Central Stores

Location: University Hospital of Downstate basement level, UH Rm B-530A (adjacent to Central Receiving and Mail Services)
Telephone: 718-270-1514
Fax: 718-270-1266, MailStop 61
Email: CentralStores@downstate.edu (best contact method)

Quick Links

Please use the address "CentralStores@downstate.edu" to report any concerns—the message will auto distributed to all CStores individual staff and management members.

• Central Stores Catalog and Order Form . This one document now serves as both the Central Stores Catalog and the Order Form. It is in Excel format to make your ordering process more efficient. For improved efficiency and inventory reduction efficiency, many PRIOR Central Stores have transitioned to now be ordered and delivered through Central Sterile Supply (CSS), or the W.B. Mason office supply desktop delivery program, or the online DupliOnline stationery item printing program.
• How to Place a Central Stores Order
  • Submitting Your Central Stores Order
• Office Supplies Most items are now ordered by the customer and delivered through the W.B. Mason Office Supply Desktop Delivery Program.
• UH Forms In Stock
• Archive Record Storage & Retrieval (Iron Mountain). Effective 7/1/18 is coordinated by Downstate Contracts Office and will be directly charged charged to your department account.
• Dry Ice
• Outbound UPS Shipments
• Central Stores Pricing Policy
• Recycle OBSOLETE and EMPTY Toner Cartridges

Central Stores Provides

Central Stores Catalog

 The actual prices are based on the actual cost of the applicable stock purchase cost. Email CentralStores@downstate.edu with a draft order specifying the items you're interested in and request a current pricing estimate.

• •  Hospital patient care items are now stocked by, ordered from, and delivered by UHD's Central Sterile Supply (CSS) Distribution unit to provide increased efficiency in stocking, inventory, and customer ordering and internal delivery processes. 
  • Office Supplies used by all Downstate/UHD units are purchased directly by the Downstate department through the Office Supply Desktop delivery program (link) and the vendor delivers directly to your office.
    • Recycle Obsolete and Empty Toner Cartridges: DO NOT discard them in your normal office trash—Most toners now include a UPS shipping label to mail back used toner cartridges. Simply affix that UPS label to the outside of the toner cartridge box and place with your office's next daily Mail Services pickup, or drop them off at Central Stores for recycling. While Central Stores DOES NOT stock new toner cartridges, we do collect old unused and empty toners to a toner recycling service. 
  • Lab supplies: Most have transitioned to now be ordered through Central Sterile Supply including vaccutainers, microscope slides & covers.
    • Dry ice (for specimen use) continues to be ordered through Central Stores: Vendor delivery day is every Tuesday. Vendor only currently provides Dry Ice as:
      • • 10 blocks of 4lb blocks each (40 lbs per box), or 
        • pellets are boxes in 40lbs per box. 
      • Dry Ice frequent customers (regularly use): Save time & avoid preparing a new requisition each time you need Dry Ice. Instead, submit a Standing Order for the entire fiscal year.
      • Customers that wish to change their Dry Ice quantities: Place your order to CentralStores@downstate.edu by Fridays at 3:00 PM in order to receive your dry Ice on Tuesday delivery. 
  • UH Forms in Stock including:
    • Some UHD (HIM-Medical Record) Forms: Central Stores stocks and distributes only those very high volume UHD-HIM forms used by multiple locations. Most UHD forms are avaiable online in the UHD Forms on Demand (FOD) system, 
    • Time Sheets: Most State paid staff have transitioned to the SUNY-wide automated Time and Attendance System/TAS. Hard copy forms are no longer being printed. Any non-State affiliated entities that wish to use paper forms, they can be downloaded: MONTHLY Faculty NTP Time & Attendance form or Biweekly Classified Time Sheet. 
  •  Shredding: if your dept has an occiasional need for shredding a large volume of documents, Central Receiving & Stores has a large capacity shredder machine available for Downstate customers to use; Email centralstores@downstate.edu to make arrangements.

For ongoing regular shredding needs, Downstate has a shredding service vendor (American Security Shredding company at 800-882-1979) for offices that have ongoing frequent shredding needs of confidential documents. They place a large pail in the office and pick-up filled containers on a regular basis. Contact Vendor for details. 

• Central Stores Pricing Policy: Central Stores recharges all products and services at cost to all customer funding sources (State, Research, Downstate Affiliates). There is no mark up over the cost of the procured goods, materials or services that are billed by the source vendor/ provider. The actual prices change constantly based on the actual cost of the most recent applicable stock purchase cost. Your dept account is recharged based on the actual current price.

