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					 Division of Environmental and Life Sciences

                       Procedure for the Division Store

Author: Keith Maxwell
Date: 10th February 2003
Review Date: 8th November 2006

Overview: This procedure document is intended to identify the steps involved
in requesting services provided by the Division Store (in the E8A Loading Dock
– internal phone # 8145) and to ensure that in doing so, the relevant University
policy is complied with.

There are eight (8) Sections within this “Procedure for the Division Store”

Section 1 - Deliveries
i) University Purchase Orders

ii) Direct deliveries:

iii) Courier parcels / University MasterCard:

Section 2 – LABORATORY CONSUMABLES / STATIONERY
i) PRINTER INK / TONER – unusual stationery

Section 3 - EQUIPMENT RECORDS
i) NEW RECORDS

ii) CHECKING OF EQUIPMENT

iii) DISPOSAL

iv) ACCESS TO RECORDS

v) FULL DETAILS – your responsibility

Section 4 – BOC gas cylinders
BIOLOGICAL SCIENCES


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i) ORDERING

ii) RETURNING

iii) RECEIVING

iv) COST of GAS / CHARGES / GAS CYLINDER RECORDS

CHEMISTRY (CBMS)

EARTH & PLANETARY SCIENCES

Section 5 - Ethanol
Section 6 – liquid Nitrogen
Section 7 – Large / unusual / heavy items
Section 8 – Laundry
PICK UP POINT NUMBER



Section 1 - Deliveries
i) University Purchase Orders
Goods requested on a University Purchase Order are normally delivered to the Division Store, in
the E8A Loading Dock, around 8.30am each morning. These goods were, generally, received at
the University Central Store (299 Lane Cove Road) on the previous working day.

SDA. A Store Delivery Advice (SDA) will accompany all goods delivered from a University
Purchase Order. This SDA (pink A4 page) is signed and dated by the Division Stores Officer as
„proof of delivery‟ (POD). The Division Stores Officer will keep a copy of the SDA. The original of
the SDA is always returned to Central Store.

The SDA identifies the goods delivered from a University Purchase Order. Each parcel is
identified by a unique 5 digit SDA number. Multiple parcels will be identified as 1/2 (meaning 1 of
2 parcels) 2/2 etc. The SDA will list the University Order No., what items were ordered, what
items were delivered, what items have gone onto “backorder” (to be delivered at a later date.
Goods on “backorder” do NOT incur a second delivery fee) plus who is the intended End User.
See sample SDA at the end of this document.

Please note that the supplier Delivery Docket / Tax Invoice is retained by Central Store to forward
to the Accounts Payable section of the University.

Goods that require storage in a refrigerator or freezer are usually delivered (often in the
afternoon) on the same day that they are received at the University Central Store. These goods
will be placed in the refrigerator or freezer of the E8A Loading Dock. The End User will be
notified via phone, voicemail, email, memo etc.



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CAPITAL ITEMS. New equipment that needs to be recorded on the University Asset Register
(see Section 2 – Equipment Records) will have their Serial No. recorded before they are released
from the Division Store. The Delivery Docket / Tax Invoice will, where possible, be photocopied.

Goods received on a University Purchase Order will either be delivered to you or made available
for collection via phone, voicemail, email, memo etc. Where possible a copy of the SDA will be
provided when goods have gone onto “backorder”.

SHORTAGES. You must promptly notify the Division Stores Officer of any differences in the
quantity of items received vs. the quantity ordered. Do NOT contact the supplier regarding
shortages.

SDAs are passed onto the ELS Centre so that payment can be approved.

Deliveries for Chemistry (CBMS) are now received into the Division Central Store.

ii) Direct deliveries:

BIOLOGICAL SCIENCES / CHEMISTRY / other Departments / DIVISION
When a company delivers goods direct to you, for whatever reason, IT IS VITAL that all
paperwork associated with the delivery is either passed onto the Division Stores Officer or ELS
Centre.

Payment by the University will not be approved until proof of receipt of goods is received. The
University has often aggravated suppliers because a staff member has Delivery Dockets / Tax
Invoices in the top drawer of their desk. For this reason direct deliveries are discouraged.


iii) Courier parcels / University MasterCard:

BIOLOGICAL SCIENCES / CHEMISTRY / other Departments / DIVISION
The University Central Store (299 Lane Cove Road) is accepting very few courier deliveries.

Parcels that are delivered to University Central Store may not be delivered until the next
scheduled delivery run. This can sometimes be as late as the NEXT working day. It is thus
possible that an item may have arrived at the University but be sitting over at the University
Central Store. The internal phone extension for the Receiving Dock of the University Central
Store is x1688.

