval for processing a payment.  There are several options for locating goods and obtaining releases.

• When the good or service is known, the customer may call University Stores or use the web requisitioning system to obtain the release number. The customer may also send an Open Order Form to University Stores via fax, campus mail, or hand delivery.
• Once the release information is obtained, the customer may place the order if the supplier is local. The customer may pick up items at the local supplier's site after obtaining the release number, the supplier may deliver the order directly to the department, or the items may be shipped to University Stores to be processed and delivered. University Stores will place the order to out-of-town suppliers.
• The customer may visit various local suppliers to find the desired item. The customer may call University Stores from the store to obtain a release number. After receiving the number, the customer can complete the purchase transaction and leave with the items. If the supplier requires a hard copy of the release at the time of purchase, University Stores will fax a hard copy upon request.
• In all cases, University Stores requires standard information to provide a release number. This includes: a valid account number, the price of the item(s), the quantity, a description of the item(s), the name of the person ordering, and a contact telephone number, the campus location and the supplier's name.

How to Complete the Open Order Form

This form serves as an order form and provides supplier authorization to charge MSU. This is the only form the customer completes. The customer completes the department and delivery information and provides the following information: the name of the company, order quantity, part or catalog number, description of items, and price.

What to do with the Packing Slip for Local Vendors
Return packing slips to University Stores, 101 Angell Building, Attn: Open Orders. The release number must appear on the packing slip. The Open Order staff references the packing slip for receipt verification and payment.

Payment
Payment to suppliers is handled by University Stores. Any invoices received by departments for releases must be forwarded to Open Orders, 101 Angell Building. The Open Orders staff charges department accounts through the University Stores billing system. Statements are prepared monthly and are available on Doc Viewer. Payment approvals are forwarded to Invoice Audit.

University Stores cannot bill in advance. The charge is processed when the invoice is received and proof of delivery is obtained as evidenced by a packing slip or a University Stores delivery slip.

Open Order Restrictions

• Single release cannot exceed $2,500, or $4,999 for prime vendor releases, call for exceptions.
• Rentals
• Phone cards
• Alcohol
• Personal items
• Digilink requires a release number on a Stores Open Order Form before merchandise may be purchased
• Safety Services must approve fire extinguisher purchases
• All correspondence must reference the release number
• Deliveries are not made to campus until a release number is issued

Dry Ice

Dry ice is handled as a standing order. It is available in a 50 lb. block, a sliced block, or a 50 lb. bag of pellets. To place an order provide the following on a requisition:

• Account number
• Delivery location
• Day(s) of the week for delivery (Monday, Friday or both)
• Quantity and type (block, sliced block, or pellet)

Before deliveries start, the department must have a dry ice storage container available.  To stop deliveries, a written cancellation notice is required. Send a memo or email at least three (3) business days before the last required delivery date. The notice should include the last required delivery date.

Damage and Returns
Report damaged shipments or shortages immediately by calling 355-1700.  For damaged goods, retain the original shipping container until the claim is resolved.

For returns or exchanges, contact Open Orders for instructions.   A Material Return and/or Shipping Permit Form must be completed and sent to the Open Orders office before arrangements can be made.

Departments can handle the return of local shipments with a value of less than $50. Forward credit memos or return slips to University Stores Open Orders. Include the release number from the original transaction to ensure credit is applied to the department’s account. 

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III.  University Stores Receiving

University Stores Receiving is the central receiving location for incoming shipments. Receiving accepts authorized shipments for any department on campus. Receiving is also responsible for maintaining receiving and delivery records for the university.

The Receiving office does not accept shipments or packages for student dormitory rooms, Kellogg Center guest rooms, general contractors, or for organizations not affiliated with university academic or business operations. University Stores is not responsible for shipments to individuals employed by the university.

Airfreight shipments are delivered by the next scheduled truck to the delivery location. If the next scheduled delivery is the following workday, a courtesy call is made to notify the addressee of receipt of material. A special delivery service is available on a cost basis with a minimum one hour charge; if a planned delivery service is not acceptable to the addressee or special delivery is needed.

