2017 Chemical Purchasing JUNE 5, 2017
1 PURPOSE The purpose of this policy is to standardize chemcial and hazardous materials (hazmat) purchases, accounting code 4455, throughout UAA. 2 PREPARATION Chemical and hazardous material purchases need to follow the requirements as specified in the Chemical Hygiene Plan (CHP), and are summarized here. a) Prior to placing a hazmat order, the Chemical Inventory Management System (CISPro) is required to be checked for the following: Does UAA already have this item? Is it available to be given to the requestor? Is it in the grade/ purity and quantity requested? If no one in your department or college has access to CISPro, contact the Chemical Hygiene Officer (CHO), 786-1279, for assistance. b) Chemicals should be purchased in quantities that will be consumed in a six-month period or less. Exceptions can be granted by the CHO. A note will be placed in CISPro reflecting the exception. c) Purchase of chemicals using a UAA Procard is prohibited except by individuals who receive preauthorization from EHSRMS&EM and Procurement Services. Contact the CHO or Procard Administrator with your request. d) EHSRMS&EM must be consulted prior to ordering any Particularly Hazardous Substances or Restricted Chemicals. See section 8 of the CHP for details. e) All chemical orders must be approved by the CHO. f) The CHO shall be notified before any chemicals or hazardous materials that have an SDS are shipped to or brought onto campus, including but not limited to: Household chemicals brought on campus for inclusion in an experiment Free chemical samples Donated chemicals Paints and stains Compressed gas cylinders (full or empty) Exceptions to the notification policy are made for small quantities of household cleaning supplies that are used for their original intended purpose and at the same frequency and quantity as those in a home. 3 PROCEDURE Follow Procurement procedures for creating Blanket Purchase Orders (BPO) and requisitions (REQ) based on the total value of the order, including shipping charges. Procurement has a list of vendors for which they have created BPO accounts as well as instructions for BPO call numbers on their webpage. a) Contact the UAA sales representative for the vendors used and create an account at their web site. This will permit viewing UAA contract pricing and online ordering. b) Have the requestor fill out an order form with as much information as possible filled in. At a minimum, the name, org and fund, purpose of purchase (required for fund 2/ grants), catalog Chemical Purchasing Page 1 of 4 version 2017
number, item description, size and quantity need to be filled in by the requestor or their designated user. 2 examples of order forms: UAA CAS Laboratory Procurement Request (for PI's use) VENDOR INFORMATION (for Laboratory Support Staff use) Course Number(s) or Grant Title Date : 2/7/17 VWR PO # : (Business purpose of purchase) P.I. : J. Smith Org # : 123456 Fund # : 12345 Acct # : Acct # : R0 #: Quote #: Order # : Contact : Shipper: Fall 2016-240 Replacement Supervisor certifies that procurement or reimbursement is necessary, proper, and reasonable, and that reimbursments claimed have not been previously reimbursed. ** HAZARDOUS CHEMICALS AND RADIOACTIVE MATERIALS: Any chemical or product that has one or more hazardous substances listed in the "Hazardous Ingredients" section of the chemical manufacturer's or distributor's Material Safety Data Sheet (MSDS). Also included in this definition are chemicals such as paints, solvents (including, but not limited to, alcohol, acetone, rubbing alcohol), adhesives, lubricants, welding rods, explosives, acids, bases and cleaning products that do not meet the following exemption: Exempt are proteins, enzymes, other similar biological materials that contain no hazardous chemical component. Hazardous**?