Chapter 2 – Fiscal Management

The Department shall operate in accordance with the basic statewide materials management program policy as stated in SAMState Administrative Manual 3500.

This section provides instructions for ordering equipment and supplies for Headquarters.

Each unit supply requisition officer shall order and receive supplies and equipment for the unit.

A CDC Form 838, Supply Requisition shall be completed for each and every item listed in the DGSDepartment of General Services supply catalog. As many as 16 items may be placed on each requisition form and normally, delivery shall be within 24 hours. A supply of CDC Form 838s may be obtained from the Headquarters stockroom and, once completed, forward the white and yellow copies to the stockroom and retain the pink copy in a suspense file.

Emergency Orders

• Emergency orders shall be filled immediately upon receipt, either from the supply stocked in the stockroom or from General Services’ warehouse located on Watt Avenue. However, the originator shall hand carry the order to the stockroom supervisor or obtain authorization for the merchandise to be picked up at General Services’ warehouse.

Nonemergency Orders

• For other than emergency orders, place the supply requisition form in the outgoing mail basket. Mailroom employees shall pick up and handle from this point. When material is delivered, check the items against the copy of the order that is returned with the material.

• Fill out all supply requests in their entirety and indicate delivery room number and name. For stock numbers and descriptions, refer to the General Services office supply catalog. Orders not completely prepared shall be returned.

Departmental Forms

• Orders for all “CDC” and “GA” forms shall be placed on a CDC Form 838, and shall be handled in the same manner as other supply requests. Supply requisitions for these forms do not need a General Services stock number; however, the form number and form name shall be indicated. Orders for all standard state forms shall have the General Services stock number indicated on the supply requisition.

Form 5 Items

• All requests for items obtainable only from an outside vendor (i.e., books, maps, etc.) shall be on an STDStandard Form (DGS) Form 5, Intra Office Requisition. These forms shall be submitted in duplicate to the BSS for processing. They shall give a complete description of the item desired (size, style, model, color, etc.), the price, the vendor from whom it may be purchased and the employee for whom the item is ordered.

All requests for filing equipment shall be submitted on a STDStandard Form (DGS) Form 5 and shall include a statement of justification.

• Shelf files shall be considered when requesting new equipment. Drawer file cabinets, tub type or desk side files, lateral filing equipment, mechanized files, plan filing equipment and rotary files shall not be authorized except in unusual circumstances and only when fully justified.

Each request shall be submitted to the Department’s records management analyst in BSS for review and approval.

A shredder located in the Correctional Case Records Section may be used to destroy a small amount of confidential material.

Upon request, mailroom personnel shall arrange for the destruction of large amounts of confidential material.

The Deputy Director, OBSOffice of Business Services or designee shall ensure that the content of this article is accurate and current.

SAMState Administrative Manual § 1161.