Procedural Guide

Practical procedures carried out by the Director of the Department:

1. Refer all transactions received by the Warehouse Department to the specialists to take the necessary actions, including receiving, disbursing, returning, etc.
2.  Follow up on all executive procedures carried out by the specialists, and ensure the integrity of each procedure.
3.  Approve the completion of all implemented warehouse procedures by signing all letters and related forms. 
4. Determine the quantities to be disbursed from various items after referring to the available balances, shown in the item cards, in a manner that achieves comprehensiveness and fairness in disbursement for the various sectors of the university.
5. Participate in the work of various committees, such as the inspection committee, the inventory committee, and the proposal analysis committee, and select appropriate proposals of the required items to be supplied.
6. Supervise the safety and precision of storage procedures, the arrangement and coding of the items, and placement of the items on the appropriate shelves and spaces, according to the nature of each item, the date of their supply, and according to the priority of the supply date to avoid obsolescence and damage.
7. Determine the appropriate means for loading and handling operations, such as manual and electric cranes, ladders and shelves, and follow up on their safety and maintenance.
8. Determine the appropriate means for security and safety inside warehouses, such as electric doors, fire extinguishers and alarm systems, and follow up on their validity and maintenance.
9. Conduct periodic or sudden inventory; to ensure the safety of actual and recorded balances or to ensure the safety of receipt and delivery procedures between warehouse custodians.
10. Sign all letters issued to the competent authorities and to various departments.
11. Supervise the attendance of the warehouse employees, their delegations and work outside official working hours, their various vacations, their nominations to attend training courses, and approve their job performance evaluation reports.
12. Prepare the required reports on the work of warehouse administration and its achievements, and submit them to the competent authorities.

Procedures carried out by the receiving yard officer:

1. Receiving materials temporarily from suppliers to supply warehouses, and preparing a Temporary Receipt Notice under Inspection, Form No. (1).
2.  Presenting verifications and supporting documents for supply and receipt to the inspection committee, and preparing minutes of the committee's decisions.
3.  Delivering materials rejected by the inspection committee to suppliers to replace them with materials that meet the specifications.
4. Receiving materials accepted as final receipt, and preparing a receipt note, Form No. (2), in accordance with the supply process documents such as the letter of approval, claim and invoices, and delivering materials and copies of supporting documents for receipt to the competent warehouse keeper.
5. Keeping the photos of the receiving yard officer according to the rules and procedures of government warehouses.

Procedures carried out by warehouse keepers:

1. Preparing data on the items required, and determining their specifications, quantities and estimated value.
2. Receiving materials from the receiving yard officer with a copy of the supporting documents. 
3. Maintaining the validity of the stored materials, arranging them and placing them on the appropriate shelves. 
4. Disbursing from the warehouse by filling out a materials Disbursement Request Form No. (7) electronically, completing the credits automatically. 
5. Auditing the receipt and disbursement movements with the item cards, and extracting the balance after each movement automatically. 
6. Keeping copies of the Supporting Documents for Receipt Form No. (2), and Disbursement Form No. (7). 
7.  Placing stickers bearing classification numbers for the materials.

Procedures carried out by the return warehouse keeper:

1.  Receiving return materials from the returning parties from the departments, deanships, centers, colleges, institutes and the Medical City after matching those materials with the data prepared under the Return Document Form No. )9).
2. Classifying the return into what can be re-distributed and what cannot be re-distributed according to the recommendations of the Return Inspection and Inspection Committee.
3.  Returning the materials suitable for use to the competent warehouse according to the recommendations of the committee and providing it with a copy of the return document.
4.  Preparing the documents supporting the return to extract the balances of the materials prepared for sale.
5.  Preparing the necessary data, minutes and correspondence to complete the grant or sale procedures.
6. Preparing documents for Disbursing Return Items Form No. (10) to deliver the sold materials to their owners.
7.  Keeping the documents supporting the receipt or disbursement and return, and distributing their copies according to the rules and procedures of government warehouses.
8.  Placing stickers bearing classification numbers for the materials.

Warehouse Committees Procedures

First: The inventory committee

It is a committee formed by a decision from the competent authority in the entity, specifying the warehouses to be inventoried, and the inventory period.

The committee's tasks:

1-     Obtaining the last receipt document, the last disbursement document, and closing the item balances in the item cards through the automated system, inventorying the inventory items, item by item, in one batch, regardless of its location according to the item's order in the classification group included in the warehouse forms, and then proving the actual inventory of each item in the field designated for that on the inventory form model.

2-     After completing the inventory process, the committee, through the automated system, proves the recording balances of the items that were inventoried based on the item cards and supporting documents in the fields designated for that on the inventory forms.

3-     If the actual inventory process results in an increase or decrease in some items, they are re-inventoried, and if this is confirmed, the differences are recorded in the two designated fields (deficiency or increase) on the inventory form, then the inventory committee investigates the reasons for the differences with those responsible for the warehouses, or any employee related to the matter.

4-    The inventory committee and each person responsible for warehouse management, the supply room, emergency or site, the warehouse keeper, or the custodian shall verify the accuracy of the inventory in the inventory forms.

5-     Matching the fixed item balances in the inventory form with what is fixed in the item control card on the inventory date, to verify the integrity of the restrictions, then preparing a final report through the automated system on the inventory results including its recommendations, then sending all data to the General Auditing Bureau through the automated system.

Second: The Examination and Inspection Committee

It is a committee formed by a decision from the competent authority in the entity specifying the items to be examined and inspected.

Committee tasks:

1. Preparing the necessary reports on the status of the return.
2. Providing recommendations regarding returned items in terms of adding them to the warehouse inventory, whether they are new, usable, or repairing them if the benefit of reusing them exceeds the cost of repair, or disposing of them either by selling or destroying them, taking into account the public interest in all cases.
3. Coordination and cooperation regarding completing the regular procedures in the return document.

Third: Valuation Committee

It is a committee formed by a decision from the competent authority in the entity, specifying the items to be valued and evaluated. 

Tasks of the Committee:

Inspecting the returned items and setting their estimated price in a confidential manner in accordance with what is stipulated in the government procurement system.

Fourth: Sales Committee

It is a committee formed by a decision from the competent authority in the entity specifying the items to be sold.

Tasks of the Committee:

It makes arrangements for the sale process according to the system followed by completing the required warehouse forms as well as what is related to the buyer after the sale from receiving the sale amount and depositing it and completing the buyer's signatures on the necessary forms and determining the period of transfer of the return, taking into account all systems and regulations.