SECTION 14: WAREHOUSE SERVICES

Transcription

1 Fiscal Procedures Manual SECTION 14: WAREHOUSE SERVICES Section Contents Page # What s New? General Information Warehouse Services Mail Room and Print Shop Warehouse Catalog & Order Procedures Warehouse Catalog Order Procedures District Mail Requirements and Procedures Interoffice Mail Special Delivery Request UPS Shipping Information Warehouse Special Delivery Requests Sam s Club Pick-Ups Copy Machine Information Important Dahill Phone Numbers: Copy Center Requests Procedures Print Job Pricing Special Jobs Poster Printing Prices Textbook Inventory Procedures HCDE Records Management HCDE Records Management Portal Records Retention Schedules Destruction Imaging services and cost estimates Page 14-1

2 Section 14: Warehouse Services HCDE Contact Information Exhibits What's New All Warehouse requisitions must contain a "6399" object code. This information is on page There are updated detailed instructions and procedures for Warehouse Services to pick up orders from Sam's Club. You can find this information on pages 14-4 and When you have a large mail out you must call the Mail Room at extension 1067 and Eduphoria requests are not required for this task to be completed. Monthly postage charges will be posted to your "6399" budget. You can find more information on page The District Print Shop has updated their pricing for copies and for posters. This information is on pages 14-6 and All copy jobs are billed to your budget code that contains the object of "6299" General Information You will find the procedures and policies for all of the areas of service that are provided in the Warehouse Services Department in this section. Below is the outline of the staff and their areas of responsibility. The offices at Warehouse Services are open 7am to 4pm daily. The Warehouse delivery drivers leave at 8:00am daily for their morning run which includes the black mail bags. We will also make an afternoon run during the normal school year after lunch to deliver warehouse orders and complete special delivery requests. Warehouse Services Steve Hanson, Warehouse Services Manager (832) Facsimile Line (832) Lynn Nutt, Secretary to the Warehouse Services Manager (832) Warehouse (orders, errors in shipment, product information) District Copy machines HCDE Records Management Policies and Procedures All communications concerning any of the Warehouse services Rick Garland, Warehouse Foreman (832) Shipping and Receiving (including UPS, Courier, and Fed-Express) Special Delivery Requests Jodi Carmichael, Instructional Materials/Warehouse Coordinator (832) Instructional Materials (Textbooks) HCDE Records Pickup and Delivery Mail Room and Print Shop Rosa Betancourt (832) Anay Ortiz (832) USPS and District Interoffice Mail Copy Center/Print Shop Page 14-2

3 Fiscal Procedures Manual Warehouse Catalog & Order Procedures Warehouse Catalog The District Warehouse can provide competitively priced supplies to all GPISD campuses and departments, typically delivered the next business day. The Warehouse catalog lists all supplies stored by the Warehouse along with the unit cost. The Warehouse catalog is online through the District website following the path below: GPISD home page Departments Warehouse Services Warehouse Catalog Order Procedures For detailed instructions on completing a Warehouse requisition in TEAMS, see Section 15: TEAMS Procedures. Warehouse Requisitions that have been entered and submitted through TEAMS will be fulfilled by Warehouse Services upon receipt, subject to stock on hand. You must use a budget code containing a 6399 object code and Warehouse Requisitions do not require Supervisor approval as they are processed by the Warehouse Services Coordinator. You can expect delivery of your order the next business day after ordering, however, during the busy times of the school year, the delivery times may take longer. If there is a discrepancy on the order when you verify it, you have two (2) days to return the item to the Warehouse for a credit or replacement. If you have a large order, the pick ticket will reference the number of boxes the order was packed in. We need you to verify that you have received all of boxes before calling our office. The sooner notification is given of the error, the earlier it can be rectified. Items cannot be exchanged if they were ordered in error, they have to be returned for credit and the correct item has to be reordered. Include a copy of the pick ticket with the returned items and contact the Warehouse Services office. The Warehouse Delivery drivers will not pick up a return until they have received notification from the Warehouse Office. If all or the last of an item is ordered, please notify the Warehouse Services office in order to ensure that more of those items have been ordered. Also, if a large quantity of an item is needed, please inform the Warehouse Services office to ensure that there is enough of the item in stock or to make a special order. District Mail Requirements and Procedures In order to assist the mailroom to process requests and orders smoothly and more efficiently, the following procedures listed below should be followed: Interoffice Mail 1. Have the mailbag ready when the courier arrives and verify that all mail has been taken out. 2. Each piece of mail must have the department or school name on the return address of the envelope or package. Each piece of mail, including newsletters, must be neatly folded and placed inside of an envelope. 3. Only official school business can be mailed using the district postage meter. 4. All envelopes must have an official return address and/or department notation. The return address should contain; the campus name or department name then, P O Box 565, Galena Park, TX A large mail out consists of at least 200 pieces of mail. Page 14-3