• Outbound UPS shipments: Business related Outbound express parcel shipments are processed through Mail Services.
  • For returns associated with a Downstate Business related shipment (adjustments or discrepancies), complete the Outbound Shipment Authorization Form sections A, B, C & D.
  • For general Downstate business related Outbound Shipments complete the Outbound Shipment Authorization Form sections A, C & D.

How to Place an Order and Pay for Central Stores Services

Downstate Departments - State and IFR Account holders: State accounts follow the Downstate Recharge billing process:

• Use the Central Stores Catalog and Order Form. Email the completed signed form to centralstores@downstate.edu. You can also print the blank form, manually complete & sign the form, then scan and Email it. Central Stores will also accept orders on a State Purchasing Requisition Form (customized for CStores) using the item description and item stock # as found in Central Stores Catalog. Orders must include:
  1. The department's name and current valid 8 digit State account# (now called the 'AU" (Accounting Unit)
  2. the Valid authorized signature for the funding account that is paying for services. Stock issued will be expensed under Object Code 9200 (Central Stores Recharges).
  3. the CStores catalog item # and quantity desired.
  4. the final delivery destination Building and Room#.

 

In a rush? Put "WILL PICK UP" items at Downstate Depot - Central Stores atUH Rm B-526. Enter through Downstate Depot Reception Desk in UH Basement corridor opposite HIM (Medical Records) . Give your telephone contact # (including cell phone or pager) so that you can be telephoned when your order is ready for pick-up.

• State accounts must have available funds in the Central Stores Recharge Object Code 9200 to cover your estimated annual needs. Please check your state department accounts RECHARGE allocations (object code 9200) regularly. Dept State Accounts with a CStores recharge deficit are reminded to submit a Budget Allocation Transfer Request Form to the Budget Office to cover any allocation deficit. It is highly recommend you save time by reassigning sufficient funds to cover the accounts' anticipated entire fiscal year expenses through June 30^th of each year.
• IFR accounts: Your requisition needs to be signed by the Budget office (BSB 1-26, phone X 1116, MailStop 124) to verify the IFR account has available cash. Payment is processed via the normal Downstate recharge billing process - a journal transfer from your IFR acct to CStores IFR acct by Downstate Financial Management.

Research Foundation Account Holders

The Research Foundation REQUIRES an RF Purchase Requisition (link) be submitted with the appropriate grant number (Project#, Task#, Award#), to be charged and signed in advance by the project director.

Invoices are sent by Central Stores via email to: RF_Purchases <RF_Purchases@downstate.edu>

RF payments are to made payable to "SUNY 90086500" with remittance payment address as:

Central Stores- MSC 61

SUNY Downstate

450Clarkson Ave

Brooklyn NY 11203-2098

Affiliated Entities (NON-State organizations = Downstate affiliates such as FSA, HSCBF, UPB, and all others):

Use the Central Stores Catalog and Order Form, and identify the affiliated entity's billing information in the comment section at bottom of form; "Bill to" (insert affiliate's name), person's name, box number, account number (if applicable), and be signed by an authorized signatory for that account. Some affiliated entities such as FSA and HSCB Foundation that have their own "Payment Forms" (link) that are accepted in lieu of a State Requisition form. Central Stores will then send the requisition or payment form with the Central Stores Invoice for supplies ordered to the applicable affiliated entity's Business Office for payment.

Payments are to made payable to "SUNY 90086500" with remittance payment address as:

Central Stores- MSC 61

SUNY Downstate

450 Clarkson Ave

Brooklyn NY 11203-2098

Submitting Your Order

• BEST METHOD: SCAN and email your SIGNED order form to Central Stores at: centralstores@downstate.edu (the most efficient and reliable method), or
• IN-PERSON: Submit SIGNED requisition at UH Rm B-530A (adjacent to Central Receiving and Mail Services), or
• INTER-OFFICE MAIL: Send SIGNED requisition to Central Stores at Box 61.

Delivery of Your Order

In general, orders received by 3:30 PM will be delivered same day. Orders after 3:30 PM or to off-site locations will be delivered on the next business day. If you need expedited service, call the Reception Desk (X 1514) to make alternative arrangements for expedited delivery or for you to pick up your order in person.

If any ordered item is not available at the time your order is processed, it will not appear on the CStores delivery document/receipt. If a quantity has been reduced due to in-stock limitations, only the amount issued will appear on the order delivery document/ receipt. Call CStores at Ext 1514 (718-270-1514) for current estimate time for that stock to become available.