Damage and Shortage

Upon receipt of the package(s), the department signs for the shipment as proof of delivery. Signatures attest to the number of cartons or pieces received, not the contents. Any shortages must be immediately reported to University Stores.

Material received in a damaged condition must be reported immediately to the Damage and Claims section of University Stores at 884-6203. Time is of the essence. For a claim to be considered, concealed damage must be reported to the freight carrier within 15 days of the date received by MSU. Contact University Stores immediately for instructions. In all cases, the package and contents including inner packaging, must be preserved as received. Do not remove anything from the package until it has been inspected or a determination made for return or replacement. Value of the damaged item must exceed $100 before a formal claim can be filed. MSU is liable for concealed damages if not reported within 15 days of receipt of order.

Disposition of damaged items is processed on a Material Return and/or Shipping Permit Form. The form must be completed and sent to University Stores. Suppliers are contacted by University Stores to verify such information as:

• Whether the claim is to be handled by MSU or by the supplier
• The shipping address, if returned to the vendor
• The type of transportation to be used, and who is responsible for the shipping expenses
• Whether the shipment requires additional insurance and at whose expense
• The exact dollar amount of the claim

Once a claim is initiated, University Stores contacts the department regarding responsibility for payment of invoices or handling of credits.

Any overage or shortage arriving on a Purchase Order delivery should be reported to the Receiving office at 884-6082 for advice (e.g. pick up, redelivery, or Material Return).

IV. University Stores Shipping

Shipping is the central shipping office for all material being shipped from the university. This area has the responsibility to ensure materials being shipped off campus are properly classified and adhere to all federal rules and regulations. The University Stores Shipping Team is also responsible for the payment of inbound collect and outbound prepaid freight charges. Freight and air bills are processed, charges are verified and billed to department accounts through the billing system. Individual departments shipping or receiving merchandise directly should send all freight bills to University Stores for processing.

University Stores retains the right to make the final determination as to the best method and terms of shipment. Additional information may be obtained by calling University Stores Shipping at 884-6083.

Purchasing and University Stores have negotiated campus-wide transportation contracts to substantially reduce overall shipping costs to the University. Departments are strongly encouraged to use these contracts.

Outbound parcel shipments must be received at University Stores by 1:00 p.m. unless special arrangements are made by calling Shipping at 355-1700. Outbound Airfreight shipments must be received at University Stores by 3:00 p.m. for same day service.

Determining which forms to use:

Material Return/Shipping Permit Form
Shipments involving a Purchase Order valued over $500 or those involving a credit require a Material Return and/or Shipping Permit Form.

Transportation Service Request Card
The Transportation Service Request Card is a request for expedited shipping. There is no receipt when picked up from the department and it is assumed the department has made all arrangements for the recipient. The Transportation Service Request Card may be used for the shipment of any material not involving a Purchase Order. Shipments involving a Purchase Order valued under $500 with no credit expected can also use the Transportation Service Request Card. All other shipments must use the Material Return Form.

Expedited shipping requests for the various airfreight companies, with guaranteed times of arrival, should use a Transportation Service Request Card. It is the department's responsibility to obtain a correct shipping address and make all arrangements with the recipient, including return authorization if required. Shipments containing hazardous material must include a Material Safety Data Sheet and a full description of the package contents.

When a Purchase Order is Involved:

If the value is $500 or under and no credit is expected, either a Transportation Service Request Card or a Material Return/Shipping Permit Form (MR) may be used.

If the value is over $500 or a credit or refund will be issued, a Material Return/Shipping Permit Form (MR) must be used.

Note: When a Purchase Order is not involved and value is not a consideration, either method is acceptable.

When repairs are involved:

Warranty repairs can be returned on a Transportation Service Request Card.

The department must arrange for the Supplier Return Authorization (RA) and include it on the card.

Repairs requiring payment are shipped using a Material Return/Shipping Permit Form (MR). The completed MR, along with a Purchasing Requisition, must be sent to Purchasing for processing.