4 Section 14: Warehouse Services 6. All large mail outs must be ready when the courier arrives or the campus/department will be responsible for delivery to the mailroom at the Administration Building. All envelopes should have the flaps folded down and either all of them sealed or unsealed. 7. A bulk rate mail out is over 200 pieces of mail, but to receive the postage discount, the contents of every envelope must be exactly the same and weigh the same. 8. All bulk rate mail outs must be divided by zip code and stacked neatly with the envelope flaps down, (not tucked inside the envelope) and either all of them sealed, or unsealed. The contents of the envelope must be folded flat and fit completely into the envelope or the mail out will be returned for modifications. 9. The mail clerk must be notified at least 24 hours in advance for a large or bulk rate mail out. This can be done by phone to the District mail room at ext All large mail outs must be in the mailroom by 1:00 p.m. to be processed that same day. Do not enter requests in Eduphoria to pick up mail outs, as this will result in a delay in processing the mail. ALWAYS CALL. 10. Any mail or correspondence received in the mailbag for a person that has moved to another location or has left the district, should be returned to the Mail Room with a note on the item. Leave those items in the bag. 11. Any boxes that are to be returned to the sender will not be picked up by the warehouse. Arrangements for pick up must be made by the receiver and the company picking up the box. The pickup may be made from the Warehouse if previous arrangements have been made with a UPS delivery request and a request is placed in Eduphoria for the box pick up. 12. The monthly postage charges will be processed to your 6399 object code. 13. If you have any questions or need more information, you may call the mailroom at ext or Warehouse Services at ext Special Delivery Requests UPS Shipping Information This information applies only to packages that are being shipped at your expense using the 6299 object code. 1. Prepare your package for shipment and fill out the UPS information form online in Eduphoria. 2. Fill out special delivery request in Eduphoria for the package to be picked up and processed for shipment. 3. Have the UPS information form attached to the package when the warehouse courier makes the pick-up. 4. The actual shipping of the package will be handled at the warehouse. 5. You will receive a copy of the tracking information for your files and for accounting purposes. 6. The Business Office will post the charges to your budget for the shipment. 7. If you have any questions, or need more information, contact the Warehouse Foreman at ext Eduphoria Help Desk Warehouse UPS Shipping Warehouse Special Delivery Requests Any request for a pick-up or delivery will need to be entered into Eduphoria. You will use the help desk tab, pick Warehouse and then special deliveries. Enter all the information in all of the blanks. Please note that if you are filling Page 14-4

