Sources for Supplies
There are three main sources for ordering supplies for Access Services. Look at the descriptions and follow the links below to see the procedures required for each kind of supply order. (Jiffy Bags are special!)
Stocked Supplies: There are a few items that are ordered in bulk and available either from Facilities or from ALF. To request these items the Supplies Coordinator emails the contact in Facilities or at ALF.
Recurring Office Supplies: The designated Supplies Coordinator for Access Services can order these via Office Depot/Mister Paper.
Special Orders: Anything that is a non-recurring item, or that is not available via Office Depot/Mister Paper can be requested as a Special Order via Business Services. (Also, anything that can be considered a "personal item" must be special ordered including: batteries & cleaning supplies)
Recurring Office Supplies
Regular, recurring office supplies that are available from Mister Paper (and not available via facilities) can be ordered by the Supplies Coordinator using the PCard.
General information about proper PCard use can be found here. And PCard information specifically for the Libraries can be found here.
Procedures for ordering
Staff notifies the Supplies Coordinator when they need supplies. The Supplies Coordinator follows the procedures below.
Check with the Chair of Access Services to get approval (verbal is fine) for the supplies order.
Log into the Office Depot/Mister Paper website. (Login information is set up with PCard information by Shane at Mister Paper: 377-2737.)
Find the supplies you need and add them to your cart. When ready, click "Order Checkout" and then "Apply To My Account."
The supplies will arrive the next business day.
Track the supply budget on the Budget Sheet .
When the supplies arrive, check off each item on the packing list to make sure they are received, then sign and date the packing list.
Fill out this Requisition Form for Business Services and print two copies.
Attach the yellow copies of the packing list to the Requisition Form and turn it in to the Business Services Contact.
Attach the white copy of the packing list (inside the box) to the other Requisition Form and keep it on file.
Distribute the new supplies appropriately (supply closet, ILL, deliver to individual, etc.).
Email the Access Services managers each time a shipment arrives.
Tips
Try to order only once a week. Wednesdays are usually good since the managers all meet that day and can give input. If an order is urgently needed you can order more often. Note that there is a $4.95 fee if your order is less than $50.00. If you have a small order, add a box of paper to it to bring it up over the $50.00.
Cut and paste from the Order Confirmation email from Mister Paper. You may have to cut and paste into notepad first and then into the Excel Budget Sheet. From there cut and paste into the Requisition Form.
Check the packing list carefully. If you were charged but it's not in the box, call Mister Paper. We have been shorted before. If you were not charged but it was on the Order Confirmation it might be on backorder. You also might find that they had to do a substitution on the order for something more or less expensive than you had expected.
The paper catalog is actually more up to date and accurate than the online catalog. No idea why, but it's true.
Toner and other items that need to be constantly kept in stock can be labeled like this. That way folks might let you know when you need to order more.
Keeping one backup toner cartridge on hand for each printer is a good idea. There is an inventory page for toner that shows all the information you'll need. Be sure to keep it up to date.
The end of the Fiscal Year for all practical purposes happens around mid June. Plan to order enough before then to last through the end of July.
Current Contacts
Supplies Coordinator: Angela Mott
Facilities: Peter Miller
ALF: Hang SooHoo
Business Services: Sonia Coleman