The University has given institution MasterCards to a number of staff. The aim is to simplify and
streamline the purchase process particularly for services (such as travel) and one off, low value
purchases. MasterCard (Credit Card) orders should be delivered direct to the Division Store by
using the following address –

Loading Dock - E8A "DIVISION STORE" off EASTERN ROAD within MACQUARIE
UNI. Building E8A Room 186

Please note that there is no obvious delivery pattern for couriers except that the morning is more
likely.

Section 2 – LABORATORY CONSUMABLES / STATIONERY

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ITEMS for IMMEDIATE USE. The Division Store holds a range of common laboratory
consumables and stationery. Stock is issued to staff against a current University / Division /
Department / Centre account code. Transactions are recorded via barcode or product code into a
FileMaker database. The Transaction Records are collated / exported at the end of each month
and sent to the relevant Division / Department Financial Officers.

The Store Hours for collecting stock are Monday to Friday from 11am to 12noon and 2pm to
3pm.

There are over 450 different items of laboratory consumables / stationery in the Store database.
Some typical products are:

   paper products (Kimwipes, Kleenex, paper towel, envelopes, writing pads, folders)
   plastic products (pipette tips, microcentrifuge tubes, plastic bags, freezer storage racks,
    petri dishes)
   safety / personal protection (gloves, safety glasses, lab coats, sharps containers)
   cleaning products (soap, Windex, Chux)
   computer memory media (floppy disks, zip disks, CD, DVD)
   stationery (pens, pencils, various tapes, batteries, envelopes)

The full list of these items is on a Notice Board outside the Division Store. Samples of some of
the more popular items are shown on shelves just inside the Division Store.

This stock list can be found on line at www.els.mq.edu.au/staff/Store/store.htm as an Excel file.
One file is a Division Store product price list as at April 2006. The other file called “Stock Finder”
has stock descriptions that can be viewed in either of two ways. The column "FileMaker Item
Description" is copied from the FileMaker database. To help you more easily find items this list
has been edited into the column "Search Item Description". Please note that the underlined word
is the first word of the item description in the column "FileMaker Item Description". To confirm
the price you will need this description.

i) PRINTER INK / TONER – unusual stationery
Ink and toners are NOT Division Store items but are ordered as required. The range of ink and
toner for printers is too wide to keep in the Division Store.

The University has a purchase contract with OFFICE MAX as their preferred supplier for
stationery. A number of administrative general staff in the ELS Centre (and the Division Stores
Officer) are authorised to order direct from OFFICE MAX via e-commerce. Delivery is usually
one to two days.

Office Max keep an extensive range of stationery items most of which are listed in their
catalogue. Please see the Division Stores Officer or staff in the ELS Centre to view a copy of the
current Office Max catalogue.

In January 2005 Office Max Solutions took over the government supplier “Q Stores”. All items
from the previous Q Stores catalogue are available from Boise e-commerce. You will need to
specify the Office Max / Q Stores part number you require.

You can view the Office Max catalogue on-line by the following. Login to www.omax.com.au
Highlight the “Order Point” (to activate it).

At the login screen quote Username as “ELSGUEST”. The Account to quote is “2MUE5A109”.
Finally, enter the Password as “QSTATION”. The on-line Office Max catalogue will give you the
Office Max part number and the current price to the University.


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Office Max often can also supply unlisted / unusual stationery items. Please phone 8732 0222 to
confirm availability and get a catalogue number.

Section 3 - EQUIPMENT RECORDS
The University is obliged under government legislation to keep an accurate record of its
equipment. Items that need to be recorded essentially are all capital equipment with an initial
purchase price greater than $5,000. For insurance purposes all capital equipment costing
between $1,000 and $5,000 that will last more than two years must also be recorded. This
includes items purchased on a University Purchase Order or credit card (Master Card / Amex
Card). Equipment that requires regular maintenance may also be added to this record of
equipment.

The details of assets are maintained by the Asset Management Section of the Office of Financial
Services. Each Division has an Asset Management Officer (for our Division see the Division
Stores Officer – Keith Maxwell) to co-ordinate details for the Asset Management Section. ELS
Centre staff also assists in collection of information for the “Asset Register”.

i) NEW RECORDS
All new equipment costing more than $5,000 and most items in the range $1,000 to $5,000
MUST be recorded in the University Asset Register.

The minimum information required to complete the record for each new item of capital equipment
in the University Asset Register is SERIAL No., ROOM / LABORATORY No. and CUSTODIAN
(staff member responsible for the item). Assets can be used at home or in the field as required
provided that they are kept securely. The Asset Register will not show your address just “HOME”.