5 Fiscal Procedures Manual this request out to pick up Harris County Department of Education (HCDE) records, we will need you to enter the work order number from HCDE in the comments section. All HCDE records are handled through our Force Street Warehouse and the room number there for Eduphoria is one. There is also the Inter-Department Delivery Form, a 3-part NCR form that is not required, but can be utilized as a delivery receipt. This form can be obtained from the copy center, filled out and sent with the item to be delivered. Upon receipt, the form will be returned for your records. If you are on a campus or in a department make sure that your Assistant Principal or Administrator approves your Eduphoria request. The warehouse couriers will pick up boxes for delivery within the district from your location after a special delivery request has been placed in Eduphoria. All boxes must be in the deliver/pick up area at your location and clearly marked with the destination. Contact the Warehouse Foreman at ext for Eduphoria requests. Eduphoria Help Desk Warehouse Special Deliveries Sam s Club Pick-Up Special Deliveries There has been an increase in the number of requests for special pick-ups at Sam s Club. We are asking that you plan those large orders ahead of time and get them entered into Eduphoria. We will make just one trip to Sam's Club each week on Wednesday afternoon at 1:00pm. We will need you to either meet us there to pay for your order at that time or pay ahead of time and send us the original receipt so that we can pick up and deliver your order. You may also use the Click and Pull system using your blanket/open purchase order. You may bring your original receipt to the Warehouse Office by 9:00 am on the morning of your pick up and it will be returned to you when the order is delivered. All requests will be reviewed and we may contact you to discuss your needs. This will be our schedule for the entire school year and we appreciate your cooperation in this matter. All Special Delivery requests are subject to the approval of the Manager of Warehouse Services. If you need more information or assistance, please contact the Warehouse office. All GPISD Warehouse pickup requests for Sam s Wholesale Club will require the following: 1. Online purchases are recommended with approved purchase orders. 2. Notes on the orders for GPISD warehouse to pick up must include: a. Monday is the deadline for submitting Sam s online orders for Wednesday. b. The pickup time for all orders must be entered as Wednesday 9:00AM c. Add lnutt@galenaparkisd.com for notifications d. On the person picking up the order enter: GPISD Warehouse Personnel e. Comments must indicate: Items must be palletized and shrink wrapped 3. Pick up request: a. Once the Sam s Wholesale Club order has been placed. b. Go into Eduphoria/Help Desk/ Warehouse/ Warehouse Special Delivery Request (submit campus/department request for the warehouse to schedule pickup). c. Enter your order number and confirm the delivery destination in the comments section of Eduphoria. Order number(s) issued by Sam s Wholesale Club - REQUIRED Page 14-5

6 Section 14: Warehouse Services d. Monday is the deadline for submitting Eduphoria requests for Sam s Club pick up on Wednesday. GPISD home page Departments Warehouse Services Sam s Club Instructions Copy Machine Information Please be sure to have the funds necessary for 12 monthly lease payments in your dedicated 6264 account on September 1 of each year so the lease payments can be made. The Warehouse Services Secretary enters all of the purchase orders for the annual copier leases. At the end of the budget year, do not close out any of these purchase orders for the copier equipment as this will be handled through the Warehouse office and Accounts Payable. All copiers that are replaced will now be handled through Dahill Corporation (a subsidiary), yet they will still be Xerox equipment. If a copy machine needs to be moved or relocated contact the Warehouse Services office to process this request, do not move or relocate any copiers. Also let us know if you need additional training. In order to request supplies and place service calls each campus/department is required to set up a log in to the Dahill portal. The Dahill portal has resources that can assist with logging in, ordering supplies and requesting services. If you have further questions or if you experience any chronic service issues, or problems getting supplies, inform the Warehouse Services Coordinator. Processing purchase orders for all copiers will be handled by warehouse services, you will receive a copy for your budget files after they are completed and processed. Dahill Website: Dahill Portal: It is imperative that you report your actual Monthly meter readings on the last business day of each month to the Warehouse Services Secretary. You may submit the readings via to lnutt@galenaparkisd.com. Failure to report your actual meter readings may result in your department or campus being charged for overages as there is no official count on file. There may also be a delay in getting replenishment supplies if the readings are not kept current. When reporting the meter readings, make sure that you have your serial number and read the actual meter reading, not the difference since the last reading. You will receive a friendly reminder when the due date for meter readings is approaching. You will find the phone numbers for Service and Supplies displayed on a decal on the front of all new equipment. There is also a small silver metal tag on each machine that has your machine ID number on it. If you cannot locate the silver tag, the ID number may be on the Dahill decal on the front of the equipment. You will need to use this number for service calls or to request supplies. Over the past few years, we have also experienced some companies running a scam on copier supplies. If anyone calls and wants to fax you an order for supplies, send their call to Warehouse Services at Xerox or Dahill will not call you to purchase supplies as they are covered in our state contracts. Important Dahill Phone Numbers: Dahill Service Dahill Supplies Page 14-6

