Materials Management

Effective Date: 03/01/2000. Updated 09/25/07

Introduction Statement 2: Responsibilities and Organization


Responsibilities

The primary functions of the University's Department of Materials Management are:

  1. To serve faculty and staff in securing supplies, materials, equipment and contractual services.

  2. To assure that purchases made are properly authorized and result in proper quality of goods or services being delivered to designated location, at the proper time, in the right quantity, for proper usage and at the best possible cost.

  3. To assume responsibility for compliance with law and policy established by the N.C. General Assembly, G.S. 143-48 to 64.

  4. To maintain accurate capital equipment inventory.


Organization

The Department of Materials Management is a part of the Administration and Finance Division of the University and, as such, reports to the Associate Vice Chancellor for Administration and Finance. Offices are located in Building 141, 200 E. 1st Street.

The Department of Materials Management is composed of functional units listed, defined and illustrated as follows:

Function

The Purchasing Office is the unit of the Department of Materials Management responsible for making all purchase contracts entered into for the University (rental and purchase of real property excepted). The purchasing requirements for the University require the services of several Purchasing Officers with responsibility for purchasing divided among general categories as follows:

  1. Computers and related technology

  2. Furniture, Office Supplies and Materials Purchasing

  3. Maintenance and Utilities Purchasing

  4. Scientific, Medical, and Research Purchasing

  5. Contractual Services

Central Supply

Central Supply is the service unit of the Department of Materials Management which is responsible for maintaining an inventory of the most commonly used office supplies and equipment for resale to campus departments and divisions. The Central Supply Catalog may be searched using the PORT system via OneStop.

Central Receiving/Warehouse

The Central Warehouse is the service agency of the Department of Materials Management which is responsible for maintaining an inventory of supplies and materials for the operation of the University Facilities. Any department needing items in the Warehouse stock may purchase them as necessary. The Central Warehouse catalog may be searched using the PORT system via OneStop.

Central Receiving is the service agency of the Department of Materials Management which has the responsibility of receiving, checking, and redelivery of supplies and materials ordered for all main campus University departments, schools, and agencies.

Medical Storeroom/Receiving

Medical Storeroom is the service unit of the Department of Materials Management which is responsible for maintaining an inventory of the most commonly used medical, scientific, and research supplies and maintenance related supplies. The items are available on a resale basis to campus departments and units. The Medical Storeroom catalog may be searched using the PORT system via OneStop.

Medical Receiving is the service agency of the Department of Materials Management which has the responsibility of receiving, checking, and redelivery of supplies and materials ordered for the Medical School including patient treatment units, clinics, and outpatient units.

Surplus Property Warehouse

The Surplus Property section in Central Stores & Receiving has the responsibility of disposing of surplus material in accordance with rules and regulations of the State of North Carolina and the University. See Policy Statement 67 for detailed information.

Fixed Assets

Fixed Assets is responsible for proper accounting of all equipment with a purchase cost of $5,000 or more and useful life of more than one year, EDP equipment with a purchase cost of $2500 or more. See Policy Statement 62 for detailed information and Policy Statement 63 for instructions on Transfer of Equipment.

It is recommended that departments’ have an internal tracking procedure for equipment under the aforementioned dollar thresholds for accountability purpose. A suggested Inventory Tracking form can be found on the Fixed Assets website.