International Shipping

Twenty-four to forty-eight hour processing time and form required.

Shipment of Hazardous Materials
University Stores’ personnel have been trained and certified to ship hazardous materials. To ensure compliance with federal law, it is strongly recommended that departments send their hazardous materials using these guidelines:

• Complete the Hazardous Materials Transportation Form and attach it to the package along with all required documentation
• Call University Stores for pick up
• Domestic packages require 24 hours (one business day) for processing
• International packages require 48 hours (two business days) for processing
• Emergency shipments can be arranged on a case-by-case basis, but must be delivered to University Stores by 11:00 a.m.
• Special hazards and radioactive materials take extra time to process and must be coordinated with the University Stores Shipping Traffic Controller

Hazardous materials can include compressed gases, flammable liquids and solids, oxidizers, poisons, corrosive materials, radioactive and biological materials and even dry ice. For shipments of biological and radioactive materials, transport or export permits and/or authorization may be required prior to shipment.

Federal regulations have outlined specific shipping requirements for hazardous materials. Depending on the mode of transport and destination, these shipments are regulated by 49 CFR parts 171-180 and/or IATA. Materials shipped out of the country, even items that may not be considered hazardous in the United States, may be classified as hazardous in other countries. To comply with shipping regulations, hazardous materials must be properly classified, documented, packaged, and handled. 

Failure to meet regulatory requirements when shipping hazardous materials may result in citations, fines and/or imprisonment. Fines to the university can range from $250 to $500,000 per violation. In addition, individual researchers and shippers may be subject to criminal penalties of up to $500,000 and five years imprisonment.

Federal law also requires that anyone who is involved in or responsible for preparing or transporting a hazardous material must have DOT and/or IATA training and certification. No one offering hazardous materials is exempt from federal transportation requirements.

The Office of Radiation, Chemical & Biological Safety (ORCBS) offers certification for shipping infectious substances (Class 6.2) and diagnostic specimens by air. Departments needing to ship these materials should be trained through the ORCBS; for questions and to sign up for training, contact 355-1283.

Relocation Services

University Stores manages the relocation contracts for the University. Contracts are in place to facilitate moves of personnel, offices, and special equipment. To initiate a move, contact one of the contracted Van lines directly to obtain a quote.

The Van lines require a release number for service authorization. To obtain a release number, fax the quote from the moving company along with the University Stores Relocation/Moving Service Form to 355-4484. University Stores will process the request and notify the Van lines for the service. If needed, University Stores provides 1099 reportable data to the Payroll Office.

University Stores also provides relocation services for intercampus moves.

V.  University Stores Distribution Services

University Stores operates a delivery system for the transfer of materials and mail.

Pick Up and Delivery

The building and room number specified on the order form or pick-up notice is considered the final delivery or pick-up location. To change a location and avoid additional charges, call Receiving at 884-6082 prior to the delivery or pick up. If the room listed is a locked storage room, indicate on the form where a key can be obtained. If a signature on the delivery slip is to be obtained at a location other than the delivery location, this must also be indicated.

Fee for Services are available for opening crates, moving and setup for special equipment handling needs, material handling and distribution services.  Call for an estimate. 

University Stores offers a pick up and delivery service. To request this service, call 355-1700 or use the Pick-up Request Form. No fee is charged for up to a maximum of eight stackable boxes (approximately 17 x 12 x 15 each) or one hamper of mail.

On-campus service includes furniture delivery and setup, and equipment transfers, either during the regular workday or after hours.

Off-campus service includes pick-up and delivery service for local trips to East Lansing, Lansing, and long distance trips within the Lower Peninsula.  Destinations outside the Lower Peninsula may be scheduled if sufficient lead time is provided.  Service by either contracted delivery van or freight truck is also available.