(Y/N) Radioactive (Y/N) item order notes Catalog # Item Description Size Qty unit (ea/cs) unit price ext. price date rcvd 1 89407-338 HE (Hektoen Enteric) Agar 10 10 Pack $14.16 $ 141.60 0 0 2 10753-962 Columbia CNA Agar 15 x 100 mm 10 Pack $ 12.65 $ 126.50 3 89405-680 Mannitol Salt Agar 2kg 1 Each $ 201.09 $ 201.09 4 10753-980 Urea Agar Slant 13 x 100 mm 8 pack $ 35.97 $ 287.76 5 10143-260 Crystal Violet Gal 2 1 $ 134.32 $ 268.64 6 10143-264 Decolorizer Gal 2 1 $ 104.44 $ 208.88 7 10143-604 Safranin Gal 2 1 $ 118.78 $ 237.56 8 10143-262 Iodine Lugol's Working Gal 2 1 $ 143.08 $ 286.16 9 90002-114 BD Blank Disc Vials 1/4" 2 Pack $ 41.17 $ 82.34 10 25384-326 Petri Dish- Jumbo Style 150x15 1 Case $ 203.91 $ 203.91 11 90003-150 BD BBL Coagulase Plasma, BD Diagnostics 2.5 ml 10 Pack $ 372.47 $ 3,724.70 12 90000-132 Thioglycolate Medium 500g 1 Each $ 72.59 $ 72.59 13 470005-600 Bibulous Paper 4x6" 103 Each $ 4.00 $ 412.00 14 10789-452 Novobiocin 5ug 1x50 disks 4 Each $ 19.62 $ 78.48 15 10789-668 Chloramphenicol 5x50 disks 1 Each $ 48.79 $ 48.79 16 97026-928 Loop, Inoculating, Disposable 10ul 4 Each $ 5.85 $ 23.40 17 10789-434 Penicillin, P-10, HardyDisks 5 x 50 disks 1 Each $ 48.79 $ 48.79 18 10789-744 Streptomycin, S-10, HardyDisks 5 x 50 disks 1 Each $ 48.79 $ 48.79 19 75832-484 Tetracycline, Te-30, HardyDisks 5 x 50 disks 1 Each $ 49.14 $ 49.14 20 80094-486 Streaker with Handles 5mm ID 5 Pack $ 76.63 $ 383.15 Estimated Shipping/Fuel Surcharge $ - GRAND TOTAL $ 6,934.27 $ - $ - $ - COMMENTS OR SPECIAL INSTRUCTIONS Procurement Request Form used by CAS lab Support Chemical Purchasing Page 2 of 4 version 2017
UAA College of Engineering, Internal Order Form Date Requested: Vendor: Attn: Address: City, St. Zip: 5/17/2017 VWR Date Needed: Requester: Phone #: Acct. Bal. OK? End Date OK? Catalog Check if Materials Ordered Are: **Hazardous? X Radioactive? Unit Item No. No. Generic Name & Description, Including Measurements Size Qty. Unit Cost Ext. Cost 1 IC1005568 0 Streptomycin Sulfate (pow der) 5g 1 2 AAJ60977-06 Ampicillin (pow der) 5g 1 3 90004-068 Bacto Tryptic Soy Broth 500g 1 90000-4 767 Bacto Agar 100g 1 97062-5 950 Phosphate buffered saline 500ml 1 97062-6 850 Magnesium Chloride, 1M sterile solution, 100mL 100ml 1 97026-7 190 m-coliblue24 Hach media, plastic ampules pack of 50 1-8 - 9-10 - 11-12 - 13-14 - - Shaded areas are for ADMINISTRATIVE PURPOSES ONLY. TOTAL $ 1,187.03 Date Ordered: Date Expected: Date Partial Received: Ordered By: Vendor Rep: COMMENTS OR SPECIAL INSTRUCTIONS Date Received: Received By: ** HAZARDOUS CHEMICALS AND RADIOACTIVE MATERIALS: Any chemical or product that has one or more hazardous substances listed in the "Hazardous Ingredients" section of the chemical manufacturer's or distributor's Material Safety Data Sheet (MSDS). Also included in this definition are chemicals such as paints, solvents, adhesives, lubricants, w elding rods, explosives, acids, bases and cleaning products that do not meet the follow ing exemption: Exempt are pharmaceuticals, proteins, enzymes, other similar biological materials that contain no hazardous chemical component. Also exempt are household chemicals used in a manner and quantity consistent w ith household use. Procurement Request Form used by COE 5/31/2017 J. Smith 907-786-5555 Fund / Org #: Account Title: Document Number: Superv. Name: Superv. Signature: Vendor Phone: Acctng Initials: Supervisor certifies procurement is necessary, proper, and Vendor Fax Date: reasonable. Detailed Business Necessary items for membrane cleaning, instrument maintenance, and general purpose laboratory w ater quality and microbiological testing Purpose of Purchase: c) Obtain required pre-order approvals: CHO regulatory, inventory, and disposal matters Grant analyst/ fiscal support verify items are appropriate for the specific grant and funds are available d) Complete the BPO or REQ, depending on order total. e) All chemical requisitions are actioned within Banner to become a purchase order. A copy of the purchase order is then forwarded back to the department, and to Accounts Payable. The department is then responsible to place the order. This process accomplishes three things: Eliminates the possibility of double orders J. Doe 123456 12345 Admin Only Chemical Purchasing Page 3 of 4 version 2017
Allows for department control of federally mandated SDS data documentation and proper dissemination inter-departmentally Allows for coordinated internal receiving and handling of the hazmat /chemical to the level dictated by the hazard. To conform to federal regulation, CFR49, (for proper containerization, and storage). f) Once a call number(p0xxxxxx) is assigned, place the order electronically using the previously created online account or calling the order in to the vendor. This call number is used by the vendor to create an invoice that is sent to Accounts Payable for payment, and can be used by the department to track order status with the vendor and payment status within Banner. Chemical Purchasing Page 4 of 4 version 2017