7 Fiscal Procedures Manual Copy Center Requests Procedures 1. Each job should be brought to the Copy Center with a Copy Center Duplicating Request Form (Exhibit 14-01) attached, forms can be requested at the copy center. If you at a campus, you may call and request copies of this NCR form. 2. The Copy Center Duplicating Request Form must be filled out completely and have the budget code and budget manager s signature before the job is started. The budget code for these services will have a 6299 object. The form will also require a signature when the copies are picked up after completion. 3. Only paper stock and/or materials that are available through the warehouse catalog will be used. 4. All copy jobs will be processed in the order that they are received. 5. All copy jobs must have the sample verified before completion. 6. All special requests will be handled individually and priced accordingly. 7. Copy center billing is processed at the end of each month and forwarded to the Business office for posting. 8. Copy jobs may take 2 to 3 business days depending on the time of year. NCR forms will take a little longer to allow ample time for drying. The copy clerks will notify you when your job has been completed. Print Shop Job Pricing Black and White Copies 8 ½ X 11 8 ½ X X 17 White Bond Index Bond Index Bond Index Hole Punched Bond Index Color Paper Laser Bond Index Bond Index Gloss Page 14-7

8 Section 14: Warehouse Services Color Copies 8 ½ X 11 8 ½ X X 17 White Index Hole Punched Color Paper Gloss Special Jobs Laminating Binders 8 ½ x ½ $ ½ x $ x ½ $ x $2.50 Cutting.05 3 $2.75 *Call for custom sizes 4 $4.50 Tabs Folding jobs Booklets (stapled, folded) Booklets-thermal sealed covers Booklets-binding combs Envelope stuffing NCR carbonless Two part Three part Four part.10 per set.15 per set.20 per set *Call for quotes on custom jobs. Poster Printing Prices.045 each.01 per sheet.10 per booklet $2.00 per booklet *Call for quote $0.02 per sheet **Prices effective August 1, 2018** 26lb Plain Paper 35 lbs. Heavyweight Coated Paper Heavyweight High Gloss Paper 18 x 24 $ x 24 $ x 24 $ x 24 $ x 24 $ x 24 $ x 36 $ x 36 $ x 36 $9.50 Page 14-8

9 Fiscal Procedures Manual High concentration of a color background may increase price by $2.00 Lamination of any poster up to 24 wide $2.00 Gloss paper may not be laminated. 18 x 24 corrugated sign backing w/metal stake $2.50 each+ Plus, the cost of the printing of the poster Other custom sizes-call for quote. **Prices effective August 1, 2018** Instructional Materials and Textbook Inventory Procedures All questions and inquiries should be directed to the Administrator at each campus assigned to textbooks and they will in turn contact the Instructional Materials/Warehouse Coordinator at extension 2075 for any information, additional copies or transfers. All instructional materials are assigned to a specific campus and cannot be transferred between campuses except by Warehouse Services employees. The Textbook Database can be found on the Warehouse Services website and contains the information on the textbooks and their replacement cost. Each campus should have a Campus Distribution Report that shows all textbooks currently located at the campus and the status of each book (i.e. Lost, Worn Out, Damaged ). If you cannot locate a copy of your textbook inventory you may request one from the Instructional Materials Coordinator at extension The following procedures should be followed to prepare for textbook inventory: 1. Collect all textbooks from the classrooms. Place them in no more than three bookroom locations. 2. Books must be stacked 5 in 5 out, for easy counting. 3. Book must be stacked according to subject and grade level. 4. Book rooms need to be neat and clean. 5. Campuses that agree to have their inventory completed during the last week of school will be receiving an to let them know what day someone will be in your area. The ones that did not will need to call/ to schedule and receive an appointment. 6. You MUST be present at the time of your inventory, and sign the final count. 7. Please take a preliminary inventory before the warehouse staff arrives. 8. Your end of year inventory will be final the day that it is completed. 9. You will receive a Lost Textbook Report via after your inventory is completed, once you confirm the losses you will receive your campus invoice. 10. Textbook fine payments need to be received by the last Thursday in June. Page 14-9

