Central Stores

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.

• Central Stores Catalog
• Office Supplies 
• 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 dept account..
• Bottled Water: effective 7/1/18 coordinated by Downstate Contracts Office and will be directly charged  to your dept account.
• Dry Ice
• Outbound UPS Shipments
• How to Place a Central Stores Order
• Central Stores Pricing Policy
• Recycle OBSOLETE and EMPTY Toner Cartridges

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.

The Catalog includes:

• • Common non-sterile hospital patient care items. Note: Most UHB Sterile Supply items are carried by UHB's Central Sterile Supply Distribution unit.
  • Some common Office Supplies used by all Downstate/UHB units, including:
    • Pre-Printed Stationery Supplies: letterhead, envelopes & #10 window envelopes with pre-printed generic Downstate logo and main address .
    • Paper Bags.
    • Copier Paper- Limited emergency stock supply only.  Order your normal copier paper through the Office Supply Desktop delivery program.
    • Very limited stock of Desktop Printer Toners. Most toners are purchased thru the Office Supply Desktop delivery program . 
    • 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. 
  • For most other office supplies-Use  Downstate's Office Supply Direct Desktop Delivery Program - Office Depot (Downstate Procurement Website link). Vendor delivers directly to your office.
    • Copier Paper: Central Stores carries only a small emergency supply of copier paper - intended to provide customers with an immediate and urgent need, while the customer purchases its normal paper through the Office Supply Desktop delivery program
    • Cups (12 oz insulated): Central Stores carries only a small emergency supply of cups for patient care - intended to provide customers with an immediate and urgent need, while the customer purchases its normal cup supplies through the Office Supply Desktop delivery program.
  • Lab supplies to all Downstate departments including vaccutainers, dry ice (for specimen use), microscope slides & covers, Alcohol detergent.
  • Forms in Stock including:
    • Some UHB (HIM-Medical Record) Forms. Central Stores stocks and distributes only those UHB-HIM forms are procured through the State Purchasing Department or thru the Quick Copy Center (link) using external vendors, 
    • State Purchase Requisition Forms: no loner pre-printed available online (link) - For those departments on Downstate's automated Lawson system, procurements are initiated directly on the Lawson system.
    • State Time & Attendance Forms: 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 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.

• Dry ice (for specimen use): Vendor dry ice delivery days are Tuesdays and Thursdays. 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: More detailed information is found on the Central Receiving website. Business related shipments are handled through Central Stores -
  • 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.
  • Personal outbound shipments are processed by Downstate Depot - Mail Services.

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:

• Prepare a State Purchasing Requisition Form (customized for CStores) using the item description and item stock # as found in Central Stores Catalog. Requisition must include:
  1. a Valid 8 digit State account#,
  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 qty desired.
  4. the final delivery destination Building and Room#.
  5. In a rush? Put "WILL PICK UP" items at Downstate Depot - Central Stores (UH Rm ALL1-526. 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.

 

Customized UHB Nursing Station & Clinical Labs CStores Order Form 

 

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.

 

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

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.

 

Submitting Your Order:

• E-Mail you signed requisistion or order form to Central Stores -  eMail the SIGNED version of your order form to centralstores@downstate.edu , or
• submit in person at UH Rm B-530A (adjacent to Central Receiving and Mail Services), or
• Mail your SIGNED requisition to Central Stores at Box 61, or
• Fax your order to Central Stores at 718-270-1266. We suggest you call the Reception Desk (X-1514) to be certain your fax was received., or

 

Delivery of Your Order:

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.