Chapter 2 – Fiscal Management

22030.11.7 Distribution of Material

• A catalog of items in inventory shall be provided to staff for ease of requisitioning materials.

• Materials shall be issued from warehouses on a STDStandard Form (DGS) Form 115, Order for Storeroom Supplies, or a local form that contains the same basic information as the STDStandard Form (DGS) Form 115. The requisition shall show the date of the requisition, the unit to be charged, the stock item number and description, quantity ordered, and signature of requester. The requisition shall be signed by the approving officer who shall retain the triplicate copy until the order is filled. The approving officer shall send both the original and duplicate copies of the requisition to the warehouse.

• Each approved requisition shall be numbered and listed in a central control register for reference control of material issues.

• After the order is filled, the original of the requisition shall be used to update stock records while the duplicate copy accompanies the material and serves as a packing slip.

• When the goods are received, the person who ordered them shall check the quantity received, sign the receipt portion of the triplicate copy, and send it to the warehouse for comparison of quantity filled vs. quantity received. All discrepancies shall be reported immediately. Immediate reporting shall assist in determining the steps necessary to rectify any discrepancies.

• The distribution of maintenance warehouse items shall be basically the same as distribution of all other items, except all trades staff shall stock a 30-day supply of maintenance supply items in their respective areas or vehicles to eliminate frequent trips to the warehouse. A STDStandard Form (DGS) Form 115 or similar form is required for all issues from maintenance warehouses.

• Every effort shall be made by staff to maintain accurate warehouse and inventory control records, which make the detection of losses easier.