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VI.  Campus Mail

By action of the MSU Board of Trustees and the United States Postal Service Private Express Statutes, Campus Mail Service is limited to the distribution of official university communications and the collection of mail for off-campus processing.  [Code of Federal Regulations, 39CFR310.3]

Examples of communications that can be handled by Campus Mail Service are:

• Notices of faculty meetings or other university department sponsored affairs or programs
• Notices of meetings of learned and professional societies
• Communications from one department of the university to another
• Memorandums from one individual to another when pertaining to university business

Examples of communications that cannot be distributed by Campus Mail Service are:

• Non-University business
• Letters exchanged between non-university agencies
• Letters exchanged between students
• Requests for contributions except Community Charitable Campaign
• Sales or collections by campus organizations or individuals
• Church announcements, club announcements, and notices of political or organizational meetings
• Anonymous mailings
• Mailings for commercial, personal or private gain or those containing commercial advertising for organizations or individuals not affiliated with the University

Campus Mail reusable interdepartmental envelopes are available for purchase from University Stores.

• 10 1/4 x 4 1/2 (14018060)
• 9 x 12 (14018200)
• 10 x 13 (14018250)

Used envelopes may be obtained by completing an Interdepartmental Envelope Request Form. Due to limited supplies, envelopes are available on a first-come, first-serve basis.

Payroll envelopes are used only for delivery from the Payroll Department to the department head. To forward payroll time reports or checks, remove the material from the payroll envelope and forward it in a regular mail envelope. The empty envelope can be returned to the Payroll Office for reuse.

Recommended Procedures for Campus Mail
The following practices assist Campus Mail in expediting the mail and maintaining a smooth workflow for campus customers:

• For large campus mailings (greater than 200 pieces), contact Campus Mail at 355-1700, a few days prior to the mailing date
• The mailing must be properly addressed, sorted by building, and bundled
• Large mailings are merged into the mail flow, as time is available.  Therefore, mailings may be delivered over a period of several days
• Single or multiple page mailings not in an envelope should be folded and sealed

Addressing Campus Mail
It is essential to include the building name. Mail is sorted and delivered according to building. The room number and building name should be the last line of the address. An example of the proper address for campus mail is as follows:

DR JOSEPH SPARTAN

MAIL PROCESSING

120 ANGELL BLDG

VII.  University Stores Lease/Purchase Program and Equipment Rental Programs

Lease/Purchase Program

The Lease/Purchase Program provides a means of acquiring needed items while funding the purchase over multiple fiscal years.  A variety of products can be obtained through the University Stores Lease/Purchase Program. The program offers financing up to five years in 12-month increments. The Lease/Purchase Program cannot be used for purchases made on a federally funded account.

To initiate an internal lease, departments must complete a Purchasing requisition. Include in the body of the requisition the statement "to be leased through University Stores over ____ years". The monthly lease charge begins when the material is received and University Stores pays the supplier. For further information and lease payment quotes, call University Stores at 884-6184.

University Stores retains ownership until all lease obligations have been met. The lease may be paid in full without penalty any time during the contract period by paying the balance (principal plus current month's interest). Additional funds may be applied to the principal any time during the lease. Once the obligation is completed, ownership is transferred to the leasing department via an eJVE. An Equipment Transfer Notice is prepared by University Stores if the item is tagged and qualifies as equipment.

Departments are responsible for the maintenance contract on leased equipment. Contact Purchasing for details at 355-0357. It is university policy that all equipment be properly maintained and kept in good working condition. Equipment cannot be traded-in while on the lease/purchase program.

Equipment Rental Program

Equipment rental through University Stores provides a variety of office equipment and other items available for monthly rental. Rental items include pagers, typewriters, fax machines, interactive white-boards, and dictation/transcribers. For information on rental items and procedures, call 884-6184, or visit http://universitystores.msu.edu/html/equiprental/

All rental items are under a maintenance contract for immediate repair in the field. Equipment supplies are included at the start of the rental period. Departments are responsible for expenses incurred due to misuse, theft, or destruction of the equipment. A monthly rental charge is assessed and will appear on the University Stores’ monthly billing statement. The Rental Request form is available online.

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