016.14.04 Ark. Code R. § 005 - Administrative Procedures Manual: Part VII - Supplies and Equipment Management; Chapters 703, 705, 706 & 707
The MCC Division Coordinator for each division will receive an MCC Fund Information Invoice monthly. Included with the invoice will be documentation to substantiate the amounts billed for the various services:
After receiving the MCC Information Invoice and the supporting documentation, the MCC Division Coordinator must review the invoice and the supporting documentation to confirm that amounts billed are accurate. If the amounts billed are not correct, the MCC Division Coordinator will notify the appropriate individual(s) of the discrepancy.
DHS ADMINISTRATIVE PROCEDURES MANUAL
Change of delivery address will be provided to Central Supply and AASIS needs to be notified using the AASIS Form F10020, which can be obtained using DHS Gold. The cost of redelivery, where the Central Supply Unit has not been notified of a change of address, will be charged to the ordering unit.
A unit manager may assign the duties of ordering and maintaining office forms to a unit staff member, but it is the responsibility of the unit manager to monitor the supply system to insure that the unit has the forms it needs.
All DHS units will be charged for forms received through the supply system. Charges will be accumulated from filled stock reservations and charged through the Management Consolidated Cost Fund account to the appropriate fund utilizing a 'Fund Transfer' through the Department of Finance and Administration.
The Central Supply Unit does not back-order most items offered through the supply system. The ordering unit should reorder items that are canceled or are temporarily out-of-stock on its next order.
Warehouse staff or commercial vendors may make delivery of forms as determined by the Central Supply Unit. Problems with delivery of orders, such as damaged boxes, should be reported to the Central Supply Unit.
A request for credit for items returned to supply or for items not received in order and not replaced, must be received within two weeks from the receipt of the supply order. The request must contain the account number of the ordering unit, the stock reservation number, material number, description, and quantity of each item to be credited.
Unit managers should report damaged forms upon receipt of shipment. The Central Supply Unit will replace the items at no cost, if reported within five days from date of receipt.
DHS ADMINISTRATIVE PROCEDURES MANUAL
The following are the prerequisites for records to be placed in record storage:
Box number of each record storage box (e.g., 1 of 4, 2 of 4, etc.)
Division/Agency/Unit requesting storage
Destruction date of each record storage box (Destruction date should be based on the date of the most recent documents in the record storage box.)
Inclusive dates of all documents contained in each record storage box (e.g., 7/87 - 6/89, SFY '90, etc.)
Description of the contents of each record storage box.
Division/Agency/Unit
Box Number Contents
Destruction Date to include:
- inclusive dates
- detailed description of contents
When the record retention time period is due to expire, the DHS Records Manager will send the unit that placed the record storage boxes in storage, a DHS-1991, 'Notice of Records Storage Expiration'. The unit will:
[GREATER THAN] sign
[GREATER THAN] date
[GREATER THAN] return the DHS-1991 within seven (7) working days
The unit contact will advise the DHS Records Manager of the appropriate handling of the record storage boxes:
On DHS-1991 put a checkmark beside "Okay to Destroy"
The only free method of destruction available to DHS is recycling. DHS does not have the facilities or equipment to shred records. If the unit requires that the records be shredded, it will have to process a purchase order to pay for the shredding of the records. The DHS Records Manager will coordinate the destruction of the documents with the company that does the shredding.
On DHS-1991 put a checkmark beside "Letter attached requesting delay in destruction". A memorandum must be attached to the DHS-1991 stating:
+ the valid reason for the delay
+ a new destruction date
Provide AASIS cost center & internal order number in space provided
The DHS-1991 and the memorandum are returned to the DHS Records Manager
If the DHS-1991's are not returned completed in a timely manner, the Record Storage Manager can arrange for the box(es) to be returned to the unit for review to determine the current status of the documents.
DHS ADMINISTRATIVE PROCEDURES MANUAL
The OFA Material Management Unit handles the purchase of vehicles one ton and over. In order to purchase such vehicles, the requesting division must submit the following to the Materiel Management Unit at Slot 4011:
A completed State of Arkansas Vehicle Request, Form MV-6.
A letter of justification for purchase.
Vendors will deliver all new vehicles to the Materiel Management Unit, which will:
In order to obtain a license plate and title for a vehicle, the division must provide the following to a local DFA Revenue Office:
The division will renew the license each year, by warrant, when notified by DFA.
State Vehicle Mileage Reimbursement, Form MV-4 must be submitted quarterly. (The mileage must be reported, even if zero).
Notes
State regulations are updated quarterly; we currently have two versions available. Below is a comparison between our most recent version and the prior quarterly release. More comparison features will be added as we have more versions to compare.