Location: University Hospital 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 is the best way to reach us.
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.
News:
- Reassignment of Funds (aka "Budget Funds Transfer"): 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 30th of each year.
- The State Contract Office Supply desktop delivery program is thru "Office Depot" (More Info link).
Central Stores Provides:
View the current Central Stores Catalog.
The posted catalog unit prices are a guideline only as of the date pdf was last posted.
The actual prices are automatically updated in the recharge system based on the actual
cost of the applicable stock purchase cost. Your dept account is recharged based on
the actual current price.
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- Common sterile hospital patient care items are carried by UHB's Central Sterile Supply Distribution unit.
- Office Supplies used by all Downstate/UHD units are pruchased directly 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- drop them off Central Stores for
recycling or include them in your office's next daily Mail Services pickup. While
Central Stores DOES NOT stock new toner cartridges, we do collect old unused for potential
redistribution, and empty toners to a toner recycling service.
- Lab supplies to all Downstate departments including vaccutainers, dry ice (for specimen use),
microscope slides & covers.
- 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, or that require hard copy patient signature. Most UHD
forms are avaiable online in Forms on Demand.,
- Time Sheets: Most State paid staff have transitioned to the SUNYwide automated Time and Attendance System/ TAS (link). 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; Call CStores 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 are updated constantly based on the actual cost of the applicable
stock purchase cost. Your dept account is recharged based on the actual current price.
- Dry ice (for specimen use): Vendor dry ice delivery days are Tuesdays. Place your order to CStores by the previous
day at or before 3pm in order to receive ice on these days (orders for Tuesday delivery
are due before 3pm on Friday).
- The vendor-scheduled delivery days change seasonally, since warmer or colder temperatures
affect how quickly the Dry Ice evaporates.
- New customers: contact the CStores Reception desk at Ext 1514 (718-270-1514) to determine the scheduled delivery days before placing
your order.
- Frequent users: Save time & avoid preparing a new requisition each time you need
Dry Ice. Instead, submit a Standing Order requisition for the entire fiscal year.
Call the Reception desk for details.
- Outbound UPS shipments: Business related Outbound express parcel shipments are processed through Mail Services (link)
Downstate Departments - State and IFR Account holders: State accounts follow the Downstate
Recharge billing process:
- Customized UHB Nursing Station & Clinical Labs CStores Order Form
- All OthersPrepare a State Purchasing Requisition Form (customized for CStores) using the item description and item stock # as found in Central Stores Catalog. Requisition must include:
- a Valid 8 digit State account#,
- 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).
- the CStores catalog item # and qty desired.
- 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 thru 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 30th 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
Use the State Purchasing Requisition Form (customized for CStores), but 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
450Clarkson Ave
Brooklyn NY 11203-2098
SCAN and eMail your SIGNED requisition or order form to Central Stores at: centralstores@downstate.edu (the most efficient and reliable method), or
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- 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, or
- FAX your SIGNED requisition to Central Stores at 718-270-1266. We suggest you call the
Reception Desk (X-1514) to be certain your fax was received.
In general, orders received by 3:30pm will be delivered same day. Orders after 3:30pm
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.
Mission Statement
Department of Administrative Services: Consolidated service units at a contiguous
location to the extent practical, and commonly known as “Downstate Depot”, that currently
includes: Central Receiving, Central Stores, Quick Copy Center, Mail/ Messenger, and
provides:
- A “one-stop” customer service location for multiple support unit services, and maximized
workforce cross-training and deployment dependant upon daily workload.
- Provide the highest standards of quality customer services and customer satisfaction
while adhering to Downstate’s Code of Ethic and Business Conduct in support of Downstate’s
Educational, Clinical and Research enterprises, in a dependable manner while maintaining
accurate records of all transactions within all applicable regulatory requirements.
- Provide quality supplies and services utilized by multiple internal customers.
- Accurate and timely processing of customers’ requisition(s) for supplies and services
in a dependable manner, maintaining accurate physical and financial records of all
transactions.