10 Section 14: Warehouse Services You may also refer to the GPISD Instructional Materials Procedures Manual for more detailed information regarding instructional material adoption, policy, and procedures. This is available from the Senior Director of Curriculum and Educational Support or the Instructional Materials/Warehouse Coordinator. HCDE Records Management Services provided by HCDE are records storage, destruction, retrievals, refiles, new material, transportation, and imaging/scanning. HCDE Records Management and Galena Park ISD have been working together for over 20 years. The Warehouse Services Department is now the centralized distribution point for all Harris County Department of Education records for our District. We have included some information on records management as well as the HCDE procedures for transferring records, destroying records and an authorization list. These forms are also available online through the Warehouse Services webpage or the HCDE website at HCDE-Texas.org. HCDE Records Management Portal HCDE has gone paperless and now all record requests and pick-ups are done on-line through their secure portal. If you do not have a portal log in or have not been trained on the process, contact the Warehouse Services Secretary for help to get you set up. The Authorization List Form (Exhibit 14-02) is required to be submitted in order for personnel in your office or campus to be able to access the HCDE portal. This form can also be found on the Warehouse Services webpage. Once submitted with the proper authorization to the Warehouse Services offices, each individual on the list will be given a user name and password to access the HCDE secure portal for records access. All records that are going to HCDE for storage must be in one of the HCDE boxes, do not order from HCDE, the warehouse stocks the HCDE storage boxes, item # in the Warehouse catalog, and they must be ordered through a Warehouse requisition. The following list is the procedures we have outlined for record management: o o o o o Log in and enter your record information in the HCDE secure portal. Follow all of HCDE guidelines. Keep records with the same retention periods together in the box; do not mix different retentions together. All records for storage or transfer must be in HCDE storage boxes. If you are sending new files to be stored, then fill out an HCDE New Box Transfer Form (Exhibit 14-03) and attach a copy to one of the boxes before the warehouse drivers pick up your records. Records that are set for destruction and have not previously been in storage may be placed in a regular cardboard box and an HCDE Destruction Certificate (Exhibit 14-04) attached with the boxes. A permanent copy of that form should be kept in your department for future reference. Once you receive your work order number from the HCDE secure portal and the records are ready for pick up for HCDE, place a Special Delivery Request in Eduphoria, (note your work order number in the comments area) and the delivery guys will pick up your records and store them at the Warehouse for pick up by HCDE. You must send a copy of the HCDE Destruction Certificate to the Warehouse Services Secretary Page 14-10

11 Fiscal Procedures Manual and she must approve and sign the form and submit to HCDE. Your records will not be picked up and destroyed until this step is completed. o Any deliveries of retrieved records will be delivered to the loading dock by HCDE, the Warehouse personnel will deliver to your location. The box label needs to reflect the information that is inside the box. This information is then duplicated on a transfer form and entered into the HCDE database. This is so you know what is in each box when you need to retrieve it. We are now required to attach barcode labels to all boxes going into storage at HCDE. If you are at a campus, then you may request the number of barcodes that you need from the Instructional Materials/Warehouse Coordinator. If you are located in the Administration Building, the Warehouse Services office has barcode labels in the office. Do not request barcodes from HCDE as you will be subject to an extra charge. HCDE will only release information to authorized school district employees. They will not give information out to parents or former employees. If information has been sent to HCDE for storage, authorized users are the only one who can request to have information returned back to them. Records Retention Schedules These schedules establish mandatory minimum retention periods for records that are usually found in all local governments, regardless of type. No local government office may dispose of a record listed in this schedule prior to the expiration of its retention period. A records control schedule of a local government may not set a retention period that is less than that established for the record in this schedule. Here is a brief synopsis of the schedules and who should be using them: Local Schedule SD- Retention Schedule for Records of Public Schools. This schedule is the master for everyone in the school District. Local Schedule GR- Retention Schedule for Records Common to all Local Governments. This schedule deals with the Business aspects, contains information on financial records, and includes specifics on grants and special funding. This would be the second schedule to use for those records not included in Schedule SD. Local Schedule TX- Retention Schedule for Records of Property Taxation. This schedule is specific to the Tax Office and possibly the Business Office. Local Schedule EL- Retention Schedule for Records of Elections and Voter Registration. This schedule is specific to those handling elections. Local Schedule PS- Retention Schedule for Records of Public Safety Agencies. This schedule is for our Police Department. Local Schedule PW- Retention Schedule for Records of Public Works and Other Government Services. This schedule will be for Maintenance, Grounds, Transportation, and Facilities Planning. We would suggest that you go over the schedule and highlight the records that pertain to your area. These schedules are more detailed as the records we keep now in some instances have become very specific. You can download a copy of the schedule that you need from the Warehouse Services webpage. If you would like a hard copy, send an to the Warehouse Services Secretary. Page 14-11

