5006 Supply and Small Equipment Purchases | ADMINISTRATION-5600-MANUAL

Supply orders are made once per month for general office and section supplies.

Supply and Small Equipment purchases pertain to general office supplies, special requested supplies, conference & training materials, printer and fax toners and all electronic equipment under $1000.00.

All orders must be submitted on the DAS Supply Order Form. The form must be filled out completely, signed by the section manager and received by COB on the 12th of each month. Any order forms received after the 12th will be ordered the following month.

Placing a Supply Order: Follow the steps below to place a supply order:

State Office Procedures

Step 1: Each section designates a staff person to coordinate supply requests. That representative receives requests for supplies from section members.

Step 2: The designated staff person completes the DAS Supply Order Form, including section name, month of order, quantity, item description, item number, price, and organization number for purchasing program/section.

Step 3: Submit the DAS Supply Order Form to the section manager for approval and signature.

Step 4: Once approved by section manager, the form is emailed to the Business Operations Administrative Professional. The form must be received by 12th of each month. Any forms received after the 12th will be ordered the following month.

Step 5: Budgets for purchasing supplies will be approved by the Business Operations Section Manager and Division Director, or Deputy Director. Once approved, supplies will be ordered.

Step 6: Supplies will be delivered to the supply room. Once supplies have been delivered the Business Operations Administrative Professional will open the boxes and coordinate with each section Administrative Professional to distribute supplies.

Division Field Office Procedures

Step 1: The Administrative Assistant assigned to the Division’s Regional Office completes the electronic Supply Order Prior Approval Form, including quantity, description and price.

Step 2: The Supply Order Prior Approval Form is emailed to the Supervisor(s) with a copy to the District Manager or Field Operations Manager.

Step 3: The Supervisor will review and sign the Supply Order Prior Approval Form and return to the Administrative Assistant.

Step 4: Upon approval by the Supervisor(s), the Supply Order Prior Approval Form will be forwarded to the Statewide Administrative Assistant in the State Office.

Step 5: The Statewide Administrative Assistant will enter a requisition for supply orders into the Teamworks e-procurement system.

Step 6: The Business Operations Section Manager or designee will review the requisition for approval. If approved, the order will be processed. If denied, the Statewide Administrative Assistant will be notified of the reasons and corrections needed in order to process the request.