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					                                 Faculty of Science

                       Procedure for the Faculty Store

                                      Updated 14/9/2010

Overview: This procedure document is intended to identify the steps involved
in requesting services provided by the Faculty 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 Faculty Store”

Section 1 - Deliveries
i) University Purchase Orders

ii) Direct deliveries:

iii) Courier parcels / University VisaCard:

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
i) ORDERING

ii) RETURNING

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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 Faculty Store, in
the E8A Loading Dock, or the University Central Store 299 Lane Cove Road.each 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 Faculty Stores Officer as
„proof of delivery‟ (POD). A copy of the SDA is supplied to the end user with the parcel.

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.

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 Faculty Store. The Delivery Docket / Tax Invoice will, where possible, be photocopied.




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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 your manager of any differences in the quantity of items
received vs. the quantity ordered.

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

Deliveries for Chemistry (CBMS) are now received into the Central Store or Faculty 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 passed on to accounts payable .

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 VisaCard:

BIOLOGICAL SCIENCES / CHEMISTRY / other Departments / DIVISION

Parcels that are delivered to University Central Store ( 299 Lane Cove Road ) may not be
delivered to the faculty Store 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 VisaCards 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. VisaCard (Credit Card) orders should be delivered direct to the Faculty Store by using
the following address –

Loading Dock - E8A "FACULTY 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
ITEMS for IMMEDIATE USE. The Faculty 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.



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The Store Hours for collecting parcels or purchasing stock are Monday to Friday from 9.00am to
1.00pm and 1.30pm to 3.30pm

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 Faculty Store. Samples of some of the
more popular items are shown on shelves just inside the Faculty 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 faculty Store product price list . 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 Faculty Store items but are ordered as required.

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 Faculty 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 Faculty 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 Office Max 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.

Office Max often can also supply unlisted / unusual stationery items. Please phone 1800 022 824
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

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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 (Visa 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 Faculty see the faculty Stores
Officer ) 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 Faculty
Store – E8A186. Thus the above details will not have been collected for items that bypass the
Faculty 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 .
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
Ellis.

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

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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 Faculty Store or email the document to the store found on the intranet under Faculty
Store joe.gatt@mq.edu.au). Please provide your name (not your supervisor's), the gas you
require (including code), and a valid account number. Students need to obtain their supervisor's
signature. If you do not know the gas code, see the Faculty 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 Faculty 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 respective
Loading Dock ( E5A, F7B or E8A ). 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.
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.



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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) – Fill in ( Requisition form for gas )found on the intranet
under procedures and email to the store ( joe.gatt@mq.edu.au )

Gas orders are ordered once a week and orders must be in by Noon Monday to be delivered by
that Wednesday.




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 returned promptly as a daily rental charge applies to each BOC gas
cylinder.



EARTH & PLANETARY SCIENCES – Fill in gas order form same procedure as
as Chemistry

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 Faculty 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. T

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

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
Faculty Store hours. Requests for large volumes of ethanol will need to be arranged with the
Faculty 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

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at any time to see the Ethanol Register plus the monthly Excel based reconciliations of usage
collated by the Faculty Stores Officer.

Section 6 – liquid Nitrogen
Liquid Nitrogen is available for use within the Faculty. 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 has had extensive experience in moving large /
unusual / heavy items. The faculty 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 Faculty 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.


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 Faculty 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

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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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