General		Central Stores
	Physical Distribution		Cadet Support
	Miscellaneous Support		Supply HOME PAGE

General: This section describes the procedures to be followed by supply management. Supply management, in a broad sense, is responsible for equipment, materials, and supplies after they are acquired. 

Goals and Objectives: The goals and objectives of supply management include the following:

• To ensure that all goods and services are properly received, stored, and distributed.
• To stock and safeguard designated stock items in central stores.
• To ensure accountability of stored cadet luggage.
• To support other cadet functions in a timely manner.
• To maintain an accurate and fully accountable property management system and conduct inventory checks as necessary.
• To supervise the disposal of surplus property in accordance with State guidelines and to obtain maximum revenue for disposal of such surplus property.
• To acquire, for college use, federal surplus items through the Service Education Activity (SEA) screening program.

Responsibilities: Supply Management is responsible for two major functions; central supply warehouse and property management:  

• The central supply warehouse is divided into three functions, central stores, physical distribution and cadet support.
• Central stores maintains a stock of materials used in sufficient quantity by a number of different departments or in large enough quantity by any one department to allow the purchase of the commodity in economic order quantities.
• Physical distribution is responsible for receiving all materials (with few exceptions) shipped to the college, for distribution of those materials to the requisitioning department, for delivery of all central stores materials, for coordinating all outgoing shipments and for operating a temporary storage facility.
• Cadet support includes storage of cadet luggage, UPS mail distribution, and abandoned cadet property.
• Property management is responsible for maintaining the fixed assets property control records, affixing decals to new personal property acquisitions, scheduling annual inventory verifications, and coordinating other aspects of the property control program.

Central Stores: Central stores stocks will be high usage office supplies, data processing supplies, janitorial supplies and flags which are used by more than one department, or are used on a repetitive basis by one department. 

• Central stores uses the central stores requisitioning system to control stocks and to bill for stocks sold.
• The procedures contained herein describe the internal central stores management procedures. 

Catalog: A complete central stores catalog will be maintained in the Central Stores Requisitioning System.  

• The catalog will be developed once annually in the month of July.
• The supply manager will maintain and update the catalog on a regular basis as required. 

Stock Items: Stock items will be reviewed annually in April to determine retention for the coming year.  

• The Director of Procurement Services shall approve all additions/removals. 

Access Policy: Central stores will be operated as a closed store, whereby, customers are excluded from the store area except on a specially approved or escorted basis.

Pricing Policy: A 5% markup will be added to the weighted average cost of the item, plus shipping and tax.

Unit Of Measure: The unit of measure shall be the standard pack size that is used to purchase the item.

• Items may be broken down to less than standard pack size, but should be kept to a minimum.
• Items such as forms may be established as a standard pack to facilitate easier delivery and inventory. 

Damaged Goods Policy: Damaged goods received from the vendor or returned from a department will be returned to the vendor for credit or replacement.

Inventory Control: Inventory control shall be maintained by use of the central stores requisitioning system.

• The Supply Manager shall maintain the system, control entries and make adjustments.
• The following procedures will be followed in controlling the central stores inventory:
• Central stores items will be controlled by stock numbers assigned when the central stores catalog is published or pdated.
• Purchases/Sales of central stores items will be entered into the central stores requisitioning system by the Supply Manager as they occur.
• Adjustments to the central stores requisitioning system can be made to correct errors in posting, provide credits for returned goods and record damaged goods. Adjustments to compensate for overages/shortages will only be made with the approval of the Director of Procurement Services.
• Spot inventories will be conducted on not less than five central stores items per week. Complete inventories will be conducted quarterly and at the end of the fiscal year.

• Orders are generated by the user through the central stores requisitioning system.
• Two copies of requisitions will be printed by the Supply Manager.
• The warehouseman filling the order will fill the order and complete the central stores requisition to indicate that the order has been filled.
• A copy of the requisition will be provided to the user and the second copy returned to the Supply Manager for billing purposes.

