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FSS/PPS 05.05 - Warehousing and Storage Responsibilities

Warehousing and Storage Responsibilities

FSS/PPS No. 05.05 (05.01.07)
Issue No. 4
Effective Date: 3/01/2013
Next Review Date: 2/01/2019 (E6Y)
Sr. Reviewer: Director, Materials Management; Associate Vice President for Finance and Support Services Planning

  1. PURPOSE

    1. This PPS establishes the policies and authority for managing the storage areas of the University. These areas include indoor and outdoor facilities, sites, and all general-use storage space at Texas State.
  2. AUTHORITY

    1. The Director of Materials Management has the authority and responsibility for managing all general-use storage space at the University Distribution Center and surrounding grounds. The Director of Materials Management has the authority to assign, allocate, and manage such space.

    2. The Associate Vice President for Finance and Support Services Planning (AVPFSSP) has the authority and responsibility for managing all other general-use storage at Texas State. This includes, but is not limited to the West Warehouse, surrounding grounds, and out buildings. The AVPFSSP has the authority to assign, allocate, and manage such space.

  3. OPERATING DETAILS FOR GENERAL USE OF STORAGE SPACE

    1. Texas State Property - Items stored in general-use space must be Texas State property. Storage of personal items is prohibited.

    2. Storage Guidelines - Hazardous, perishable, dangerous, or explosive materials will not be accepted for storage.

      • While the facility will be secured, the department storing the item assumes full responsibility in the event of any loss or damage.

      • Departments assume responsibility for loading, unloading, and transporting items into and out of storage. If available, arrangements may be made through Materials Management for these services at prevailing charges for labor and equipment required.

      • The facility is strictly for storage and is not to be used as an assembly and disassembly point.

      • Outdated or obsolete items should be disposed of rather than stored for possible future use.

      • Abandoned items will, after notice to the department, will be disposed of in compliance with all university and state regulations. Any costs incurred will be billed to the department storing the items.

      • Access to the West Warehouse storage may be obtained by contacting the Assistant Real Estate Director.

      • All stored items shall be maintained by the Department, including pallets or other items holding, wrapping or supporting the stored items to insure the stored items do not become loose, damaged, an impediment to the maintenance of the site, or a health or safety risk.

    3. Storage Requests - Request for space are to be made in writing and should set forth the type and amount of material to be stored, the amount of space requested, and the expected duration of the storage period.

      • All requests to permanently or temporarily use interior or exterior storage at the University Distribution Center must be submitted to the Director of Materials Management for approval. The Storage Request Form must be used for this purpose.

      • All requests to permanently or temporarily use interior or exterior storage for other areas of Texas State must be submitted to the AVPFSSP for approval. The Storage Request Form shall be used for this purpose.

    4. Processing Time - All requests for storage should be made at least ten (10) days in advance of the actual date needed, to allow time for approval and to make arrangements.

    5. Storage Approval - The Director of Materials Management or AVPFSSP, upon receipt of the Storage Request Form, will contact the individual making the request, to confirm and clarify all aspects of the request before a decision of denial or approval is made.

    6. Time Limit - Storage is generally limited to a period not to exceed six months. Records retention requirements or specific storage needs may extend that time frame.

  4. REVIEWERS OF THIS PPS

    1. Reviewers of this PPS include the following:

      Position Date
      Director, Materials Management February 1 E6Y
      Associate Vice President for Finance and Support Services Planning February 1 E6Y
  5. CERTIFICATION STATEMENT

    This PPS has been approved by the following individuals in their official capacities and represents Texas State Finance and Support Services policy and procedure from the date of this document until superseded.

    Director, Materials Management; co-senior reviewer of this PPS

    Associate Vice President for Finance and Support Services Planning; co-senior reviewer of this PPS

    Associate Vice President for Financial Services

    Vice President for Finance and Support Services