The above details are recorded for all capital equipment items that are delivered to the Division
Store – E8A186. Thus the above details will not have been collected for items that bypass the
Division Store by being delivered “direct” (by the supplier) to a particular staff member. Please
ensure that if you have a “direct” delivery that you pass on all Delivery Dockets / Tax Invoices to
ELS Centre staff along with the serial no. room no. and custodian name.

ii) CHECKING OF EQUIPMENT
From time to time the University may ask to “audit” some or all of the capital equipment of your
Department. Equipment must be made available for viewing by the University Asset Officers.
The Asset Officers usually want to verify the asset by seeing the serial no.

iii) DISPOSAL
Equipment can remain on the Asset Register for a long time! The Asset Register is a list for
accounting purposes only. Equipment can however be “written-off” – i.e. deleted from the Asset
Register. There must be a valid reason to delete an asset from the register. Reasons can
include „stolen‟, „sold‟, „trade-in‟, „not cost effective to repair‟ etc.

Deleting equipment from the Asset Register is done via the Division Asset Management Officer –
Keith Maxwell. Please contact him with as many details as possible of the unwanted equipment
before you proceed with disposal.

iv) ACCESS TO RECORDS
The University Asset Register is attached to Finance 1 (the financial software system for the
University). Records in the Register can be accessed by the Division Financial Manager – Gill
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Ellis and the Stores Officer - Keith Maxwell. Please feel free to contact them concerning capital
equipment in your area.

You can also view a recent Excel spreadsheet that is a copy of the Division Assets listed on
Finance 1at G:\Intranet\Equipment-List\

v) FULL DETAILS – your responsibility
Full details of the Policy and procedures of Asset Management can be found at -
http://www.ofs.mq.edu.au/asset_management/index.htm This Policy of course covers all aspects
of asset management from the initial purchase to recording details for the Asset Register to the
final disposal of the item. The Policy also lists the responsibilities and authorities of relevant staff
members / University Officers. All Divisions and their Departments must follow the procedures
set out in this Policy.

Section 4 – BOC gas cylinders
BIOLOGICAL SCIENCES
i) ORDERING

To order a gas cylinder you need to fill in a Gas Requisition Form (found in a container just
outside the Division Store). Please provide your name (not your supervisor's), the gas you
require (including code), and a valid account (9201xxxxx). Students need to obtain their
supervisor's signature. If you do not know the gas code, see the Division Stores Officer. You do
not need to provide an empty cylinder to order a new one.


ii) RETURNING

DO NOT REMOVE THE GREEN LABEL....This information is required to update the records of
gas cylinders which are currently in use in the Department.

FILL OUT A GAS REQUISITION FORM....even if you are not ordering any more gas, indicating
who returned the cylinder and when. Place the cylinder in the racks opposite the Division Store
door in the E8A Loading Dock.

iii) RECEIVING / GAS CYLINDER CAGE

Orders for gas cylinders are placed with BOC around 1pm on Tuesdays. Cylinders are normally
received on Wednesday or Thursday of that week. The cylinders are delivered to the E8A
Loading Dock. Do NOT collect any gas cylinders before they receive a GREEN LABEL.

From the E8A Loading Dock, all new cylinders are placed in the gas cylinder cage (across the
road against E7B & accessed via a general lab key # 2673) by the end of the week. Anyone with
a lab key may remove cylinders from the gas cylinder cage whenever they need to.

iv) COST of GAS / CHARGES / GAS CYLINDER RECORDS


The cost of a range of common gases can be found on the Division Intranet. See the file
G:\Intranet\BOC-Gases\Gas Charges 06

In ADDITION to the cost of the gas, there is a daily cylinder rental charge (demurrage). BOC
makes their profit by renting cylinders. This is why the correct return of cylinders is important.

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Every month Jenny Minard charges Biology accounts that are holding BOC gas cylinders. Thus,
if the Store records are incorrect, you may end up paying demurrage (rent) on cylinders that have
been returned. You should plan your gas ordering so that you don't have spare cylinders sitting in
the gas storage cage for too long.

TO CONFIRM what BOC gas cylinders are recorded against your name, and hence are being
charged for, see the most recent file listed at G:\Intranet\BOC-Gases.

CHEMISTRY (CBMS) – contact the Division Stores Officer, Keith Maxwell via
email. See notes below from a general Chemistry email sent by the previous
Head of Department, A/Prof. Peter Karuso.

Keith Maxwell will be ordering gases once a week and orders must be in by Noon Monday to be
delivered by that Wednesday. Please e-mail all orders to Keith Maxwell:

kmaxwell@els.mq.edu.au

in the e-mail, please state what gases you want, how many of each and how many empties there
are to pick up.

The department will pay for gases used in teaching. The gases are air, nitrogen and argon in G
sized bottles. Any other gases or sizes must be charged to a research account as should any
commercial usage. Please include account details with your order in these cases.

The pickup point is the F7B loading bay; empties on the left and full bottles on the right. Please
ensure that empties are picked up promptly as a daily rental charge applies to each BOC gas
cylinder.



