ABOUT UNIVERSITY STORES

What is University Stores?
University Stores, a department of University Services, is responsible for meeting the supply needs of Michigan State University colleges and departments. This is handled through Stores Stock or          Non-Stock Order functions.

Stores is also responsible for the receiving and distribution of incoming university shipments, the filing of loss and damage claims, distribution of interdepartmental packages and mail, central shipping, and traffic.

There are numerous reasons why you should take advantage of the many services Stores offers including: competitive pricing, prompt free delivery, immediate availability, detailed monthly billing statements, documentation, and stability.

The University Stores Stockroom is responsible for meeting the supply needs of colleges, departments, and programs of MSU. University Stores stocks and dispenses items that are commonly used, have multiple users, may be difficult to obtain, are large or bulky items, are required to be immediately available by a single department, or are a consolidation of university purchases resulting in lower costs for all departments. Requested supplies are delivered to individual buildings or are available at the counter.

Non-Stock Orders (Open Orders) provides an inexpensive and expedient mechanism for departments to obtain supplies that are not available from the University Stores Stockroom or items that create a "small order" problem for departments. Contracts have been established with many local companies and some out-of-town companies for the purpose of obtaining these supplies. A list of participating vendors is available from Stores.

Receiving is the delivery location for shipments ordered on a purchase order, shipments arriving via common carrier, and all C.O.D. receipts. Shipments are checked for legitimacy, purchase order number, quantity, and condition at the time of delivery. University shipments are processed, recorded, and staged for redelivery. Redelivery to departments is intended to be responsive to customer needs with immediate pickup service or delivery available for emergencies.  Any damage or shortage identified once the shipment is unpacked is to be reported to Stores so that a damage inspection can be conducted and appropriate claims initiated. Immediate notification of damages is essential since there is a limited time period in which to file a claim.

Shipping/Traffic is the central shipping office for all material being shipped from the University. This area has the responsibility to ensure materials being shipped off campus are properly classified and adhere to all federal rules and regulations. Shipments over $500 in value or not involving a credit may be sent off campus via common carrier or through the various air freight companies with guaranteed times of arrival via the Transportation Service Request Card. The Stores Shipping/Traffic team is responsible for the payment of incoming collect and outgoing prepaid freight charges. Freight and air bills are processed and charges are verified and billed to department accounts through the Stores billing system. Individual departments shipping or receiving merchandise under special circumstances should send all freight bills to Stores for processing.

Campus Mail is responsible for pickup and distribution of official university communication on campus. Service is available at a common area within each building where faculty and staff may pick up and leave mail for campus distribution. Use of Campus Mail is restricted to official university business. Solicitations, political notices, and other personal materials cannot be sent through Campus Mail. Interdepartmental reusable envelopes, available from University Stores Stockroom, should be used for on-campus communications.

The Lease Purchase Program is offered by Stores for a number of items. The objective of the lease program, with purchase option, is to provide a method of acquiring necessary items for departments temporarily short of funds.  The program requires a commitment to lease from 12 to 60 months in      12-month increments. Prior approval must be obtained from Contract and Grant Administration for any lease involving a grant account.

Equipment Rental provides campus with a variety of office equipment and other items for monthly rental.  All items are under maintenance contracts for immediate repair in the field. All equipment will have the needed supplies to start the rental period and departments are responsible for replacing them when necessary. Departments are also responsible for expenses incurred due to misuse, theft, or destruction of the equipment.

Monthly rental fees will be billed through the Stores billing system and will appear on the departmental monthly charge statements.

We are always looking for new ideas to expand our rental capabilities and welcome any suggestions. When updating old equipment, we sell the used items if they are still in working condition.

The Mail Processing department of University Stores provides services involving the preparation, metering, and presorting of outgoing U.S. Mail for the entire University. This department is responsible for processing mail in a timely manner and at the least possible cost to the University. Mail Processing is also responsible for interpreting and enforcing U.S. Postal regulations and providing postal information to campus personnel.

The department’s mission is to integrate with the United States Postal Service to provide the most courteous, customer focused, and cost-effective service to the University. U.S. Mail is picked up daily from departmental offices by Stores delivery personnel and brought to Mail Processing. The department receives approximately 30,000 pieces of mail daily with the majority coming in                mid-afternoon. Mail is sorted by classification and then processed according to postal regulations and handling requirements. Mail Processing's hours are from 8:00 a.m. to 5:00 p.m., Monday - Friday. You may reach Mail Processing at 355.1700 ext 216.

University Stores is located at 101 Angell Building. Click the following link if you are interested in doing business with University Stores. For additional information on the above services, see the Manual of Business Procedures.

Manual of Business Procedures:

University Stores - Section 220
Mail Processing - Section 325