12 Section 14: Warehouse Services If you have a specific record and cannot find it on one of the schedules, or have a question, send us an with the information and we will research that information for you. The local retention schedules can be found at and also on the Warehouse Services webpage. Destruction Destruction of local government records, contrary to the provisions of the Local Government Records Act of 1989 and administrative rules adopted under it, including this schedule, is a Class A misdemeanor and, under certain circumstances, a third degree felony (Penal Code, Section 37.10). Anyone destroying local government records without legal authorization may also be subject to criminal penalties and fines under the Public Information Act (Government Code, Chapter 552). The HCDE Records Center uses the shredding process for destruction of paper, microfilm and magnetic media records. Our records management software monitors all items stored in the records center and initiates the destruction process annually for records held in the center. After the appropriate signatures are obtained from the district, your records are transported to the shredding facility and shredded. When destruction is accomplished, HCDE will send you the completed Records Destruction Certificate signed by school district personnel, the HCDE records technician and the shredding authority. This is a legal document, which serves as your proof, in court if necessary, that the subject records no longer exist. For records stored on your campus, an authorized school official must begin the process by completing the necessary details and obtaining the appropriate school district signatures on HCDE s Records Destruction Certificate. When completing the Destruction Certificate, be sure to include any information you feel might be needed should the records require identification at some time in the future. the completed form to the Warehouse Services Secretary, the District Representative, to authorize and submit to HCDE. HCDE will provide you with the completed Records Destruction Certificate after the process is completed. Imaging services and cost estimates Original paper records may be disposed of prior to the expiration of their minimum retention periods if they have been microfilmed or electronically stored pursuant to the provisions of the Local Government Code, Chapter 204 or Chapter 205, as applicable, and rules of the Texas State Library and Archives Commission adopted under those chapters. Actual disposal of such records by a local government is subject to the policies and procedures of its records management program. All forms are available electronically from the HCDE webpage, the Warehouse Services webpage, or we can them to you. Page 14-12

13 Fiscal Procedures Manual HCDE Contact Information HCDE General Information & Access HCDE Records pick up or deliveries HCDE customer service HCDE phone number HCDE fax number All of the new HCDE policies and procedures may be found on the Warehouse Services webpage along with the forms and retention schedule. If you need more information on the process or need to be trained on the HCDE secure portal process, contact the Warehouse Services office. GPISD home page Departments Warehouse Services Harris County Records Information Page 14-13

14 Section 14: Warehouse Services Exhibits Exhibit 14-01: Copy Center Duplication Request Form Page 14-14

15 **SEND THIS FORM TO LYNN NUTT VIA OR FAX TO ** **CONTACT LYNN AT ** DO NOT SEND TO HCDE Fiscal Procedures Manual Exhibit 14-02: HCDE Authorization List Form Page 14-15

16 Section 14: Warehouse Services Exhibit 14-03: HCDE New Box Transfer Form Page 14-16

17 Fiscal Procedures Manual Exhibit 14-04: HCDE Destruction Certificate Page 14-17