• Billing is automatically accomplished as the requisitions are issued in the central stores requisitioning system. 

Annual Inventory Procedures: A central stores inventory will be conducted annually during the month of June.  

• All stores will be frozen at a predesignated time and will remain frozen until inventory is completed..
• Two teams acting independently of each other will conduct the inventory.
• Both teams will use the Stock Count List generated by the central stores requisitioning system to record their count.
• Both counts will be compared by the Supply Manager.
• If the two counts do not agree on a given item, then a recount of that item will be taken by the Supply Manager.
• Upon completion of the physical inventory, the Supply Manager will complete a Stock Value List.
• The Supply Manager will certify that the report is true and accurate and submit the reports to the Director of Procurement Services.

Physical Distribution: The physical distribution function is responsible for receiving all materials (with few exceptions) shipped to the college, for distribution of those materials to the requisitioning department, for delivery of all central stores materials, for coordinating all outgoing shipments and for operating a temporary storage facility. 

Receiving: The receiving function is responsible for receiving all incoming shipments, for assuring that the shipments are received in good condition, and in accordance with the bills of lading. 

• The receiving warehouseman will receive, inspect for damage and sign for all incoming shipments. Bills of lading will be maintained in a file by month.
• The Physical Distribution  Log will be completed for all incoming shipments.
• Shipments received will be inspected for damage upon delivery.
• Damages found will be annotated on the bill of lading or delivery ticket and a Material Discrepancy Report will be completed and forwarded to the responsible procurement officer for resolution.
• Shipments received which are annotated for "next day" delivery will be pulled and delivered to the using department the same day that they are received.
• A register log of all deliveries will be maintained by the Supply Manager for follow up purposes. 

Distribution: The distribution function is responsible for distributing all received materials and central stores items to the receiving departments.  

• The Physical Distribution  Log will be used to record all deliveries.

• The delivery person will require the departmental representative to sign the log noting the number of cartons, packages, cases, etc., received.
• Distribution will not receipt for nor deliver personal items shipped to The Citadel.
• The purchase order number will be used to locate the using department.

Shipping: All properly packaged and addressed shipments to be shipped by commercial carriers will be delivered to the supply warehouse. Should special assists in delivering package to the warehouse be needed, please contact the Supply Manger directly.

• Shipments will be made in accordance with instructions provided. Freight charges will be billed to the originating department.

Cadet Support: Supply management provides cadet support for luggage storage, UPS mail distribution, and abandoned property. 

Cadet Luggage Storage: Cadets may store their luggage at their own risk. The college will not be liable for any loss or theft of any stored items. Each cadet will carry or accompany his own luggage. 

• Luggage will not be left on the loading dock.
• Supply management is responsible for the proper storage of all cadet luggage.
• Luggage will be taped or locked securely prior to acceptance.
• Items which may be stored are:
  

• Allowed Storage per Cadet::
  
  
• Two standard boxes.
• One footlocker.
• One suitcase
  
  
NOTE: Standard boxes are 24" long, 17" wide and 22" deep as sold in the cadet store. The storage of any other item(s) not packed in the above described standard box will not be accepted. 


• Items which cannot be stored are:
  
  
• Bicycles, refrigerators, and surfboards.
• Fans, stereos, computers and laundry bags (exception is if these items are packed in a standard box).
  
  
• Tagging of luggage is as follows:

 
• General: All luggage will be tagged for identification.
• Two types of tags  will be used; white for boxes, suitcases, etc. and yellow for trunks/footlockers.
• Tags must be completely filled out.
• Cadets will print their last name and initials on all sides of boxes to be stored.
• Preparation for storage: Footlockers will be securely locked.
• Standard boxes shall be taped closed. Suitcases shall be secured.
• Access to stored luggage: Cadets will be allowed access to stored luggage on Monday through Friday from 0800 to 1600.
• Storage of new luggage must also be accomplished during the same hours.
• Cadets must present their Citadel identification card to gain access.
• Removal from storage: Cadets desiring to remove stored luggage must present their Citadel identification card.
• Cadets who cannot find their luggage will be referred to the Supply Manager.
• A complete search of the storage area will be made by the cadet and a warehouseman.
• If it is deemed that the luggage is lost/missing a report will be forwarded to the Director of Procurement Services for resolution.

