Procurement Policies and Procedures

Table of Contents

Controlled, Restricted and Permit Only Materials

    1. Alcohol (100%[absolute] or 95% ethanol) - Alcohol obtained from the University Storeroom may be used for laboratory research and research support purposes only, in line with regulations governing the permit issued to the University by the New York State Liquor Authority. Alcohol will be dispensed only in approved containers to approved users and only after receipt of appropriate requisition forms. End users must maintain records of alcohol use, using the "Record of distribution" form, available from the Storeroom (catalog number 526000). More detailed guidelines are provided below:
      • Heads of Laboratory must identify and request approval for members of the Laboratory to sign for and pick up alcohol from the Storeroom, using the Authorization to Retrieve Alcohol & Controlled Substances Form.
      • To obtain alcohol, complete an Oracle iProcurement requisition and complete a corresponding hardcopy of the appropriate alcohol request form. The hardcopy alcohol request form and the "Record of Distribution Form," both signed by the Head of Laboratory, must be presented by a person approved as above, at the Storeroom in order to pick up the alcohol.
        • For 100 % (Absolute) ethanol (catalog numbers 137000 or 138000): Complete the red alcohol request form. These forms are available from the Storeroom (catalog number 525000).
        • For 95% ethanol (catalog number 139000): Complete the black alcohol request form. These forms are available from the Storeroom (catalog number 527000).
      • Alcohol may be dispensed only to approved safety cans. The maximum approved safety can volume is 5 gallons. For information about safety cans, contact LS&EH or Purchasing. Pint volume containers of 100% ethanol (catalog number 137000) are also available from the Storeroom.
      • Ethanol may not be transferred to or shared between Laboratories. Ethanol can not be removed from University premises for any purpose.
      • Record of Distribution forms (Catalog number52600) must be maintained in the Laboratory. As noted above, to obtain more alcohol from the Storeroom, a copy of this form, signed by the Head of Laboratory, must be presented to Storeroom staff at the time of pick up.
      • Storeroom personnel are prohibited from distributing ethanol except in accordance with the guidelines outlined above.
      • Any misuse of alcohol and/or theft of alcohol must be reported immediately to the Director of Materials Management & Chief Procurement Officer and/or the Assistant Director of eProcurement and Inventory Control.
    2. Controlled Substances (Nembutal and Ketamine) - The University maintains an inventory of Nembutal and Ketamine for use in animal protocols. The use of Nembutal and Ketamine is controlled by the University in accordance with the requirements of the University permits and the regulations of the U.S. Drug Enforcement Agency. More information on the requirements for use and storage of controlled substances is provided in the University's Controlled Substances Policy. Controlled substances may be requisitioned, received and used only by users approved by their Head of Laboratory and by the Director of Materials Management & CPO. This approval must be provided in writing by the Head of Laboratory to the Director of Materials Management & CPO.
      • Fill out the Controlled Substance Special Requisition form and the Record of Distribution form (these are green-colored forms) obtained by requisitioning through Oracle iProcurement and enter a requisition for the controlled substance via Oracle iProcurement.
      • Completed sales order for controlled substance may be obtained from the Office of the Director of Materials Management & CPO, located in Room 516 of Founder's Hall.
      • Before picking up a newly arrived order of controlled substances, complete the Controlled Substance Authorization and Record of Distribution forms. Have both forms signed by the Head of Laboratory.
      • Bring the completed and signed forms to the office of the Director of Materials Management & CPO. Please note that dispensing of controlled substances is by appointment, only with the Director of Materials Management & CPO & CPO.
      • The bottles are numbered and recorded in the Controlled Substances Record Ledger. The end user must sign both the Controlled Substances form and the Sales order Pick Slip in the presence of the Director of Materials Management & CPO. The Director will also sign the Sales Order Pick Slip as Issuer of the controlled substance from the Stockroom.
      • Users must return empty or partially used bottles of Nembutal and/or Ketamine to the Director of Materials Management & CPO before being issued new bottles.

Requisitions for controlled substances other than Nembutal and Ketamine must be entered in Oracle iProcurement as a non-catalogue request. The end user must submit a fully executed and approved memorandum of intended use for in vivo experiments as required by CBC. If the controlled substance is for in vitro use, the Head of the Laboratory must send a memorandum of intended use to the Director of Materials Management & CPO. Follow the steps outlined above. The materials will be dispensed directly by the Director of Materials Management & CPO, not by the Stockroom. The end user will be contacted by the Director of Materials Management & CPO to report to FRS 516 with the green Controlled Substance Special Requisition and Record of Distribution, if applicable. The Director of Materials Management & CPO will open and inspect the seal of the controlled substance in the presence of the end user. Upon approval of inspection, the end user will sign the Purchase Order, the Controlled Substance Special Requisition Form, and the packing slip from the Vendor. Empty or partial vials must be returned to the Director of Materials Management & CPO before additional newly arrived materials will be released to the user.

  1. Select Agents - Select agents may only be acquired with the express approval of the CDC Select Agent Program and Laboratory Safety & Environmental Health. The University is currently NOT approved for possession and/or use of select agents. If you plan to conduct work with select agents, please contact the office of Laboratory Safety & Environmental Health.