EARTH & PLANETARY SCIENCES – contact the Division Stores Officer, Keith
Maxwell via email.

BOC gas cylinders are delivered to / picked up from the gas cylinder storage area at the rear of
building E5A. Remember that you will need a key to unlock this gas cylinder storage area.



Section 5 - Ethanol
Ethanol (ethyl alcohol) is purchased by the Division under licence and is available tax /excise free
for use in laboratories and for fieldwork.

BULK ethanol is available either at 95% OR 100% purity. 100% ethanol is also known as
absolute ethanol and contains no water but possibly traces of benzene. 95% ethanol contains
5% water.

BULK ethanol (either 95% or 100%) is issued either in a 2.5 litre bottle or in a 20 litre drum. The
2.5 litre bulk ethanol bottles are recycled and are refilled from 20 litre drums. Staff are thus
requested to bring an empty 2.5 litre BULK ethanol bottle for exchange.

ANALYTICAL REAGENT grade „AR‟ ethanol is only available at 100% purity. AR ethanol has
minimal impurities. See the Division Stores Officer for Product Specification details of all three
types of ethanol.


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AR Ethanol is issued in sealed 2.5 litre bottles.

Small volumes of ethanol (up to 20 litres) will generally be issued „on the spot‟ during normal
Division Store hours. Requests for large volumes of ethanol will need to be arranged with the
Division Stores Officer for collection from the University Solvent Store at F7A.

ETHANOL REGISTER. All requests for ethanol are recorded in the Ethanol Register book in the
Division Store. Staff will be asked to sign the Ethanol Register to acknowledge that the ethanol
will either be used in a laboratory, as specified, or for fieldwork (NO DRINKING – NO
LABORATORY COCKTAILS). Representatives of the ATO - Australian Tax Office can demand
at any time to see the Ethanol Register plus the monthly Excel based reconciliations of usage
collated by the Division Stores Officer.

Section 6 – liquid Nitrogen
Liquid Nitrogen is available for use within the Division. Liquid Nitrogen is very cold and can cause
serious burns. Please ensure that you are aware of the requirements and procedures (including
appropriate personal protective equipment (PPE) and vacuum dewars) for safe decanting and
transport of liquid Nitrogen before you attempt to use it.

Mr Keith Tonkin within the Department of CBMS (internal phone # 8260) can advise on the safe
use of liquid Nitrogen.

The liquid Nitrogen reservoir is located at the University Solvent Store, building code F7A. You
will need a key to open the gate to F7A. Biologists can access the F7A key from the wooden key
box in the E8A Loading Dock by using the general lab key # 2673.

Staff and students of the Department of CBMS will need to get the F7A key from the metal key
box of F7B level 0.

All liquid Nitrogen taken from the liquid Nitrogen reservoir MUST be recorded in the liquid
Nitrogen logbook (near the reservoir).

Section 7 – Large / unusual / heavy items
The ELS Facilities Manager, Ron Claassens and the Division Stores Officer have had extensive
experience in moving large / unusual / heavy items. The Division has a number of trolleys etc to
minimize the risk to staff. A number of fork lift trucks are also available including a drive on fork
truck of 1 tonne capacity.

Please contact the Division Stores Officer to arrange for the loan of an appropriate trolley or for
assistance to move an awkward item.

Section 8 – Laundry
The Division provides a laundry service for washing of lab coats, towels, overalls etc. Items for
washing are collected each Thursday morning from your Department “pick up point” Last
week's washing is also returned at this time.

Please be careful to mark / identify your laundry via a permanent black marker pen (PENTEL
PEN) with the correct “pick up point number” (as specified by the laundry Contractor) for your
Department. Don‟t forget to also include your name on the laundry item.




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PICK UP POINT NUMBER
Your washing will get lost in “the system" unless you use a permanent black marker pen
(PENTEL PEN) to mark your laundry with -

"1022"            as the pick up point number for BIOLOGICAL SCIENCES

"your name"       so that your laundry gets back to you.

Place your laundry in the wire basket outside the Division Store in the E8A Loading Dock. There
is a clipboard above the wire basket. Please record your name and the item for washing on the
clipboard. This will help Biology verify laundry charges. It will also help identify you as the owner
of laundry if the marking is hard to read (the laundry does use strong cleaning chemicals).

"1222"            as the pick up point number for CHEMISTRY / CBMS

"your name"       so that your laundry can be identified by you.

Items for washing are collected from the plastic basket outside the Chemistry Store in the F7B
Loading Dock – level O.

"1393"            as the pick up point number for EARTH & PLANETARY SCIENCES

"your name"       so that your laundry can be identified by you.

Items for washing are collected from the wire basket in the hallway of E5A level O.




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