Abandoned Cadet Property: All abandoned cadet property found on The Citadel's premises will be turned in to supply management. 

• The Commandant will be informed that property is being held for the respective cadet (if ownership can be ascertained).
• The Commandant will notify the owning cadet to arrange for pickup and/or storage.
• In cases where cadet property is abandoned at the end of the school year, the property will be retained and stored until the Corps of Cadets returns for fall semester.
• At that time, the procedures in paragraph 3.4.2 above will be followed.
• If a cadet does not return to school, an Abandoned Property Notification Letter  will be forwarded to the cadet's last known address obtained from the Treasurer, Alumni Office or Registrar, as appropriate.
• The letter shall be forwarded by certified mail, return receipt requested.
• If no response is received concerning the cadet's desired disposition of his property within thirty (30) days, the procedures outlined below shall be followed:
• All abandoned property will be inventoried and an Abandoned Property Inventory Report will be prepared.
• An inventory will be conducted by a member of the Central Supply Staff and the individual turning in the abandoned cadet's property.
• Disposition of the abandoned property will be as follows:
• All items will be turned over to the Property Manager for disposal in accordance with applicable state surplus property regulations.
• All property not disposed of per the above procedures will be classified as trash and disposed of as appropriate.
• A summary record of disposition of abandoned property will be maintained on file for three years.
• Cadet property found abandoned whereby the owner cannot be ascertained will be disposed of in accordance with the procedures in paragraph 3.4.2 above. 

Cadet/Faculty/Staff UPS Delivery: Supply management will receipt for cadet/faculty/staff UPS packages. Unsatisfactory package conditions will be noted on the UPS delivery schedule and face of the package. Damages to packages will be handled directly with UPS by the recipient.  

• Notification of receipt of a package will be forwarded to the recipient's Citadel P.O. Box. Notification to the recipient will be made using the Package Notification Form.
• Faculty/staff packages addressed to the member's department shall be delivered to the department as addressed.
• Packages will not be delivered to a recipient's on campus quarters.
• Perishable packages shall be kept under refrigeration.
• The Package Notification Form  will be forwarded to the recipient's Citadel P.O. Box when the package is addressed to a P.O. Box.
• Cadets will be given five (5) days from date of notice to pick up packages. A second notice will be sent to the recipient and if the package is not calied within the 2nd five day period it will be returned to the sender.

C.O.D. Packages: Supply management CANNOT PAY C.O.D. CHARGES, therefore, recipients will be notified and must leave the amount owed with the Supply Manager. 

• UPS will attempt to deliver C.O.D. packages on three consecutive days.
• Recipients of C.O.D. packages will be notified using the C.O.D. Package Notification.

Ammunition, Explosive Materials Handling: Ammunition and explosive materials shall be handled with extreme caution. The following procedures apply:

• Reference: The Citadel Safety and Emergency Procedure Program part III B.S. (1) dated 10 April 1985.
• When there is an attempt to deliver ammunition or explosive material to supply management, the Supply Manager will immediately contact the intended department for direct delivery to their storage location. In the event the department cannot be contacted, the Supply Manager will receipt for the material and continue attempts to contact the department.
• When the department is contacted, the material will be removed from supply management and stored in the proper storage facility.
• In the event the department cannot be contacted, the Supply Manager will contact the Army ROTC Detachment, for storage in their ammunition magazine.
• Supply management will not store any type of ammunition/explosive materials.