Materials Management

Search

Freight Bills

Arranged By:   Chronological
Application Number:   89-23
Item Number:   270.01

Purpose

This record series consists of freight bills received from carriers giving an inventory of each shipment received by Materials Management.  This office puts additional information on each freight bill such as the date received, purchase order number, and number of items included in that shipment.

Procedure

Retain in office for three (3) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Invoice Billings

Arranged By:   Chronological
Application Number:   89-23
Item Number:   270.02

Purpose

This record series consists of invoices used to bill customers through Accounts Receivable for services and goods which cannot be charged through normal channels (i.e. Central Stores form). Original invoice billings are maintained on microfilm by the Accounting Office.

Procedure

Retain in office for two (2) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Compressed Gas Pool Tickets

Arranged By:   Chronological
Application Number:   89-23
Item Number:   270.03

Purpose

This office is responsible for distributing and collecting cylinders of various types of compressed gas to various departments on campus.  These tickets are utilized to track and account for these cylinders. Each ticket contains the following information:  vendor's name; type of gas; cylinder serial number; date delivered by vendor; University customer's name; date delivered to customer; date returned empty; and date returned to vendor.

Procedure

Retain in office for two (2) years after cylinder is returned, then dispose of provided no litigation is pending or anticipated.

Inspection Requests for Loss or Damage

Arranged By:   Chronological
Application Number:   89-23
Item Number:   270.04

Purpose

These forms are completed whenever Materials Management receives a shipment which is damaged or incomplete.  Each form is a request for the carrier to inspect the goods in question and rectify any problem with them. Information included on these forms would be product name; catalog number; purchase order number; vendor; carrier; date received; date of request; quantity; unit cost; dollar loss; nature of discrepancy or damage; and other pertinent data.

Procedure

Retain in office for two (2) years following resolution of request, then dispose of provided no litigation is pending or anticipated.

Internal Receiving Logs

Arranged By:   By carrier, then Chronological
Application Number:   89-23
Item Number:   270.05

Purpose

These logs are utilized to record shipments received via freight United Parcel Service, and Parcel Post.  Each log indicates the shipper number, package number, purchase order number, and final campus recipient.

Procedure

Retain in office for two (2) years, then dispose of provided no litigation is pending or anticipated.

Office Supply Order Form File

Arranged By:   Chronological
Application Number:   89-23
Item Number:   270.06

Purpose

This record series consists of the goldenrod copy of the five-part form and shows by signature that items have been received.

Procedure

Retain in office for four (4) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Purchase Orders

Arranged By:   Numerical
Application Number:   89-23
Item Number:   270.07

Purpose

This record series consists of orders for items and equipment bought resale and most items purchased by the University.

Procedure

Retain in office for seven (7) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Delivery Receipts

Arranged By:   Chronological
Application Number:   89-23
Item Number:   270.08

Purpose

These delivery receipts are utilized to route shipments received from various vendors to the proper department and/or division.  Each receipt must be signed by the person receiving the goods.

Procedure

Retain in office for two (2) years, then dispose of provided no litigation is pending or anticipated.

Central Store Five (5) Part Form File

Arranged By:   Chronological
Application Number:   89-23
Item Number:   270.09

Purpose

This record series consists of a form used by Materials Management.  This form is used for items purchased by departments from central services.  (Central Services is credited while the purchasing department is debited). Information contained on this form includes quantity, issue unit, catalog number, catalog description, unit price, total amount, account number, purchase order number, amount of debit, amount of credit, and the State Code.

Procedure

Retain in office for three (3) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Five Part Order Form Supplement

Arranged By:   Numerical
Application Number:   89-23
Item Number:   270.1

Purpose

This record series consists of forms used to add to orders already made.  This form is also used for back orders.  

Procedure

Retain in office for three (3) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Telephone Order Forms

Arranged By:   Chronological
Application Number:   89-23
Item Number:   270.11

Purpose

This record series consists of telephone order forms which are used when taking orders from departments over the telephone.  These forms are utilized only for supplies already owned by the ordering department and merely stored by Materials Management.  Each form indicates the quantity of each item ordered and must be signed by the person receiving the goods.

Procedure

Retain in office for two (2) years, then dispose of provided no litigation is pending or anticipated.

Civil Service Employee Timecards

Arranged By:   By pay period
Application Number:   89-23
Item Number:   270.12

Purpose

Civil Service Employee Timecards

Procedure

Retain in office for two (2) years, then dispose of provided no litigation is pending or anticipated.

Duplicate Timecards

Arranged By:   Alphabetical by pay period/year
Application Number:   89-23
Item Number:   270.13

Purpose

Original time records are kept by payroll as per Application 89-23, item 260-10.

Procedure

Retain in office for Five (5) years, then dispose of.

Contact Us

Ethics and Compliance Office
Health Services Building, 2nd floor
815-753-5560
eco@niu.edu